Procedure No. 3.2

Area: Board of Trustees

Governance: College President

Adopted: 9/14/2022

The College will offer students, employees, volunteers, and alumni the option to use a chosen name, other than their legal first name, to identify themselves on certain College documents.

The purpose of this accommodation is to enable members of the campus community to use a chosen name that reflects and/or expresses their chosen form of self-identification.

• Chosen first name – A chosen first name is an alternative to the individual’s legal name as designated by the individual in College systems.
• Legal name – A person’s legal name is the name used for official governmental documents, such as social security numbers, grades, diplomas, graduation brochures, financial aid, and tax forms.

Students

1. The College will continue to use the legal name on the following documents or in systems that require the use of the legal name which includes, but not limited to the following:
   1. Admissions records
   2. Transcripts
   3. Financial aid records
   4. Disciplinary records
   5. Diplomas
   6. Federal or state requests

2. Students requesting to use a chosen first name will be able to complete a request form and submit it directly to the Registrar’s Office.
3. Students who choose to use a chosen first name, and have obtained approval from the Registrar, may expect to see their chosen name on the following:
   1. Student ID
   2. Class rosters
   3. Blackboard
   4. Directories
   5. College-issued student email address

Employee

1. The College will continue to use the legal name on the following documents or in systems that require the use of the legal name which include, but not limited to the following:
   1. Employment and personnel records
   2. Paychecks and tax documents
   3. Benefits or pension forms
   4. Background checks
   5. Disciplinary records
   6. Medical records

2. Employees requesting to use a chosen first name will be able to complete a request form in-person at the Office of Human Resources (“HR”).
3. Employees who choose to use a chosen first name, and have obtained approval from HR, may expect to see their chosen first name on the following:
   1. Employee ID badges
   2. Staff directories
   3. Staff assignments
   4. Business Cards

Prohibitions

1. The College has the right to deny the use of the chosen first name change, if the name is intended to misrepresent the person’s identity and / or misappropriate the identity of another person or organization.
2. The appearance of the requested name would be harmful to the reputation or interest of the College.
3. The name is derogatory, obscene, conveys an offensive message, or otherwise inappropriate. 
4. During an individual’s tenure at the College, only one chosen name change will be allowed. 

Appeals

The denial of the use of a chosen name may be appealed to the Office of Institutional Effectiveness / Affirmative Action. The decision of the Institutional Effectiveness / Affirmative Action Office is final for both students and employees.