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Preferred Name Policy

This access policy is will be available in our systems with the launch of our Identity & Access Management System (IAM), tentatively scheduled for Fall 2015.

Vassar College Preferred Name Policy

Background, Submission & Review Guidelines

What Is a Preferred Name?

Some members of the Vassar College community are known by a name that is different from their legal name. Students, faculty, staff and administrators who wish to be identified by a preferred name can enter that name in the Identity & Access Management system and it will appear in most College systems. While anyone is welcome to use a preferred name, there are several groups of people for whom this option is invaluable. As examples, transgender students and employees will be able to use a different name without pursuing a legal name change, international students may have a name they would prefer to use on campus, and others may prefer to be known professionally by their married and/or maiden name.

Students

Students will be able to select a preferred name to be used in the online campus directory, class lists, grade reports, course schedules, Moodle, and College photo ID (upon request). Legal names will always appear on all external reports and documents including, but not limited to, paychecks, accounts payable checks, student billing, and tax forms. Legal names will only be changed when students pursue a legal name change with their home state and/or federal authorities and then submit that documentation to the Office of the Registrar.

Faculty, Staff, and Administrators

Preferred names of faculty, staff and administrators will be collected and displayed on designated internal campus communications, documents and electronic sources such as the online directory, email, Moodle and College photo IDs (upon request). Legal names will always appear on all external reports and documents including, but not limited to, transcripts, paychecks, accounts payable checks, and tax forms. Legal names will only be changed when employees pursue a legal name change with state and/or federal authorities and then submit that documentation to Human Resources.

Setting a Preferred Name

Use the Personal Information section of the Identity & Access Management System to set your preferred name online. Employees without ready access to a computer may contact Human Resources for a paper form.

Disclaimer

Vassar College will endeavor to display preferred names to the College community where feasible and will make a good faith effort to update the reports, documents and systems that are designated to use a preferred name. In the event that your preferred name is not displaying correctly, please contact the appropriate office: the Office of the Registrar for students, and Human Resources for faculty, staff and administrators.

Implementation Schedule

This policy will be implemented with the new Identity & Access Management system currently scheduled to be available by the fall semester of 2015.

Revision History

Initially Approved - May 11, 2015