Lawrence Policy Statement on Legal, Preferred, and Alternative Names

An individual’s name is an important aspect of their identity. Lawrence University community members (hereinafter “Community Members”) are encouraged to use a Preferred Name or Alternative Name when their Legal Name does not accurately represent their authentic selves. Community members should utilize the categories below to best address these needs, both for their Preferred Name if needed, and to choose their personal Pronouns. It is the Policy of Lawrence University that all Community Members respect each other’s Preferred Name and Pronouns.

DEFINITIONS

1. Legal Name: means the first, middle, and last name of an individual that is recorded on the individual’s birth certificate, social security card, driver’s license, passport, or other legal documents. This is the name used for all students, faculty, and staff unless a change is requested. Legal names are sometimes referred to as government names or, in some cases as concerns trans people, deadnames.
2. Preferred Name: also referred to as a nickname or name in use, means a first name, other than the legal first name, by which the student or employee prefers to be identified.
3. Alternative Name: is an alternative to the Legal Name that the student or employee wishes to be present in various databases in place of their Legal Name, wherever possible (see "Limitations of Electing an Alternative Name").
4. Pronouns: means an individual’s personal pronouns (for example, he/him/his, she/her/hers, and they/them/theirs are all pronouns that an individual may use).

CHANGE REQUEST

Below you will be presented with a list of options to communicate your preferred and legal names, and preferred pronouns so that Lawrence University can update our records in a manner that best addresses your request. The explanation of what changes Lawrence will make based on your request is as follows.

A – I have formally changed my Legal Name and want that reflected in all Lawrence systems and databases.

Legal Name Change Procedure

Prior to processing a legal name change with the Registrar, Community Members must legally change their name by submitting the appropriate documents at the appropriate office. Community Members should ensure that their name change has been processed with the Social Security Administration to avoid any issues accessing records, such as academic records.

• Student Procedure. Students who wish to change their legal name with the University must contact the Registrar’s Office. To update a student’s academic record, the Registrar must see at least one of the following documents as proof of the change: a court order, marriage certificate, new visa or passport. Once a student’s degree is conferred, their legal name will become their permanent academic record name and will not change. Name changes made after graduation will be reflected in the correspondence name that the University will use in its contact with the alum, and for reunions and other events.
• Employee Procedure. Employees who wish to change their legal name with the University must contact their Human Resources representative to inform them of the name change and submit the requisite legal documents of proof, a social security card, in person.

B – I have a Preferred Name and want that to be utilized in conjunction with my Legal Name wherever practically and legally possible throughout Lawrence systems and databases.

Provide an preferred first name and/or a middle name. This will become the default name used for communications. This option is often used for members of the community who use a nickname instead of their Legal Name. This option does not change your Lawrence University email address if you are a student, and other members of the campus community will continue to see your Legal Name.

Students: Change your Preferred Name

Staff: Print, complete and send the Employee Data Form to Human Resources

Your Preferred Name and Legal Name will appear in these locations:

1. Voyager
   1. Salutations and addresses directed to the user
   2. Instructor class lists 
   3. Advisor lists 
   4. Co-curricular records
   5. Student Organization rosters and membership displays
2. Directory Listing
   1. Email system address book
   2. The legal name is shown in the publicly searchable information at find.lawrence.edu. The preferred name is only shown to authenticated users.
3. Other Campus Systems
   1. Library, Mailroom, Housing, Navigate and many others
   2. Merit pages (graduation, Dean’s List)

C – I have an Alternative Name and want that to be utilized in place of my Legal Name wherever practically and legally possible throughout Lawrence systems and databases.

Provide an alternative first name and/or a middle name and elect to use this provided name instead of your legal name in all possible display locations including your Lawrence University email address. This option will remove your legal name from display in most, but not all, campus systems. Please see “Limitations of Using an Alternative Name” section for instances where a legal name must still be used. You can also choose to have your original email address retained for continued mail delivery or changed completely. If you elect to keep your original email address based on your legal name that address will remain visible in certain locations within the email system.

Students: Change your Alternative Name

Staff: Print, complete and send the Employee Data Form to Human Resources

Only your Alternative Name will appear in these locations:

1. Voyager
   1. Salutations and addresses directed to the user
   2. Co-curricular records
   3. Student Organization rosters and membership displays
2. Directory Listing
   1. Email system address book
   2. Public directory at find.lawrence.edu.
3. Other Campus Systems
   1. Library, Mailroom, Housing, Navigate and many others
   2. Merit pages (graduation, Dean’s List)

Limitations of Electing an Alternative Name

For various Legal and Institutional reasons, your Legal Name will remain in place of your Alternative Name in the following areas:

1. Academic transcripts
2. Enrollment and degree verifications (scholarships, financial aid, insurance, employment, other education)
3. Diplomas (unless specific request made prior to graduation)
4. Financial aid materials
5. Student accounts
6. Human Resources/Payroll
7. LU voter ID card

D – In the interests of privacy I would like to minimize the extent to which my Legal Name or Preferred Name is available throughout Lawrence systems and databases.

If you would like to exclude any and all of your names from the Directory, you can. To request non-disclosure of directory information, use this form: Non-Disclosure of Directory Information. If you choose this option, it will hide your information entirely, which will make it more difficult for other Lawrentians to find you, but will also maintain your privacy.

You might choose this option because preferred and legal names are considered “directory information” under the Family Educational Rights and Privacy Act (FERPA). Although most information cannot be disclosed to third parties without written consent, and information associated with a student’s academic record is not shared with others except to the extent allowed under FERPA, the directory is an exception, which means that preferred and legal names can be disclosed without written consent unless a student submits a request of non-disclosure to the Registrar. (See 34 CFR § 99.37).

E – I have preferred Pronouns and want those to be used wherever practically and legally possible throughout Lawrence systems and databases.

Provide preferred pronouns, which will become the default for communications.