Use of Chosen First Name

Adopted Policy 1.3

Policy Purpose

To allow students, faculty and staff at the University to designate an alternative or Chosen First Name in certain instances.

Responsible Office

Registrar's Office, Division of Student Affairs

Responsible Executive

University Registrar

Policy History

  • Date of Interim Approval:
  • Date of Permanent Approval:
  • Date of Amendments:

Policy Statement

The University at Albany recognizes that some members of the University community prefer to use a first name other than their legal first name, often called a Chosen First Name. The University seeks to allow the use of a Chosen First Name wherever possible, consistent with applicable laws, regulations, and policies and within the capabilities of University administrative systems.

Persons Affected

Students, Faculty, Staff

All students, employees, and most University offices.

Definitions

Chosen First Name is an alternative first name designated by a student, faculty member, University or University-related Organization staff for use in certain situations and/or on certain University documents.

Employee is any faculty member of the University at Albany or staff employed by the University at Albany or its affiliated entities and its subcontractors who are issued University at Albany identification cards.

Student is a current student registered for classes at the University at Albany.

SUNY is the State University of New York.

University is the University at Albany, State University of New York.

University ID is the identification card issued by the University to access University documents and services including but not limited to door access, bus access, meal plan access, and access to recreation services. The University ID may include future cards with different names.

University-related Organization or Organization(s) is one or all of the following entities associated with the University: University at Albany Foundation, Research Foundation for State University of New York, University Auxiliary Services at Albany, Inc., University at Albany Bioscience Development Corporation, Alumni Association State University of New York at Albany, Incl, University at Albany Graduate Student Association, and Five Quad Volunteer Ambulance Service, Inc.

Policy

  1. Student use of a Chosen First Name

    1. Students may designate a Chosen First Name as permitted by the procedures promulgated under this policy.

    2. Students will have the option to change their Chosen First Name or remove their Chosen First Name at any time.

    3. Entering, changing or eliminating a Chosen First Name can be accomplished by Students using University systems as outlined in the procedures promulgated under this policy.

    4. The University will make a good faith effort to update University documents and systems that allow the use of Chosen First Names in a timely manner.

    5. It is the responsibility of each Student who designates a Chosen First Name to ensure that their professors or instructors are able to identify their work for grading purposes.

    6. Upon entry of a Chosen First Name in University administrative systems, the Chosen First Name will be used in those instances listed in the procedures promulgated under this policy, with the exception of University IDs for which Students may choose whether to acquire a University ID with a Chosen First Name.

      1. It is the responsibility of a Student to understand where the Chosen First Name will be used and carefully consider corresponding impacts.

    7. Students may only have one Chosen First Name at any one time.

  2. Employee use of a Chosen First Name

    1. Employees may designate a Chosen First Name as permitted by the procedures to be promulgated under this policy.

    2. Employees have the option to change their Chosen First Name or remove their Chosen First Name at any time.

    3. Entering, changing or eliminating a Chosen First Name will be accomplished by using University systems as outlined in the procedures promulgated under this policy.

    4. The University will make a good faith effort to update University documents and systems that allow the use of Chosen First Names in a timely manner.

    5. Upon entry of a Chosen First Name in University systems, the Chosen First Name will be utilized in those instances listed in the procedures promulgated under this policy, with the exception of University IDs for which Employees may choose whether to acquire a University ID with a Chosen First Name.

      1. It is the responsibility of an Employee to understand where the Chosen First Name will be used and carefully consider corresponding impacts.

    6. Employees may only have one Chosen First Name at any one time.

  3. Prohibited uses of a Chosen First Name

    1. A Chosen First Name shall not be used for the purpose of misidentification, misrepresentation, fraud, to avoid legal obligations, or in any other manner that violates University, SUNY, local, state or federal policy, law, rules or regulations, including University Community Rights and Responsibilities standards and all Employee-related rules and policies. Violations of such polices, laws, rules or regulations shall be addressed through established procedures.

    2. A Chosen First Name may not include symbols or numbers or be otherwise prohibited under the law and/or University policy or procedure.

    3. The University reserves the right to reject the use of or remove from University administrative systems or documents any Chosen First Name that it deems in its sole judgement to be in violation of this policy.

  4. Miscellaneous

    1. If Students or Employees wish to acquire a new University ID containing a Chosen First Name, standard University ID replacement charges shall apply.

    2. Students and Employees should be aware that University IDs, especially if issued with a Chosen First Name, may not be considered valid government issued identification and may not be accepted for purposes such as air travel or proof of identity to authorities.

  5. This policy shall be effective immediately upon approval

Procedures

 

A. Procedures for Student use of a Chosen First Name 

  1. Students have the option to change their Chosen First Name or remove their Chosen First Name at any time.

  2. Entering, changing, or eliminating a Chosen First Name in various administrative systems can be accomplished by following the instructions online in the Student Records section of the University's Registrar’s Office website.  

