Home > Policies > Procedures Manual > General > 05-015 Chosen First Name

05-015 CHOSEN FIRST NAME POLICY

I.  SCOPE

Students and employees at SUNY Canton

II.  POLICY STATEMENT

SUNY Canton is committed to welcoming and supporting diversity and inclusion on our campus. This policy provides the procedure for students and employees who wish to be identified by a first name that differs from their legal name to notify the College of their chosen first name.

III.  POLICY

The SUNY Canton Chosen First Name Policy provides the procedure for students and employees to officially notify the College of their chosen first names and to have this change reflected in on-campus communication systems, as long as the chosen first name is not used for purposes of misidentification, fraud, or misrepresentation and that the chosen first name meets community standards (e.g. is not profane, obscene, or derived from hate-speech and conforms to technical requirements). At this time, only standard English alphabet characters can be accommodated. There are limits to where chosen first names will be reflected in college communications.

This policy is consistent with current Title IX guidance protecting students and employees against discrimination based on gender identity and expression and is a best practice for supporting transgender and gender non-conforming members of college communities.  Further, this policy is in support of the June 2022 State University of New York Board of Trustees requirement. This service is not solely limited to use by transgender and gender non-conforming students and employees; it is available to anyone who uses a chosen first name on a daily basis other than their legal/primary first name.

The chosen first name must be used for internal communication and certain external communications (e.g. college promotional materials, news releases). Internal applications for the required use of an approved chosen first name include, but are not necessarily limited to: class rosters (including BrightSpace), advising lists, housing lists, diplomas, and email.  A request may be made to have a SUNY Canton ID card (employee/student identification cards) reprinted (standard reprinting fees apply); the new card will display both the legal and chosen first names, with the chosen name represented on the front of the card.

Please be aware that the College is obligated to use the legal first name for many official records and reports, including but not limited to: certain employment and payroll records, billing records, financial aid documents, official transcripts, medical records, employee benefits records, expense reimbursements, credit/purchasing/travel cards, travel-related documents, purchasing authorizations, enrollment reporting, conduct hearing results, external reporting, and federal immigration documents. All individuals are required to provide their legal first name to campus law enforcement upon request.

IV.  DEFINITIONS

None

V.  OTHER RELATED INFORMATION

None

VI.  PROCEDURES

Students:

Students can update their chosen first name through the Personal Information Menu on UCanWeb at any time. A report will be provided to requisite areas (faculty, College Association, advisor, dean, Residence Life, and Vice President for Student Affairs) when a student updates their chosen name.

Employees:

Employees can update their chosen first name through the Personal Information Menu on UCanWeb at any time. A report will be provided to the Director of Human Resources and the employee’s supervisor when an employee updates their chosen name.

VII.  FORMS

UCanWeb-based

VIII.  AUTHORITY

None

IX.  HISTORY

None

X.  APPENDICES

None

XI.  FREQUENCY OF REVIEW AND UPDATE

Annually

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