Policy 99

Administrative Policy 99: Student Preferred Name Policy

Approved: 05-16-17
Effective: Fall 2017
Institution Approval:
  Chancellor’s Cabinet
  Dean of Students Office
Maintained By:
      Dean of Students

99.01 Background

The University of Wisconsin-Parkside recognizes that students may choose to identify themselves within the university community with a preferred first name that differs from their legal name. The goal of the Student Preferred Name policy at UW-P is to provide a consistent preferred name experience across the university and allow the use of preferred name wherever possible and wherever legal name is not absolutely required.

As long as the use of the preferred first name is not used for the purpose of misrepresentation, it will appear instead of the legal first name in select university systems and documents (systems that do not require legal name based on university or legal requirement).

This policy outlines the use of a preferred name solely within UW-Parkside’s internal systems. All external communications such as hometown newspapers, official transcripts, enrollment verifications, degree verifications, etc. will continue to use the student’s legal name. Commencement Programs and Diplomas will use the Diploma Name identified by the student as part of the graduation application process.

99.02 Definitions

Legal Name – First name that appears on valid birth certificate, passport or legally recorded name.

Preferred Name – First name, other than legal, of preference or that by which one wishes to be identified.

99.03 Requesting a Preferred Name

Preferred names are limited to alphabetical characters (A-Z and a-z), a space, an apostrophe (‘) or hyphen (-). Your preferred name will appear exactly as you enter it on the Preferred Name Request Form.

Enrolled students can use the Preferred Name Request Form to indicate a preferred first name. This form also can be used to alter or remove an existing preferred name.

Newly admitted students, beginning Fall 2017, who indicated a preferred name when completing the online admissions application (after April 10, 2017) do not need to submit a separate request form.

Newly admitted students, beginning Fall 2017, who did not indicate a preferred name when completing the online admissions application (or who applied before April 10, 2017) should wait until they enroll in classes to submit the request form to ensure their account is first connected to all applicable campus systems.

99.04 Places Where Preferred First Name Will Be Used

A student’s preferred name will be used internally on campus in the following systems, publications, records and lists:

  • Class Rosters
  • Grade Rosters
  • Unofficial Transcript
  • Electronic Advising Reports
  • Campus Directory
  • SOLAR Student Center
  • Learning Management System (D2L)
  • Display name for email and network
  • Ranger Card
  • Orientation Materials

99.05 Places Where Legal First Name Is Required and Will Be Used

A student’s legal name will be used in the following systems, publications, records, and lists:

  • Official Transcripts
  • Student Accounts
  • Financial Aid
  • Required state and federal data submissions
  • Responses to enrollment inquiries such as verification requests (unless you have chosen to  request a FERPA Hold)
  • Teacher certification records
  • Human Resources (student employment)
  • Immigration and Visa Related Documentation

99.06 Review of Preferred Name Requests

The Dean of Students Office will be responsible for reviewing and approving requests for preferred names. Any preferred name request that may be deemed by a reasonable person to be an attempt at misrepresentation or fraud, and/or interpreted as offensive will be denied.

It is a violation of the UW-Parkside Preferred Name Policy to indicate a preferred name for the purposes of misrepresentation or fraud. Fraud and misrepresentation may also violate UWS Student Nonacademic Misconduct Chapter 17.09.09, 17.09.10, and/or 17.09.11.

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