The name printed on a diploma does not always correspond to the surname registered in the civil registry. Spouse’s name, parent’s name not passed on at birth, freely composed double name: several options exist to include a name in use on this document. The question arises at the time of enrollment in the institution, as it is at this stage that the choice takes effect on the documents issued at the end of the course.
National diploma and internal documents: what the institution can modify
The distinction between the national diploma and internal administrative documents is rarely explained. The state diploma generally remains aligned with the civil status of the holder. Universities that offer the option to use a first name or a name in use, such as the University of Grenoble Alpes since 2024-2025, specify that this possibility concerns “most internal documents” (student card, attendance lists, digital learning environment).
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The national diploma follows distinct rules. For a name in use to appear on it, the institution generally must have recorded it at the time of enrollment, and the request must comply with the regulations governing the issuance of the diploma. Understanding the name in use on a diploma obtained therefore requires distinguishing between what pertains to everyday administrative comfort and what appears on the official parchment.
The name on the diploma depends on what was declared at the time of enrollment. Correcting it after issuance is possible, but the procedure varies from one institution to another and can take several months.
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Name in use after marriage or parent’s name: comparative table of options
The civil code allows any adult to use a name in use in daily life. The most common cases at the time of enrollment in a higher education institution fall into three categories.
| Situation | Possible name in use | Usual proof |
|---|---|---|
| Marriage | Spouse’s name alone or double name (birth name + spouse’s name, free order) | Marriage certificate or family record book |
| Parent’s name not passed on | Other parent’s name alone or double name (surname + other parent’s name, free order) | Birth certificate mentioning parentage |
| Double surname at birth | One of the two names | Birth certificate |
In each case, the name in use remains optional and results from a personal choice. No one, neither the administration nor the employer, can impose the use of a name in use.
Order of names in a double name in use
The double name in use can be composed in the order desired by the holder. A person born Durand who marries Martin can present themselves as “Durand-Martin” or “Martin-Durand”. The same freedom applies when the double name combines the surname and that of the parent not passed on.
This flexibility has a limit: in the case of a double surname of origin (two names passed at birth), only one name per parent can be included in the composition of the name in use.
Reporting your name in use at enrollment: procedure and documents to provide
Most higher education institutions require the name in use to be provided at the first administrative enrollment. Some universities, such as Université Paris Cité, have set up a dedicated form and an internal validation process to handle these requests.
The supporting documents vary depending on the situation:
- For a name in use related to marriage: copy of the marriage certificate or family record book. In case of divorce, the judgment specifying the authorization to keep the name in use may be requested.
- For a name in use related to parentage: full copy of the birth certificate, which must mention the name of the concerned parent.
- For a change during schooling: specific form from the institution, accompanied by the proof corresponding to the new desired name in use.
Declaring the name in use before the end of the first semester avoids subsequent corrections on transcripts and the diploma.
Modification after obtaining the diploma
A diploma already issued under the surname can be subject to a request for correction to the student services or the rectorate, depending on the institution. The procedure involves providing the same supporting documents as at enrollment, sometimes adding the original diploma.
The processing time depends on the institution. Some universities reissue a corrected parchment, while others provide a supplementary certificate mentioning the name in use.
Name in use on a diploma and professional use: what is authoritative
The surname registered in the civil registry remains the only one with full legal value on official documents. The name in use appearing on a diploma does not alter civil status. Any employer or administration can verify identity via the birth certificate, regardless of the name carried on the diploma.
In practice, consistency between documents facilitates procedures. A diploma bearing the name in use “Durand-Martin” associated with an identity card mentioning the same name in use avoids requests for explanation during recruitment or registration with a professional order.
To have the name in use appear on the identity card or passport, the request is made during the renewal of the document, by checking the box dedicated to the name in use and providing the appropriate proof (marriage certificate or birth certificate as applicable).
Case of changing surname by decree
The change of surname (by decree or through the simplified procedure allowing the adoption of the name of the parent not passed on) produces a different effect: the new name replaces the old one in the civil registry. The diploma can then be corrected to reflect this change, which is no longer a mere usage but a definitive modification.
The choice between name in use and changing surname depends on the objective pursued. The name in use can be activated and deactivated freely, without judicial procedure. The change of surname is irreversible in practice and modifies all identity documents.