2.05.01 Individual Client Creation & Demographic Changes

Policy

A client file is created on MOVES for all individuals who request a motor vehicle service, and may also be created for the purposes of fines collection, alerts, etc.

MOVES allows:

  • Up to a maximum of 20 characters for the surname of a client.
  • Up to a maximum of 12 characters for the first name of a client.
  • Up to a maximum of 12 characters for the middle name of a client.

When requesting a motor vehicle service for the first time, a client must:

  • Present identification that meets the required data elements for legal name, date of birth, and photo as outlined in the Acceptable Verifiable Resource List (AVRL); see 2.05.02 Acceptable Identification / Enrolment.
    • If a client is already created, but is now requesting a change to their name, the identification presented must meet the AVRL requirement for proof of name.
    • If a client is already created but is now requesting a correction to their date of birth, the identification presented must meet the AVRL requirement for proof of date of birth.

All individual client demographic changes must be made in person, with the exception of a client who has moved out of province and is requesting their address be updated to their out of province address. A registry agent should ensure all demographic information is up to date prior to providing services.

Creating a Client File

The following information is entered in the client demographic screen on MOVES when creating a client file:

  • Surname, given name and middle name.
    • Must be entered exactly as it appears on the AVRL compliant identification document(s) used to satisfy the data element of legal name.
  • Date of birth.
  • Gender, in the Sex field.
  • Personal phone number in the home phone number field.
    • The client may also provide an alternate phone number in the business phone number field (optional).
  • Postal/physical address.
  • Hair and eye colour.
    • Not required for clients created for vehicle registration purposes only.
  • Height and weight.
    • Not required for clients created for vehicle registration purposes only.

Before creating a new client in MOVES, it is best practice that a registry agent ask the client if they have previously been created under a previous name.

Note:
Do not create a client file for out of province clients purchasing an Intransit Permit(s); see User Guide 4.6.01- Issuing An Intransit Permit.

Individual Client Name

When creating a client for the first time, the client name must:

  • Be entered in MOVES exactly as it appears on the identification document(s).
    • Titles are not allowed unless they appear on the identification document presented, and that document is listed in AVRL as sufficient for proof of name; e.g., Doctor (Dr.), Mister (Mr.), Sister (Sr.), Reverend (Rev.), Senior (Snr), Junior (Jr.), etc.
    • The only punctuation (special characters) allowed in a name is the apostrophe (’) and hyphen (-).
    • Legal names cannot include numbers, e.g., 1, 7, 54, etc.
    • Be comprised of the English alphabet.

When any part of a client's name exceeds the maximum allowable number of characters for that field in MOVES, the registry agent must:

  • Enter the first 20 characters of the surname recorded on the identification document(s) presented.
  • Enter the first 12 characters of the first/middle name recorded on the identification document(s) presented.
  • Create an alert with a 100 year expiry term noting the client’s full legal name.

Note:
When a client’s middle name(s) is/are longer than 12 characters, the client may also choose to not have a middle name entered on their file, or have the first initial(s) of their middle name(s) entered instead.

Single Name

When a client’s legal name only consists of one name, enter the legal name of the client in the last name field, and place a period in the first name field on MOVES.

Creating a Client with Assumed Names

When a client has assumed a last name due to marriage / adult interdependent relationship, or has assumed given names, and the client has not been created on MOVES, a registry agent must:

  • Create the client using their birth or legal name;
    and
  • Complete a name change to the assumed name.

MOVES will retain the record of all names the client is known by, by creating alias files for each name which link back to the primary file with the name the client is currently known by.

When a client has already been created on MOVES with their birth / legal name, do not create new a MVID. For more information on changing a client’s name, see the Changing A Client’s Name section below.

Date of Birth

When a client presents documents with only the year of birth (no month or day), create the client on MOVES using January 1 as the month and day of birth and the client’s year of birth from the documents presented. E.g. 2010/01/01.

Demographic Changes

Driver’s Licences / Identification (ID) Cards

A client has the following options when changing their name, postal address or gender/sex on their driver’s licence/ID card:

Or

Vehicle Registrations

A client has the following options when changing their name and/or address on their vehicle registrations(s):

Or

  • Vehicle registration(s) can be printed in the registry agent office using the Reprint Vehicle Registration Certs option under the Miscellaneous Functions Menu. 
    • A registry agent may charge the maximum service fee allowed for a change of name and/or address in accordance with the Registry Agent Product Catalogue (pdf) for each vehicle registration printed in their office. No government fee is assessed.

Changing a Client’s Name

Legally Married Surname

Individuals who are legally married may use their birth name, married name, or both (combined with a hyphen or space, order optional). This applies only to surnames. Through marriage, a person may not assume or change a first or middle name. 

The client must provide one of the following:

Changing From Married Surname to Previous Name

Individuals who wish to change their surname from an assumed married name back to their birth name, or a different assumed name they were previously known as, must provide one of the following:

  • A copy of their marriage certificate or divorce certificate showing the link between the two names.
  • An identification document that satisfies the AVRL data elements for proof of legal name, date of birth, and photo; see 2.05.02 Acceptable Identification / Enrolment.

