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Regulations & Policies

Academic Affairs - Enrollment Services

I. OBJECTIVE & PURPOSE

The ³ÉÈËAVÊÓƵ has a stated vision of promoting a campus-wide environment in which university leadership and each department manifests the valuing of diversity by leveraging the power of inclusion. In keeping with the vision, the ³ÉÈËAVÊÓƵ will allow students, staff and faculty the right to choose a preferred name and pronoun in selective academic and functional areas. Students, staff or faculty who wish to update all university-maintained records with a new name will need to complete the legal name change process.

II. STATEMENT OF POLICY

1. Name types
   1. Legal name and legal pronouns

      Students, faculty and staff are required to provide their legal names and legal pronouns on their applications. A preferred first name and preferred pronouns may be provided in addition to the legal name and pronouns on applications. After enrollment, students may process official name changes or corrections with the Office of the University Registrar via One-Stop Student Services. Similarly, staff and faculty must provide their legal name employment related applications and can request a change or correction after employment. Changes related to staff and faculty shall be directed to Human Resources. A change of legal name requires an official document or court order verifying the correct information at the time the request is made. Questions regarding specific requirements can be referred to the Office of Human Resources and One-Stop Student Services.

       

      Examples of possible required documents include:

      1. Valid passport (required for international students in non-immigrant status);
      2. Driver's License;
      3. Social Security card
      4. Federal or state-issued identification card

         When only one word is provided for the legal name, the information will be stored in a system's last name field with the standardized designation of 'FNU' (first name unknown) stored in the first name field.

   2. Diploma name Students may provide abbreviated variations of their legal names when they apply for graduation. The name appearing on a student's diploma may be different from the legal name only with these options: option of first name or initial, option of including or excluding the middle name or initial, proper capitalization, and proper accentuation of the name. First and middle names may not be lengthened (i.e., expanding an initial to a full name) for a diploma name without also updating the legal name.

       

   3. Preferred first name and pronouns

      Preferred first names and preferred pronouns may be provided on applications for admissions and employment (in addition to their legal name and legal pronouns). For students who did not submit their preferred name and pronouns in their applications, they may provide a preferred first name and preferred pronouns via the office of the University Registrar. Faculty and staff may do so via Human Resources. The university reserves the right to remove a preferred name if it is used inappropriately or for misrepresentation. In cases of alleged inappropriate use or misrepresentation, students will be referred to Student Conduct to determine the appropriateness of use. Matters involving faculty and staff will be referred to Human Resources.

2. Use of Names

   Legal names are to be used in official interactions with law enforcement, and where required by law or policy.

    

   Preferred names and pronouns will be used in lieu of the legal first name when it is not necessary for the legal name to be used. The preferred name and pronouns will be used across University systems where available. Faculty, staff, and students are expected to facilitate the use of preferred name and pronoun upon request.

    

   For a list of usage associated with your legal and preferred name, please refer to One Stop Student Services - Preferred Name FAQ webpage.

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