The University of Wisconsin Oshkosh
Policy # [####]
Name in Use-Identified Name Policy
Original Issuance Date: 05/13/2024
Last Revision Date:
Next Review Date: 05/12/2027
1. PURPOSE
University of Wisconsin Oshkosh recognizes that many of its students may use names other than their legal names to identify themselves. It is the policy of the University of Wisconsin Oshkosh that any student may choose to identify themselves within the university community with an identified first name and/or middle name that differs from their legal name. Students must legally change their surnames in order for a different surname to appear in UW Oshkosh related systems.
The goal of the Name in Use-Identified Name policy at UW Oshkosh is to create a standard across university systems, communications, and informational material that will enable users to more consistently access and utilize a person’s identified name wherever a legal name is not required.
This policy does not apply to requests for legal name changes which should be completed by the Registrar’s Office and will not apply to certain legal documents that require the use of legal name.
2. RESPONSIBLE OFFICER
Chief Information Officer in coordination with the University Registrar.
3. SCOPE
This policy applies to all students, faculty and staff of the University of Wisconsin Oshkosh.
4. BACKGROUND
The identified name policy allows students to indicate their identified first and/or middle name to the university community regardless of whether they have legally changed their name.
5. DEFINITIONS
Legal Name: (will remain) Made up of first, middle, and sur name (last name)
Identified Name: (does not serve a legal name change request and will not replace current legal name listed at the time of request).
6. POLICY STATEMENT
The university recognizes that many of its students may use names other than their legal names to identify themselves. It is the policy of the University of Wisconsin Oshkosh that any student may choose to identify themselves within the university community with an identified first and/or middle name that differs from their legal name. As long as the use of the identified first and/or middle name is not for the purpose of misrepresentation, it will appear instead of 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.
The Identified Name will be used when feasible in university information systems, communications and informational materials, except as set forth below:
- Where the use of the legal name is required for university business or legal needs, including, but not limited to:
- Financial, medical, and law enforcement documents
o Transcripts
o W-2 forms, I-9 forms, and payroll documents
o Visa/immigration documents
o Information provided to airlines for issuing tickets
o Employment related documents and personnel files
o Background check documents
o Insurance documents
o Sponsored Research or Research Protections
- Financial, medical, and law enforcement documents
- When a university information system, database, or process is not able to display or otherwise make use of an Identified Name.
- Where a specific use of a university information system, database, or process requires display of the legal name.
Individuals who utilize an Identified Name within University systems should always be prepared to reference their legal name and provide corresponding identification when necessary. University Policy GEN 1.2.(4). provides guidance on situations where an individual has been treated in a disrespectful or harassing manner.
Request for changes to identified first and/or middle name will be made through the Registrar’s Office.
The University reserves the right to refuse an Identified Name. Instances that may result in this prohibition, include:
- Arbitrary or repeated name changes
- The use of language deemed inappropriate or offensive
- Names or prefixes that may be used for fraudulent purposes, including misrepresenting marital status or professional qualifications
7. REFERENCES
8. PROCEDURES
9. REVISION HISTORY
Date: | Action: |
05/13/2024 | Policy adopted. |