Policy
In all settings where it is logistically feasible, ·¬ÇÑÊÓƵ will use the community members’ preferred names. When it is an official/ legal communication the legal name will be used. Accordingly, ·¬ÇÑÊÓƵ community members’ preferred names will be used on select documents and systems as listed below.
Preferred names will be displayed in the following systems and records:
- Student or Employee Identification Cards
- Employee business cards
- Online Phonebook Directory
- Official Student Email Display Name
- Official Employee Email Display Name
- CAMS*
- Learning Management Systems (such as Canvas)*
- Press Releases (i.e., Dean’s List)
- Social Media Sites
- Alumni database*
- Alumni/ Advancement Office Correspondence*
- Other Venues, as appropriate
Legal names will continue to be used for official University records including, but not limited to the following:
- Legal Documents and Reports Produced by the University (i.e., enrollment reports to the National Student Clearinghouse, enrollment lists for student insurance)
- Applications for admission
- Student Account Statement (Bills)
- Financial Aid, Scholarship, and Loan Documents
- Transcripts (Official and unofficial)
- Enrollment Verifications
- Degree Verifications
- Degree Progress Report
- Student Employment Documents
- Responses to requests made under the Solomon Amendment
- Employment Verifications
- Employment Documents
- Reports and/or lists generated for academic purposes or employment purposes
- e student portal
- e faculty portal
- Class and Grade Rosters (for students and employees taking courses)
- Paychecks, W2s, and other Payroll documents
- Benefits Enrollment
- IRS, SSA, and other state and federal reporting requirements
*Both preferred and legal names will appear in different areas within this system to connect the preferred name to the legal name