E-240 Preferred Name

The College will work to use preferred names in college systems, communications, and information materials except where a legal name is required by college business or legal requirements. These exceptions may include but are not limited to financial, medical, and law enforcement documents; transcripts; W-4 forms; I-9 forms; 1098 T forms; payroll documents; I-20/immigration documents; employment applications and related documents; background check documents; insurance documents; and Student conduct records.

The College recognizes that Students and Employees may use names other than their legal name to identify themselves for various reasons. These may include, but are not limited to, people who use their middle name instead of their first name, people who use nicknames of a legal name, people who use an anglicized name, or people who use a name that affirms their gender identity.

A preferred name designation can only be a first and middle name, and the last name/family name must remain the same as the legal name on college records. All preferred names must be alphabetical characters (A-Z).

A preferred name cannot be used for misrepresentation or fraud and must otherwise comply with college policies. The use of a preferred or chosen name cannot be for illegal purposes. The College Registrar will determine if a Student’s preferred name is appropriate under these criteria, and the Human Resources Department will determine if an Employee’s preferred name is appropriate.