Chosen Name Policy

Contents

Policy Author:
Tiffany Hamilton

Responsible Office – Department:
Center for Diversity & Inclusion

Effective Date of Policy:
Fall 2023

Purpose:

Establish parameters around name changes on Daemen Campuses

Scope:

Daemen Community

Narrative:

Daemen University recognizes the need or preference for students and employees to refer to themselves by a “chosen” other than their legal given or first and/or middle name. This is consistent with Title IX federal law which protects against discrimination based on gender identity and expression. While this is currently recognized as a best practice for supporting the gender diversity of the university communities, the option to indicate a chosen name is available to anyone who uses a first name on a daily basis other than their legal name. Where a student or employee seeks to use a chosen name for a significant reason, and such use is not intended to avoid legal obligations, in jest, or for misrepresentation, the University acknowledges that where possible and practical, a chosen name can be used in the course of University business and education. The University reserves the right to remove a chosen name if deemed inappropriate.

Only the first and/or middle name may be changed to a chosen name;
Last/family name must remain the same as the full legal last name in the University records system;
The chosen name may be used in some University communications and informational materials, except where the legal name is required by University business or legal need. This may include but is not limited to financial, medical, and law enforcement documents; transcripts; W-4 forms; I-9 forms; 1098-T forms; payroll documents; Visa/immigration documents; employment applications and related documents; background check documents; insurance documents; and student conduct records;
Chosen names are limited to alphabetical characters (a-z).

Development to accommodate the use of a chosen name in University systems is ongoing. Not all University information systems, databases, and processes may be able to display a chosen name and many uses of an individual’s name require the display of the legal name; therefore, individuals who utilize a chosen name should always be prepared to reference their legal name and provide corresponding identification when necessary. A chosen name designation is not a legal name change.

The chosen name will be utilized in the student information system, ID cards, and classroom management system where deemed appropriate by Daemen University. The legal name will appear on all other records and documents.

Please note that chosen names cannot appear on the academic transcript, as this is a legal document. Once the electronic Change of Name Form has been completed, requests will be reviewed and processed within one week.

For further information or questions please see the Center for Diversity and Inclusion’s Daemen Chosen Name Policy page.

What is a Chosen First Name?

A chosen first name is one that you choose to be called that is different from your legal name of record. Daemen University allows you to do this by setting a Chosen Name with the Registrar’s Office.

What is the purpose of Daemen University’s Chosen First Name Process?

Daemen recognizes that some students and employees wish to use a first name other than a legal name of record to identify themselves in day-to-day use. As long as the use of this chosen name is not for the purposes of misrepresentation, to avoid legal obligation, or use of a highly offensive or derogatory name, the University acknowledges that a chosen name can and should be used where possible in the course of college education, business, and communication. This policy is limited to first and middle names, and not surnames or family names. For non-U.S. citizens, the legal name of record is the name displayed on the passport. The University extends this accommodation in order to help foster a more welcoming, supportive, and respectful campus climate for all of its students.

Where will my Chosen First Name appear?

The University will utilize the chosen First Name on the university ID, MyDaemen, Blackboard, Online Directory, Self-Service class rosters, etc. If you like, it can also be used on your diploma or in the Commencement program. A student’s legal/official name of record name will remain unchanged in all other University-related systems. Individuals who wish to change their legal name of record in these systems must provide documentation to the appropriate university office.

How do I modify my Chosen First Name?

Students and employees wishing to use a chosen name, or modify an existing name, may use this online form.

Where will my legal/official name of record be used?

Wherever reasonably possible, the chosen name is used in Daemen University systems. However, the university is obligated to use your legal/official name of record on official transcripts, enrollment verifications, third-party database systems, paychecks, medical records, financial aid documents, federal immigration documents, all external communications (in many cases even letters home), or any other legal University business. The University will attempt to display the chosen name to the University community where feasible and appropriate and make a good-faith effort to update reports, documents, and systems accordingly.

Can I set my Chosen First Name to whatever I want?

Although students and employees are generally free to determine the chosen names they wish to be known by, inappropriate use of the chosen name policy (including but not limited to avoiding a legal obligation or misrepresentation) may be cause for denying the request. In addition, the University reserves the right to remove a chosen name if it is deemed inappropriate (e.g., it is offensive or derogatory), or if used inappropriately.

How often can I change my Chosen Name at the University?

Your chosen name can be changed no more than once an academic year and twice during your tenure at Daemen.

How do I correct or change my Legal Name of Record at the University?

Individuals who wish to change their legal name of record must submit official documentation (e.g., court order, divorce decree). Students must submit documentation directly to the Office of the Registrar. Employees must submit documentation to the Office of Employee Engagement.

Updated on December 10, 2024

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