Permissible Use of Preferred or Chosen Names | Prohibited Use of Preferred or Chosen Names | Display of Preferred or Chosen Names | Privacy | Official Name of Record
The Preferred or Chosen Name policy allows staff members of the College to use names other than their legal names to identify themselves where possible and appropriate.
The College recognizes that some members of the campus community prefer to use names other than their legal names (“preferred or chosen names”) to identify themselves. The College acknowledges that a staff member’s preferred or chosen name can and should be used where possible during communication. The use of a preferred or chosen name is not permissible for the purposes of misrepresentation.
Permissible Use of Preferred or Chosen Names
Except as set forth below, staff members are entitled to use preferred or chosen names to identify themselves. The College acknowledges that a preferred or chosen name can and should be used where possible during communication.
Prohibited Use of Preferred or Chosen Names
Preferred or chosen names shall not be used for the purpose of misrepresentation, avoiding legal obligations, or otherwise in any manner that violates the College’s policies or federal, state, or local laws. Preferred or chosen names that are not administratively possible to implement, including, without limitation, symbols, or images, are prohibited. The College reserves the right to remove any preferred or chosen name without prior notice to the individual due to misuse or abuse of this preferred or chosen name policy, including, but not limited to, misrepresentation, attempting to avoid legal obligations, or the use of highly offensive or derogatory names.
Display of Preferred or Chosen Names
The College will attempt to display preferred or chosen names where feasible and appropriate and will make a good faith effort to update reports, documents, and systems that are designated to use preferred or chosen names.
Under the Family Educational Rights and Privacy Act (FERPA), a staff member’s name, including one’s preferred name, may be disclosed to the public as “directory information” unless the staff member opts not to permit such disclosure.
Individuals who wish to change their official name in our records must submit official, legal name change documentation (e.g., court order, divorce decree) directly to Human Resources. For non-U.S. citizens, the official name of record is the name on a passport, visa, or other acceptable government document
Official Name of Record
An Official (or Legal name) is the name that appears on an individual’s passport, driver’s license, birth certificate, or U.S. Social Security Card.