Title:Prefe=
rred Name Policy Subject:Academic Affairs, St=
udent Life, Equity and Diversity/Title IX Policy No: Adm: 2016: 01 Applies:University-Wide<=
/em> Issuing Authorities:President Responsible Officers:Vice President for Academic Affairs =
&nb=
sp; =
Vice President for Student Life and Dean of Students &nb=
sp; =
&nb=
sp; Chief=
Equity Compliance Officer and Title IX Coordinator Adopted=
:03/03/2016 Last Revision: Last Reviewed: 10/5/2022
I. PURPOSE<=
/h3>
The purpose of this policy is to enable m=
embers of the campus community including students, faculty and staff to use=
and be known by a preferred name that affirms, reflects, and/or expresses =
their gender, culture, and/or other aspects of their social identity in the=
classroom and to conduct general business at the university.
II. ACCOUNTA=
BILITY
At the direction of the President, the Vi=
ce President for Academic Affairs and the Vice President for Student Life a=
nd Dean of Students shall implement this policy and the Chief Equity Compli=
ance Officer/Title IX Coordinator shall ensure compliance with this policy.=
III. APPLICA=
BILITY
This policy is applicable to all students=
, faculty and staff at the university.
IV. DEFINITIONS
Preferred Name =E2=80=93 The name by which a person wishes to =
be known and to have appear in University systems and when conducting day-t=
o-day University business because it affirms that individual's gender, cult=
ure and other aspects of social identity. The preferred name will consist o=
f a preferred first name, and preferred middle name when provided. The pref=
erred name does not affect the individual's last name, which must remain th=
e person's legal name.
Legal Name =E2=80=93 The name that is recorded on an individua=
l's legal identification and used on formal legal records at the University=
.
V. POLICY
Rowan University recognizes that many individuals use and are known by =
a name other than their legal name due to their gender identity, cultural b=
ackground or other aspects of their social or personal identity.
To the maximum possible extent, faculty, staff, and students of Rowan U=
niversity should be allowed to use, be known by, and be called by the name =
that affirms that person's gender, culture and social identity. All Univers=
ity offices and personnel are expected to respect a person's request to be =
known by their preferred name and to use that name when interacting with in=
dividuals who have followed the process outlined in this policy. This expec=
tation covers all areas of the University including academic instruction, a=
dvising, student life and other University business.
Rowan University will make good faith efforts to display preferred name=
s to the University community where feasible and appropriate, and to update=
the reports, documents and systems designated to use preferred names. The =
University will not guarantee that the preferred name will appear in all lo=
cations or in all circumstances.
Use of Legal Name:
The University will not use the preferred name on documents or in syste=
ms that require the use of the legal name for legal or business related rea=
sons. The individual's legal name will continue to be used for these record=
s, which include but are not limited to the following:
Admissions records
Official transcripts
Enrollment verifications
Employment and personnel records
Paychecks and tax documents
Financial aid records
Medical records
Disciplinary records
Law enforcement records
Responses to legal/government records requests (such as OPRA)
In order for an individual to change the name used for these records, t=
hey will be required to submit appropriate documentation of a legal name ch=
ange. The process for changing a lega=
l name varies by state and country of residence and the reason for the chan=
ge. The University cannot change a legal name.
Individuals must pursue a legal n=
ame change with appropriate state and/or federal authorities and then submi=
t a legal name change document (typically a court order) to the Office of t=
he University Registrar.
Employees must also submit the do=
cument to Human Resources along with a new Social Security card showing the=
new legal name, and complete an updated I-9 form.
U.S. residents must change their =
legal name with the Social Security Administration as well.
Diploma: The University considers the diploma to be a ceremonial docume=
nt, and students may request to use either a legal name or a preferred name=
on a diploma using the intent to graduate form. However, please be advised=
that in some situations the diploma may need to be used as a legal documen=
t, and the name appearing on the diploma may need to match other legal docu=
ments to be accepted as valid. Students who request a preferred name to app=
ear on the diploma who later wish to have a diploma issued in their legal n=
ame or any other name will be charged the appropriate fee for that service.=
Background Checks and Legal Processes:
Individuals who request and use a preferred name must be aware that the=
preferred name will constitute an alias which they may be required to disc=
lose in some circumstances including during background checks and other leg=
al processes. This responsibility may be life long, and may cover each pref=
erred name used even if they later change or discontinue the use of the pre=
ferred name.
