USSS-15
Student Services and Systems
Executive Vice President for University Academic Affairs
Senior Vice President & Chief Financial Officer
Jeff Johnston
jjohnsto@iu.edu
Laura Kress
University Director
HR Records and Information Management Services
lkress@iu.edu
Daniel Calarco
Office of the Vice President for Information Technology & CIO
dcalarco@iu.edu
This policy applies to all faculty, staff, and students of Indiana University.
Indiana University recognizes that faculty, staff, and students may use names other than their legal names to identify themselves. Except when the use of an individual's legal (or primary) name is required by law or policy, individuals will be identified in Indiana University systems and procedures by the preferred name that they have designated in accordance with this policy.
Many members of the IU community use a name that differs from their legal name (listed as "primary name" in university data systems). These may include individuals who prefer to use:
a middle name instead of a first name;
an anglicized name;
a name to which the individual is in the process of legally changing;
a name that better represents the individual's gender identity; or
a stage or performance name.
An individual seeking to adopt a preferred name that is different from that individual's legal name must certify that the preferred name is or will be actually used to identify that individual.
IU will not accept a preferred name that is vulgar, offensive, obscene or fanciful, creates confusion of the individual with another individual, or otherwise constitutes misuse or abuse as defined in this policy. The use of a preferred name cannot be used for the purpose of misrepresentation and must otherwise comply with university policies, including the Student Code of Conduct. The campus registrar will determine if a student's preferred name is appropriate under these criteria.
University Issued Identification Cards
An individual's preferred name will be printed on that individual's IU identification card. Individuals who are issued cards with a preferred name that is different from their legal names should be cautioned that such cards are issued for the purpose of university business only, and that identification cards issued by Indiana University are not considered government-issued identification for purposes such as air travel.
Faculty, staff or students who update their preferred name after being issued an identification card can request a replacement card. Faculty, staff or students who request replacement identification cards should be advised that appropriate charges may apply.
Systems and Processes
Indiana University utilizes multiple systems to manage its operations and processes. Where appropriate, university systems should be modified to display only the preferred name. Instances in which a primary name is required include, but are not limited to, financial aid forms, tax forms, university transcripts, and health records.
Since faculty, staff and students will be able to update their preferred names at any time throughout the year in the main enterprise systems (KFS, HRMS, and SIS), other university systems that are dependent on data that is primarily stored in the enterprise systems must be refreshed on a regular, scheduled basis as much as practicable.
Systems, forms and processes that collect and/or use student information should be updated to allow the use of preferred names of students.
Preferred name – An alternative to the individual's legal name as designated by the individual in university systems.
Legal name – The name an individual uses for official governmental documents, such as licenses, passports, and tax forms.
Primary name – An individual's legal name.
Indiana University will address reports of misuse and abuse of both preferred names and primary names in accordance with existing policies and procedures issued by appropriate authorities. Depending on the individual and circumstances involved, this could include the offices of Human Resources, the campus Academic Affairs office, the campus Student Affairs office, the Office of the General Counsel, and/or appropriate law enforcement agencies.
The university reserves the right to remove preferred names that are deemed misrepresentative and to suspend the individual's privilege to update a preferred name.
This policy was established in 2015, and reviewed in 2019. No substantive updates were needed in 2019.