Student and Employee Preferred / Chosen Name / Identity Marker Policy
Policy Statement
The State University of New York (SUNY) — Downstate Health Sciences University (hereinafter, “University” or “SUNY Downstate,”) is committed to ensuring that our students, faculty, and staff can learn and work in an environment that is respectful and inclusive of each individual’s gender identity/expression. SUNY Downstate endeavors to foster a campus community that is free of bias, harassment, or any misconduct related to gender non-conforming members of the SUNY Downstate community.
SUNY Downstate’s Preferred First Name Policy allows students and employees to officially notify the University of their preferred first names, and have this change reflected in on-campus communication systems, as long as the preferred first name is not used for purposes of misidentification, avoidance of a legal obligation, fraud or misrepresentation and that the preferred first name meets community standards (i.e. not profane, obscene, or derived from hate-speech; and conform to technical requirements). There are limits to where preferred first names will be reflected in SUNY Downstate communications.
This Policy is consistent with current Title IX federal law protecting students and employees from discrimination based on gender identity and/or expression and is a best practice for supporting transgender and gender non-conforming members of campus communities. This service is not limited to use by transgender and gender non-conforming students and employees and is available to anyone who uses a preferred first name on a daily basis other than their legal/primary first name.
The preferred first name is used for internal communication and certain external communications (i.e. website staff bio pages, news bulletins). Internal applications for the use of approved preferred first name include but may not be limited to: class rosters, advising lists, housing lists, and email. SUNY Downstate (employee/student identification cards) will display both legal and preferred first name. SUNY Downstate is obligated to use the legal first name for many official records and reports, including but not limited to: certain employment and payroll records (i.e. I-9 or W-2 forms), billing records, financial aid documents, official transcripts, diploma, medical records, employee benefits records, expense reimbursements, travel and purchasing authorizations, enrollment reporting, conduct hearing results, external reporting and federal immigration documents. In addition, the legal name must also be used for sponsored research activities while under the auspices of SUNY Downstate.
Requests for use of preferred first name shall be limited to one request per academic year.
Chosen (or Preferred) Names
Using Chosen (or Preferred) Names: Students are encouraged to provide their preferred names to the Office of Student & Academic Affairs during the admissions process or through the Office of the Registrar. Faculty and staff are encouraged to provide their preferred names to the Department of Human Resources during the application and/or onboarding process.
Slang or Informal Variations of Names: While SUNY Downstate embraces preferred/chosen names, for the purpose of this policy, SUNY Downstate does not accept slang or informal versions of names. For instance, if one’s legal name is “Andrew,” SUNY Downstate will not use informal versions like “Andy.” This ensures consistency and compatibility across all systems and records.
Legal Name Changes
If student and/or employee experiences a legal name change due to marriage or any other reason, they must follow the appropriate legal process. This involves completing the appropriate change request form with the Office of the Registrar (for students) or the Department of Human Resources (for employees) and submitting the necessary documentation. Original proof of change (e.g., court order, marriage license) must be submitted. Name changes are not granted after graduation or separation from SUNY Downstate.
Chosen Identity Marker
In addition to a preferred/chosen first name, a chosen identity marker includes a student’s or employee’s personal pronouns and gender identity. Students and employees can select personal pronouns and a gender identity that is different from their legal identity. It is the responsibility of students and employees to understand where the Chosen Identity Markers will be used and carefully consider corresponding impacts.
Students are encouraged to select their personal pronouns or a gender identity during the admissions process or by identifying such with the Office of the Registrar. Employees are encouraged to select their personal pronouns or a gender identity during the application process or by identifying such with the Department of Human Resources.
Preferred/Chosen Names FAQ
Can I print my preferred/chosen name on my diploma? Yes, students may elect to print their preferred/chosen name on the diploma. However, for students who attend or plan to attend professional schools (e.g. Medicine, Health Professions, or Nursing, etc.): Before opting to print your preferred/chosen name on your SUNY Downstate diploma, please take into consideration that professional licensing requirements often require you to use your legal name. For example, application and licensure and federal employment/guidelines require the use of the legal name. Therefore, not using your legal name on a diploma may result in the rejection, delay, scrutiny, and/or requirements for additional proof of identification associated with any applications for employment, licensure, credentialing, visa applications, and/or other processes that require verification of your identity.
Important Note for All Students: Although SUNY Downstate considers the diploma to be a ceremonial document, some countries may require your diploma (in conjunction with your official transcript) for various legal, immigration, and employment purposes. Choosing to print your preferred/chosen name on your diploma may result in unforeseen complications due to the discrepancy between your diploma and other documents (e.g. transcript, passport, birth certificate, etc.) that contain your legal name. To avoid such complications, we recommend printing your legal name on your diploma if you plan to live, study, or work outside of the United States.
Can anyone update my preferred/chosen name, personal pronouns, or gender identity? No. Only you as the student or employee can update your preferred/chosen name, personal pronouns, or gender identity.
Can I set my preferred/chosen name to whatever I want? Name changes must consist solely of alphabet characters and cannot include symbols, numbers, or special characters. Furthermore, while SUNY Downstate embrace preferred names, SUNY Downstate does not accept slang or informal versions of names for the purpose of this policy. SUNY Downstate reserves the right to remove and/or decline a preferred/chosen name if determined inappropriate.
Can I use my preferred/chosen name for everything at the University? No. Your preferred/chosen name can only be used and will appear where possible in some university related records, documents and systems. For other University records and documents, your legal name will appear.
How do I correct or change my legal name? If a student or employee experiences a legal name change due to marriage or any other reason, they must follow the appropriate legal process. This involves completing Section III of the “Document Request Form” found on the Registrar’s Web Site and submitting the necessary documentation. Students must present original proof of a name change (e.g., court order, marriage license) to the Office of the Registrar. Name changes are not normally granted after graduation or separation from SUNY Downstate. Employees must also follow the appropriate legal process. Employees must present the necessary documentation to the Department of Human Resources for processing.
Last Updated: July, 2024