Policy: Use of Preferred Name

University Policy: Human Resources

I. PURPOSE:

The University of Wisconsin-Platteville Use of Preferred Name policy establishes a consistent method for employees and students to record their preferred name and have it appear in electronic environment on various systems within the University of Wisconsin-Platteville community.

II. BACKGROUND:

The University of Wisconsin-Platteville has historically required employees and students to use legal names for all print and electronic materials.

The University recognizes that as a community many employees and students may wish to use names other than their legal names to identify themselves. The University of Wisconsin-Platteville has established a preferred first and/or middle name policy that will allow eligible employees and students to designate their preferred first name to the university community, in the absence of a legal name change.

Examples of where your legal name is necessary and essential include, but is not limited to: financial aid documents; payroll; official transcripts; diplomas, and federal immigration documents. In some cases, if a preferred name is used, it may be necessary to clarify that the preferred name is different than the given or legal name. Examples of this may include, but is certainly not limited to, official interactions with law enforcement agencies; security, and verification of medical records.

III. DEFINITIONS:

1. “Legal Name”: Name that appears on birth certificate, passport or legally recorded name.
2. “Preferred Name”: Name, other than legal, of preference, or wish to be identified by.

IV. POLICY:

This policy applies to the University of Wisconsin-Platteville, employees and students.

The University recognizes that as a community many of its employees and students may use names other than their legal name to identify themselves. The University of Wisconsin-Platteville has established a preferred first and/or middle name policy that does allow eligible employees and students to provide their preferred first name [middle name] to the university community.

Preferred names will only be used in cases where a legal name is not absolutely essential and necessary. Use of the preferred first and/or middle name is not for the purpose of misrepresentation, and may not be derogatory, disparaging or offensive. It will appear instead of or in conjunction with the person’s legal name in university related systems and documents, except where the use of the legal name is required by university business or legal need.

V. PROCEDURE:

Name change requests may be made once per year.  Names will be reviewed by the applicable office for appropriateness.  If deemed inappropriate the change request will be denied.

1. Making a name change request by Employees: 
   1. Employees at the University of Wisconsin may create a preferred name through the Human Resources Office. 
2. Making a name change by Students: 
   1. Students at the University of Wisconsin-Platteville may change their first name and/or middle name by submitting a Change of Name Form through the Registrar’s Office. ​​​​​​

VI. CONTACT INFORMATION:

For information about the use of preferred names, employees and students can contact the Human Resources Department or the Registrar’s Office, whichever is applicable.

Issued: November 20, 2015