    1. If a Chosen First Name is designated by a Student in the University administrative system, the Chosen First Name will be displayed on:

      1. Class rosters

      2. Grade rosters

      3. Advisor Lists

      4. Blackboard

      5. Online Schedule of Classes and corresponding PDF

      6. Outlook display name

      7. Windows sign-on display

      8. University ID

      9. EAB: Advising and Student Success

      10. Alma/Primo (University Libraries management systems)

      11. ARES (electronic reserves)

      12. Hyland Onbase (Document Management System)

      13. Galaxy Student Engagement

    2. If a Chosen First Name is designated by a Student in any of the following University-managed third party vendor software systems, the Chosen First Name will be displayed in those systems.

      1. Slate (application portal)

      2. ILLIAD (Interlibrary Loan)

  3. Students have the option to have their Chosen First Name included on or removed from a University ID Card.

    1. Students need to contact the University ID Card Office and request a new University ID Card. Normal University ID Card replacement fees will apply. Note: A Chosen First Name must be designated in the University administrative system as instructed at least two (2) business days prior to requesting the use of a Chosen First Name on a University ID Card and the same Chosen First Name designated in the University administrative system must be used on a University ID Card.

    2. Students are not required to obtain a University ID with a Chosen First Name even if they designate a Chosen First Name in the University administrative system.

    3. By default, if a Student has designated a Chosen First Name and is receiving a new or replacement University ID Card, the Chosen First Name will be printed on the University ID Card.

  4. Students have the option of selecting a Chosen First Name on their diploma by designating a Degree Name. Doing so will display the Degree Name automatically in the University commencement program and on the diploma mailer.

    1. To enter, change, or remove a Student Chosen First Name on the University diploma and commencement program, follow the instructions to create a Degree Name online.

    2. If no Degree Name has been entered by a Student, the Student’s primary/legal name will be used. 

    3. The commencement program will display the Degree Name, if one exists, that is entered into the University system at the time the yearly Commencement program is produced in April. 

    4. The diploma will display the Degree Name, if one exists, that is entered into the University system at the time the diploma is ordered. 

    5. The diploma mailer will display the Degree Name, if one exists, at the time the diploma is ordered.

  5. A Student’s legal first name will be displayed on all other University records, documents and instances not mentioned above, including, but not limited to:

    1. Transcripts

    2. Financial Aid applications and records

    3. Student Accounts records

    4. Reporting to state and federal agencies

    5. Student employment records

    6. Housing contracts

    7. International student records

    8. Medical records

    9. @albany.edu e-mail address (will continue to use first initial of legal first name – can be change by submitting a help desk ticket)

  6. Students who are State employees at the University (including but not limited to work study, student assistants, and graduate and teaching assistants) should also follow the Employee procedures for entering, changing, or removing a Chosen First Name. Student Employees who follow only the Employee procedures will successfully update all areas listed in section A (3) and (4) of this document in addition to HR areas listed in section B (2) of this document. Students with non-State employment on campus (e.g., Research Foundation, food service provider or other vendor) should follow the Procedures for Student use of a Chosen First Name. 

B. Procedures for Employee use of a Chosen First Name

  1. Employees have the option to change their Chosen First Name or remove their Chosen First Name at any time.

  2. To enter, change, or remove an Employee Chosen First Name go to the HR website.  

  3. If a Chosen First Name is designated in the University administrative system the Chosen First Name will be displayed on:

    1. Class Roster

    2. Grade Roster

    3. Blackboard

    4. Online Schedule of Classes and corresponding PDF

    5. Employee on-line directory

    6. Outlook display name

    7. Windows sign-on display

    8. University ID

    9. Online time and attendance system

    10. Galaxy Student Engagement

  4. Legal first name will be displayed on all other University records, documents and instances including, but not limited to:

    1. Reporting to state and federal agencies

    2. Payroll records

    3. Tax forms and reporting

    4. Visa or immigration records

    5. Employee benefits enrollment and forms

    6. Other records where a legal name is required by law or University policy

    7. @albany.edu e-mail address (will continue to use first initial of legal first name – can be change by submitting a help desk ticket)

  5. Employees have the option to have their Chosen First Name included on or removed from a University ID Card.

    1. Employees need to contact the University ID Card Office and request a new University ID Card.  Normal University ID Card replacement fees will apply. Note: A Chosen First Name must be designated in the University administrative system as instructed at least two (2) business days prior to requesting the use of a Chosen First Name on a University ID Card and the same Chosen First Name designated in the University administrative system must be used on a University ID Card.

    2. Employees are not required to obtain a University ID with a Chosen First Name even if they designate a Chosen First Name in the University administrative system.

    3. By default, if an Employee has designated a Chosen First Name and is receiving a new or replacement University ID Card, the Chosen First Name will be printed on the University ID Card.

  6. An Employee’s legal first name will remain unchanged in all other instances and on documents not listed above as eligible for Chosen First Name. 

Related Documents

Statutes: New York State Public Officers Law

Regulations: None

SUNY Policies: None

University Policies, Guidelines and Procedures:

  • Community Rights and Responsibilities
  • Obtaining or Replacing SUNYCard Procedures
  • State Human Resources Chosen Name Procedures

Other: None