Or

  • If MOVES has record of the client previously having the name they wish to change to, additional documentation is not required. A registry agent may determine if MOVES holds a record of this information by checking for alias files.

Common Law (Adult Interdependent Relationships Act)

There is no common law marriage in Alberta, however Alberta law recognizes that there are Albertans in interdependent relationships outside marriage and it is appropriate to define a legal context for the nature of those interdependent relationships. They are defined as an "adult interdependent partner".

A person is the adult interdependent partner of another person if:

  • The person has lived with the other person in a relationship of interdependence
  • For a continuous period of not less than three years; or
  • Of some permanence, if there is a child of the relationship by birth or adoption;

Or

  • The person has entered into an adult interdependent partner agreement with the other person under the Adult Interdependent Relationships Act.  

To change their surname to that of their partner, a client must provide one of the following:

  • A statutory declaration stating that they are in an adult interdependent relationship or that there is a child of the relationship, as defined by the Act.
  • Present the original Adult Interdependent Partner Agreement. 

Assumed Given Names

A client may use an assumed given name if they can prove that it is a name by which they are commonly known by or use, such as a common derivative of the given name or a middle name. For Example:

  • Legal name is William Smith but they use Bill Smith.
  • Legal name is William Fred Smith but they use Fred Smith.

The client must provide sufficient documentation proving the use of the assumed name.

Traditional Indigenous Names

Clients are eligible for a no charge Operator Exchange service if they are survivors, or family members of survivors, of Canada’s residential school system or the Sixties Scoop, and are reclaiming their traditional Indigenous names; see 3.15.06 Operator Exchange.

A client must provide both of the following:

  • Support documents for proof of the name change. Examples of acceptable change of name support documents are:
    • A Legal Change of Name Certificate.
    • An amended Birth Certificate.
    • A Secure Certificate of Indian Status (SCIS) Card.
  • A statutory declaration stating that they are a residential school or Sixties Scoop survivor and that they are reclaiming their traditional Indigenous name.

For reimbursement information; see 1.10.17 Registry Agent Service Charge Reimbursement.

Birth Date Correction

If a client’s date of birth was entered incorrectly when they were created in MOVES, a new MVID must not be created.

Clients requesting a birth date correction must present identification that meets the required data element for date of birth as outlined in AVRL.

If the client has an Alberta driver’s licence or ID card, a registry agent must:

  • While client is in office, send a copy of the client’s identification showing the correct birth date to Registries Assurance.
  • Call Registries Assurance to have the date of birth corrected prior to processing an operator.
  • Once the date of birth has been corrected in MOVES, process an operator exchange service at no charge, see 3.15.06 Operator Exchange.

If the client does not have an Alberta driver’s licence or ID card, and the date of birth does not impact the service the client is requesting, a call to Registries Assurance is not required.

Deceased Client

The Executor/Executrix of the Estate of a deceased client may request an update to the deceased clients file. Prior to updating a client file as deceased, one of the following documents are required:

  • A copy of the death certificate.

Or

  • A funeral director’s statement of death.

A registry agent must:

  • Record on the client’s file that the client is deceased.
  • Change the first line of the address to read The Estate of.
  • Change the mailing address to that of the Executor/Executrix of the Estate.

Amendment of Gender/Sex

An individual may amend the gender/sex on their driver's licence/ID card.

Eligibility to Apply

Over 18 Years of Age

When a client is requesting an amendment to the gender/sex on their driver’s licence/ID card, and is:

  • At least 18 years of age; or
  • Under 18 years of age, but are married or an adult interdependent partner; or
  • Under 18 years of age, but there is a court order dispensing with the parents'/guardians' consent;
    • The court order must be provided.

The client must either:

  • Verbally declare to the agent that they wish to change the sex to “M,” “F,” or “X.”

Or

  • Provide an amended birth certificate or record of birth.

Under 18 Years of Age – Minor

When a client is requesting an amendment to the gender/sex on their driver’s licence/ID card, and:

  • Is under 18 years of age; and
  • Does not have proof of self-sufficiency or a court order dispensing with the parents’/guardians consent;

The client must:

  • Provide their parents/guardians consent; see Consent to Amend Sex for A Minor (REG0057) pdf. The consent of both parents listed on the minor’s birth certificate is required unless:
    • A parent provides an affidavit stating that they are the sole guardian, or that there are no other guardians of the minor.
    • A parent provides an affidavit stating there is a court order that gives them sole guardianship or states that the other parent is no longer a guardian.
    • There is a court order that appoints guardians in lieu of the parents. (The consent of those guardians is required and the parents’ consent is not required).
  • The Consent to Amend Sex for A Minor (REG0057) must be original and completed in full.
  • The consent must be dated within one year of the date of the application.

Note:
When there is a court order that appoints guardians in addition to the parents, the consent of the guardians is also required unless there is a court order dispensing with the consent of the guardians.

Fees

For fees associated to the above noted service types; see the Registry Agent Product Catalogue (pdf).

Imaging

All supporting documents must be sent for imaging when a change in name or gender/sex occurs, or when presenting a letter from Canada Post in support of a no charge address change; see the appropriate sub-section in 1.15 Imaging.


Date Originally Issued: Nov 14, 1989
Date Last Revised: Oct 07, 2024