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University Policies

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  • Policy Title: Preferred Name
  • Policy Number: ESU-ENM-2015-002
  • Effective Date: April 13, 2015
  • Adopted Date: April 13, 2015
  • Last Reviewed: N/A
  • Amended: N/A
  • Related Policies: None

Policy Statement:

East Stroudsburg University recognizes that many students use a first or middle name other than their legal name. As long as the use of a preferred first and/or middle name is not for the purpose of misrepresentation, the university acknowledges that a preferred first and/or middle name may be used in the course of university business and education.

Therefore, the university will permit a student who wishes to identify him/herself within the university’s information systems with a preferred first and/or middle name in addition to their legal name. Preferred last names do not apply to this policy.

It is further understood that the student's preferred first and/or middle name should be used in university communications and reporting, except where the use of the legal name is necessitated by university business or legal requirement. Examples of records showing a legal name include official transcripts, degree audits, commencement brochures, degree certificates, financial records, W-2 forms, enrollment data, financial aid documents, paychecks and mailing information. To change the name on official records, a student must make a legal name change and then inform the university. A students’ legal name will be displayed on official transcripts, enrollment verifications, diplomas, third party database systems, and all external communications.

The preferred first and/or middle name cannot be changed more than once an academic year and twice during a student’s tenure at ESU. The student must return the completed Preferred Name Request Form  in person at the Student Enrollment Center. If a student is not able to return the Preferred Name Request Form in person, a completed, notarized form will be accepted.

THE ABILITY TO USE A PREFERRED NAME IS NOT A RIGHT; IT IS A LIMITED ACCOMODATION OF A PREFERENCE. THE UNIVERSITY WILL NOT ACCEPT PREFERRED NAMES THAT USE PROFANITY OR HAVE THE EFFECT OF MOCKERY. The option to use the preferred first and/or middle name may be modified, changed, altered, or rescinded at the discretion of East Stroudsburg University.

Reason For Policy:

To provide a limited accommodation for students who prefer to use a first and/or name other than their legal name. The University recognizes that as a community some members use first and/or middle names other than their legal names to identify themselves. As long as the use of this different first and/or middle name is not for the purposes of misrepresentation, the university acknowledges that a "preferred name" may be used where possible in the course of University business and education.

Appeal Statement:

N/A

Definitions:

Legal Name – The name a person uses for official legal purposes.

Academic Year – The Fall and Spring semesters, does not include winter and summer sessions

Other Relevant Information:

N/A