Chosen Name and Identity Guidelines
Chosen Name and Identity Guidelines
In accordance with Saint Joseph’s University’s mission to support an inclusive community, the University recognizes all community members as they would like to be recognized. These guidelines establish the process and expectations for students and employees who wish to use a chosen name and/or self-identified gender identity (“chosen name/identity”) in the University’s information systems, communications and documents.
- Definitions
- Legal name. The first, middle or last name that appears on government-issued documents, such as licenses, passports, social security cards, birth certificates and tax forms.
- Chosen name. The name an individual wishes to use in the University community in place of their legal name. Note that for purposes of these guidelines, a chosen name can only be a person’s first and/or middle name. The University must always use a person’s legal last name for business and educational purposes.
- Gender identity. A person’s sense of their gender. Gender identity can correlate with or differ from a person’s assigned sex at birth.
- Use of Chosen Name/Identity
Wherever reasonably possible, the University uses a current employee’s or student’s chosen name/identity in its systems, communications and documents. This includes, but is not limited to:
- Google platform (email, calendar, shared documents)
- Class rosters
- Canvas learning management system
- Starfish advising system
- University Directory
- Residence Life-related communications
- Verbal and written communications
- Diplomas (*if specifically requested – please see below)
Legal names and sex assigned at birth are used when required for legal, financial or regulatory compliance. This includes, but is not limited to:
- Student billing/financial aid
- Payroll/tax forms/benefits information
- Employment and immigration documents
- National Student Loan Clearinghouse
- Official transcripts
- Request and Update Process
Please see the article Updating Your Chosen Name for information on how to submit a request to update a chosen name/identity in the University’s information systems. No documentation is required; however, the University reserves the right to deny or remove a chosen name if it is being used for the purpose of misrepresentation, fraud or to avoid legal obligations.
Once this request is processed, a person’s chosen name/identity is included in University information systems. Note that a chosen first or middle name is included in addition to the legal name – the chosen name will not replace a legal name. To change a legal name in information systems, the University requires documentation of a legal name change.
*To request a chosen name on a diploma, a ticket must be submitted to the Office of the Registrar at www.sju.edu/help.