C15: Chosen Name Policy

Responsibility for Maintenance: Student Engagement; Information Technology Systems; Human Resources

I. Policy Statement

Onondaga Community Colleges seeks to create an environment respectful of personal and social expression in the spirit of representing our diverse community. Students and employees alike may wish to be accurately represented and identified by a first name that differs from their legal name because this is an important part of their identity and expression. The College values and supports students’ and employees’ decision to wish to be addressed by their chosen first name. This service is available to anyone who uses a chosen name other than their legal/primary first name.

II. Definitions

Chosen Name – chosen first name is a first name that a student/employee chooses to be called that is different from their name of record/legal name. Chosen names are limited to alphabetical characters (a-z).

Legal Name – a name of record that identifies a student/employee for legal and other official purposes. This name appears on an individual’s passport, driver’s license, birth certificate, visa, military identification, or U.S. social security card.

III. Applicability of the Policy

All members of Onondaga Community College will have an option to identify their chosen name as their preferred first name. An individual’s last name will be recognized as their legal name in all cases. Unless the use of the individual’s legal name is required, the chosen name will be utilized when reasonably possible, including in the following areas:

• D2L-Brightspace
• Lazer Success
• MyOCC
• Class Rosters
• Email Global Address Book
• Diploma

In some instances, the College cannot utilize an individual’s chosen name in documents and records that require the use of the individual’s legal name. This includes, but is not limited to, the following official records and reports:

Student Records

• Registration records
  • Such as admissions documentation, transcripts, and enrollment verification
• Disciplinary records
• Personnel records
• Financial Aid documentation
• Law Enforcement inquiries and documentation
• Health and Counseling Records (although communication can utilize the chosen name)
• Veterans’ Services and International Student reporting documentation
  • Such as Veterans’ benefits reports, SEVIS reporting, and immigration documents
• Billing records and reimbursements

Employee Records (the same as student records with the inclusion of additional documentation such as:)

• Employee benefits record
• Expense reimbursements
• Vehicle requests (if listed as a driver)
• Purchasing authorizations

IV. Contacts

V. General Provisions

Those members of the Onondaga Community College community who intend to utilize a chosen name are expected to do so responsibly. Requests for use of chosen name shall be limited to one request per academic year, absent extenuating circumstances. The College will make a good faith effort to update reports, documents, and systems that are designated to use one’s chosen name. This will be a continuing process as systems can be appropriately updated.

The College reserves the right to review and/or remove any chosen name from College records without prior notice to the individual. Instances when this will occur include, but are not limited to, instances of fraud, misrepresentation, or attempting to avoid legal obligations or if the chosen name is profane, obscene, lewd, indecent, or discriminatory.

Individuals who wish to appeal a denial of their request to use a chosen name may submit a written request for reconsideration to:

          Anastasia Urtz, JD

          Provost & Senior Vice President

          Phone: 315-498-7271

          Email: urtza@sunyocc.edu

VI. Questions

Any questions regarding interpretation or application of this policy should be referred to the Provost & Senior Vice President for final determination. Onondaga Community College reserves the right to interpret or construe any uncertain or disputed term of the policy.