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Chosen and Legal Name and Gender Change Policy for Students, Faculty, and Staff

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  • Type of Policy: University-wide
    Effective Date: December 2018
    Last Revised: May 2021

    Purpose

    The University of Florida recognizes that students, faculty, and staff may wish to use a name other than their legal names as recorded on official university documents, and UF recognizes the need for members of the university community to refer to themselves by a name other than their legal name. This policy also informs current and former employees about when and how they may change their legal name and/or identified gender at the University of Florida and how they may change their display and directory name.

    Scope

    When designated by a student, faculty, or staff member, UF will use a chosen name in all university documents and systems where possible except where use of the legal name is required by university business or there is a legal need.  The university will maintain the employee’s legal name as it is reflected on the person’s social security card as the Legal Name of an individual.

    Policy Statement

    UF recognizes that students, faculty, and staff may wish to use a name other than their legal names as recorded on official university documents, and UF recognizes the need for members of the university community to refer to themselves by a name other than their legal name.

    When designated by a student, faculty, or staff member, UF will use a chosen name in all university documents where possible except where use of the legal name is required by university business or there is a legal need.

    By allowing students, faculty, and staff to use a chosen name, UF hopes to give members of the UF community an empowering and nondiscriminatory experience. The chosen name option lets individuals change their name in university information systems where possible without pursuing a legal name change.

    It is understood that the use of a chosen name is not permissible for any purpose of misrepresentation and can be denied at the discretion of UF administration.

    The university reserves the right to remove a chosen name if it contains inappropriate or offensive language or is being used for misrepresentation. In addition, this service may be modified, changed, altered, or rescinded at the discretion of the university.

    Definition/Examples of Chosen Names

    • A shortened derivative of a name (e.g., “Sue” for “Susan”)
    • A middle name instead of a first name
    • First and middle initials (e.g., “A.J.” for “Andrew John”)
    • An Anglicized name (e.g., “Peter” instead of “Xingyu”)
    • A name that better represents the individual’s gender identity
    • A name to which the individual is in the process of legally changing
    • A name that is used based on religious preference (e.g., Muhammed Ali instead of Cassius Clay)

    Legal Name

    Students, faculty, and staff who have legally changed their name and/or identified gender may also have their University of Florida records reflect these changes. To do so, they must complete the process delineated in the Procedure section of this document per their primary affiliation with the institution.

    Gender Change

    The University of Florida’s myUFL system is limited to two options when it comes to identifying sex (i.e., Male or Female). The university recognizes that these options are indicators of sex typically assigned at birth. The university recognizes that the two-option list does not include a wider variety of gender identities. Given an individual’s primary affiliation with the university, they will follow the process listed in the Procedure section.

    Procedures

    Chosen Name Changes

    As long as the use of a chosen name is not for the purpose of misrepresentation, the university acknowledges that a chosen name should be used whenever possible in the course of university business and education.

    This chosen name will appear instead of legal name in the UF Directory and in other university records and documents as well as communications and reporting, except where the use of the legal name is necessitated by university business or there is a legal requirement, such as paychecks or financial aid.

    In public or semi-public systems where names are visible to other people, chosen name will be displayed where possible.

    In systems such as these, it is important to only display the chosen name. For example, the display might be formatted as follows:

    • Chosen First/Given Name Legal Last Name = Bill Smith

    In confidential administrative systems (non-public) used by staff, instructors, faculty, and campus officials, chosen name may be displayed with the full legal name.

    The display in these systems will be in the following format where possible:

    • Legal First Name Legal Middle Name (Chosen First/Given Name) Legal Last Name = William James (Bill) Smith

    Legal name must be displayed on:

    • Insurance documents
    • Student Financial accounts/Financial aid
    • Payroll and tax forms
    • Formal HR correspondence
    • Formal HR forms
    • Formal HR systems
    • Official transcripts
    • Enrollment certifications
    • Others TBD by the university

    Chosen name will be displayed where possible on the following.  It is anticipated that use of chosen name via these systems will be fully implemented by the close of spring semester 2022.

    • General documents or correspondence
    • Online Directory
    • Email Display
    • SIS Name Display
    • Training registration
    • Class Roster
    • Residence Hall Roster
    • Canvas
    • Unofficial/Advising documents
    • Unofficial transcripts
    • Diploma
    • Doctoral Dissertation/Master’s Thesis
    • Rec Sports Rosters
    • Counseling and Wellness Center appointment scheduling systems
    • Others TBD by the university

    Both Legal and Chosen names will be displayed on:

    • Gator 1 ID Card – Chosen name will be on the front of the Gator 1 card, and the individual’s legal name will be printed on the back. Students will still be able to use their Student ID Card as an official voter ID in Florida. Students may receive one free Student ID card with an updated chosen name if the old card is turned in during the same transaction.
    • Others TBD by the university

    The University reserves the right to make changes to name policies and their implementation, and the lists above are not exhaustive.  It is anticipated that system changes required under this policy will be fully implemented by the close of spring semester 2022.

    To request a change to Display/Chosen Name:

    • Logon to ONE.UF
    • Click on the Verify Contact Info link
    • Click on the EDIT link in the Name section
    • Enter the desired name in the Display Name section
    • Repeat the above steps to change Directory Name field in the university directory

    Faculty and Staff Legal Name and/or Identified Gender Change Process

    To request a change to Legal Name:

    To request a change to Gender: 

    Student’s Legal Name and/or Identified Gender Change Process

    To request a change to Legal Name:

    • Call the Registrar’s Office at 352-392-1374 to request a Name Change Form to be sent via email.
    • Complete Name Change Form and mail or upload via the Registrar’s Secure Upload page located at https://registrar.ufl.edu/forms
      • Include notarized copies of new Social Security card. If name change is a correction of the name, then the document does not need to be notarized.

    To request a change to Gender: 

    • Write a written request that provides identifying information and the request to change gender
    • Submit the written request via email to help@registrar.ufl.edu

    Reporting Questions or Violations

    The following is the department responsible for overseeing implementation of and assuring compliance with this policy.

    For faculty and staff, including OPS employees

    UF Human Resources
    Employment Operations & Records
    903 W. University Ave.
    PO Box 115009
    Gainesville, FL 32611-5009
    (352) 392-2477
    ufhr-employment@ufl.eduhttp://hr.ufl.edu

    For students, including graduate students

    Office of the University Registrar
    222 Criser Hall
    help@registrar.ufl.edu

    Enforcement

    Failure to comply with this policy could result in disciplinary action, up to and including termination.


    Resources

    Additional Documents

    Name and/or Gender Change Form

    Related Information

    Policy History

    Revision Date Author Description
    12/19/2018 Employment Operations & Records (Recruitment & Staffing) Policy initially adopted
    05/12/2021 Employment Operations & Records (Recruitment & Staffing) Policy updated