Individuals are encouraged to candidly disclose the existence of this a=
lias when appropriate to avoid discrepancies or the appearance that they ar=
e attempting to conceal the information. Individuals must also be aware tha=
t the existence of an alias may trigger heightened scrutiny during certain =
federal or state security clearances or background checks, especially in ca=
ses where the individual does not disclose the information to authorities.<=
/li>
The University will disclose and/or confirm the preferred name(s) used =
by the individual in accordance with any lawful request for this informatio=
n, and/or upon request by the individual.
Due Diligence and Compliance of University Offices and Personnel:
Offices and personnel should adapt their business processes to accommod=
ate the use of the preferred name wherever feasible and when the use of the=
legal name is not required to comply with laws or regulations. Offices sho=
uld consult appropriate IRT personnel for assistance as needed.
Non-compliance and Complaints:
When an individual believes that the individual's approved preferred na=
me has not been used in accordance with this policy, the individual is enco=
uraged to seek to resolve that concern informally by communicating the conc=
ern directly to the personnel or office which has not properly used the pre=
ferred name.
In cases where a student feels that the student would benefit from addi=
tional support or advocacy, or to initiate a formal complaint about non-com=
pliance, students may contact the following offices:
Dean of Students
Office of Social Justice, Inclusion and Conflict Resolution
Office of Equity and Diversity
In cases where a member of the faculty or staff feels that the member w=
ould benefit from additional support or advocacy, or to initiate a formal c=
omplaint about non-compliance, that member may contact the following office=
s:
Office of Equity and Diversity
Office of Human Resources
Vice President for Academic Affairs (for faculty employees
Use, Abuse or Misuse:
The Rowan Card with the preferred name imprinted on it may be used as a=
valid identification card (ID) within the University. However, the RowanCa=
rd with a preferred name imprinted may not be used as an alternate to a leg=
al ID. Use of the RowanCard to misrepresent the individual's legal identity=
in any circumstance will be considered misuse and may result in disciplina=
ry or adverse employment action.
Inappropriate use of the preferred name policy may be cause for discipl=
inary action and/or denial of the use of a preferred name.
Failure to comply with an approved preferred name by refusing to use th=
at preferred name may constitute grounds for disciplinary action.
VI. ATTACHMENT=
strong>
Attachment A - Procedures for Requesting a Preferred Name
ATTACHMENT A PROCEDURESFOR REQUESTIN=
G A PREFERRED NAME
When an individual enters a preferred name, , the individual's records w=
ill be updated to display the preferred name in a timely manner, typically =
within five (5) business days, except in in the following circumstances:
The name is intended to misrepresent the person's identity and/or misap=
propriate the identity of another person or organization.
The use of the name is an attempt to avoid a legal obligation.
The appearance of the requested name on the University ID or other reco=
rds would be harmful to the reputation or interests of the University; and/=
or
The name is derogatory, obscene, conveys an offensive message, or other=
wise inappropriate.
If the preferred name could be prohibited for one of these four reasons,=
the appropriate Responsible Official will be contacted. If the Responsible=
Official decides that the preferred name is prohibited, the requesting ind=
ividual shall be so notified, given the reason(s) for the denial, and offer=
ed the opportunity to appeal. An appeal must be in writing (including email=
), be addressed to the Responsible Official, and address any specific conce=
rns related to the reason(s) for the denial. A committee comprising represe=
ntatives from Human Resources, Academic Affairs, and Student Life will revi=
ew the appeal, consult with the Chief Equity Compliance Officer, and provid=
e a final determination within ten (10) business days of the date the appea=
l was received by the Responsible Official. The Committee will conduct a de novo review of the request. Decisions by the Committee will be fi=
nal and not subject to further appeal.
In cases where misuse of a preferred name results in disciplinary or emp=
loyment actions, the normal policies and procedures as well as related appe=
al processes will apply.
Appear=
ance of the Preferred Name:
The approved preferred name will appear and be used in the following Uni=
versity documents, systems, and processes:
Rowan Card (ID)
Campus Directory
Email search/auto fill functions
Class Lists and Grade Reports
Advising Lists
Blackboard
Canvas
Rowan Success Network
ProfLink
Housing Rosters
Rowan ID/RowanCar=
d:
Once approved, individuals may obtain a RowanCard with the preferred nam=
e imprinted on the card in place of the legal name. The first card issued w=
ith a preferred name imprinted will be provided at no charge. When subseque=
nt replacement cards are requested, the individual will be charged the norm=
al fee for issuance of a replacement card.