SOP 101.09: Offender Name Change/Use of Dual Names

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|
|Policy Number: 101.09|Effective Date: 03/07/2025|Page Number: 1 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Legal
Services)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

In accordance with Georgia Law and under the jurisdiction of the Commissioner of
the Georgia Department of Corrections (GDC), the following procedures will apply to
all offenders seeking a change in their names.

II. Authority:

A. O.C.G.A. 19-12-1;

B. 223 F.3d 1244 U.S. App.; and

C. GDC Standard Operating Procedures (SOPs): 105.02 Information Security; 105.12

Offender Records Management System; 201.02 Transfer of Inmate/Probationer
Trust Funds; 201.03 Discharge Gratuities; 203.01 Operational Reporting; 203.02
Document Flow; 204.01 Georgia Crime Information Center GDC Limited GCIC
Terminal Operations; 204.07 Inmate Use of Computers; 208.02 Telemedicine;
208.03 Death of an Offender; 214.03 Inmate/Probationer Request for Vital
Records; 219.01 Case Management - Records Maintenance; 219.03 Access to
Facility Offender Records; 219.04 Retention Schedule for Facility OffenderMedical Files; 220.02 Security Classification; 220.06 Diagnostics; Validation of
Common Law Marriage for Visitation Purposes; 222.01 Inter-Institutional
Transfers; 222.02 County Facility Placement; 222.04 Interstate Detainers; 222.05
Court Productions; 222.10 Security Procedures During Transport of Offenders;
226.01 Searches; Security Inspections and Use of Permanent Logs; 227.03 Access
to Courts; 227.05 Visitation of Offenders; and 227.07 Access to Offender
Commissary.

III. Definitions: None.

IV. Statement of Policy and Applicable Procedures:

A. The following procedures will apply when an offender seeks a name change to be

used in addition to his conviction name. Changes in offender names are authorized
only under three circumstances:

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|
|Policy Number: 101.09|Effective Date: 03/07/2025|Page Number: 2 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Legal
Services)|Access Listing:
Level I: All Access
|

1. A court with jurisdiction has granted a change in the offender’s name;

2. An offender marries; or

3. A conviction name is not the offender’s legal name. These will be recorded in

the personal information section of SCRIBE; the sentence information will
continue to carry the name as it appears on the original sentencing documents.

B. Under any and all circumstances, the offender is required to notify the Department

of a name change and to provide all appropriate documents to verify the legal
name. Instances that may prompt an offender’s request for a legal name change
and documents necessary to support the official request include;

a. Court ordered name change accompanied by a court order;

b. Marriage accompanied by a marriage license and an official court

document indicating that a name change has occurred;

c. Typographical error accompanied by the actual sentencing document for

current spelling until one of the aforementioned documents are produced;
and,

d. Occurrence when an offender states that he/she was not convicted under

their original legal name accompanied by a birth certificate.

C. Such documents are to be forwarded to the Supervisor of the location where the

offender is being supervised and /or incarcerated. The documentation will be
placed in the offender’s administrative case file and dated when the document was
placed in the file. The offender will be given a copy of such documentation.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|
|Policy Number: 101.09|Effective Date: 03/07/2025|Page Number: 3 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Legal
Services)|Access Listing:
Level I: All Access
|

D. In the case of a submitted name change, the Warden or Superintendent will verify

the documentation and authorize the name change with confirmation from the
proper agency.

E. Upon verification, the Warden or Superintendent will notify their respective

Regional Director within one (1) work-week and forward a copy of the
documentation to the Central Office Offender Administration Manager.

F. The Central Office Offender Administration Manager will ensure that the current

legal name appears first on all necessary documents and data files followed by the
Commitment Name (example: Joe Smith, AKA John Doe).

G. Once the Central Office Offender Administration Manager has appropriately

amended all necessary documents and data files, the Central Office Offender
Administration Manager will notify the affected Warden or Superintendent.

H. Upon notification from the Central Office Offender Administration Manager, the

Warden or Superintendent ~~w~~ ill initiate all necessary changes to ensure that the
legal name change appears in all matters related to the offender regarding any and
all services/functions the offender is entitled to during his/her incarceration.

1. This includes the following services/functions:

a. Mail.

b. Visitation.

c. Access to Telephone.

d. Access to Courts.

e. Clothing.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|Policy Name: Offender Name Change/Use of Dual Names|
|Policy Number: 101.09|Effective Date: 03/07/2025|Page Number: 4 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Legal
Services)|Access Listing:
Level I: All Access
|

f. Identification and Locator Cards.

g. Administrative case file.

h. Medical Records.

i. All Mental Health files.

j. All program and work-related assignments.

k. Inmate Commissary.

l. All Business Office related functions.

m. Any other areas the Warden or Superintendent deems necessary for the

safety, security, and integrity of the facility and the offender.

n. All the aforementioned files will contain a legible notation, with

accompanying date, regarding the legal name change.

o. All the aforementioned actions will commence and be resolved within sixty

(60) working days from the time the Warden/ Superintendent receives
written notification from the offender, and all necessary documents
indicating that a legal name change has been granted to the offender.

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.