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Policy 99

Administrative Policy 99: Preferred Name Policy

 

Maintained By:
  Dean of Students
  Human Resources
Institution Approval:
  Chancellor’s Cabinet
Reviewers:
  Registrar
  Dean of Students Office
  Human Resources
 

99.01 Background

The University of Wisconsin-Parkside recognizes that students and employees may choose to identify themselves within the university community with a preferred first name that differs from their legal name. The goal of the Preferred Name policy at University of Wisconsin-Parkside 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 required.

This policy outlines the use of a preferred name solely within University of Wisconsin-Parkside’s internal systems. All external communications such as hometown newspapers, official transcripts, enrollment verifications, degree verifications, employment verifications, etc. will continue to use the student’s or employee’s legal name.

99.02 Definitions

Legal Name – First, Middle and Last name that appears on valid birth certificate, social security card, 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 request form.

99.04 Places Where Preferred First Name Will Be Used

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

  • Class Rosters
  • Grade Rosters
  • Unofficial Transcript
  • Electronic Advising Reports
  • Campus Directory
  • Learning Management System
  • Display name for email and network
  • Student ID
  • Orientation Materials

An employee’s preferred name will display internally on campus in the following systems, publications, records and lists:

  • Campus Directory
  • Faculty Center
    • Faculty Search
    • Class Detail
    • Administrative Class Roster
    • Student’s Class Schedule
    • Student’s Advisor
  • Network ID/Staff email
  • Employee ID Card
  • Learning Management Systems

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

A student’s legal name must 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
  • Immigration and Visa Related Documentation

An employee’s legal name must be used in the following systems, publications, records, and lists:

  • Human Resource System (HRS)
  • Official/Legal Personnel Documents

99.06 Review of Preferred Name Requests

The Dean of Students Office will be responsible for reviewing and approving student requests for preferred names.  The Human Resources Department will be responsible for reviewing and approving employee 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, 17.09.10, and/or 17.09.11, as well as UWS Administrative Policy 1292 Workplace Conduct Expectations.

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