Saint Xavier University ("University") strives to create a climate that is open and welcoming to diverse people, ideas and perspectives. We recognize that members of our community use names other than their legal first names or particular pronouns to identify themselves and that it is important for the University to establish mechanisms to acknowledge and support individuals' self-identification. Subject to the parameters set forth below, individuals can be identified in Saint Xavier University administrative systems by the chosen name and personal pronouns that they have designated in accordance with this policy.
Individuals can request to use their chosen name whether or not they have legally changed their name, and SXU will make every effort to ensure that this name appears in the user profile wherever feasible to do so, consistent with applicable laws, regulations and policies and within the capabilities of the University administrative systems. This may include individuals who prefer to use:
- a middle name instead of a first name;
- a shortened derivative of a name;
- an anglicized name;
- a name that better represents the individual's gender identity; or
- a name to which the individual is in the process of legally changing.
In addition to the chosen first name, students, faculty and staff may select their personal pronouns from the list provided in their directory preferences. If no pronoun has been selected, "not set" will be displayed.
An individual may not have more than one chosen name at any one time.
In the event of an official legal name change, individuals may process official legal name changes or corrections through the University. A change of legal name requires an official document or court order verifying the correct information at the time the request is made.
Procedure
An individual seeking to adopt a chosen name that is different from that individual's legal name must certify that the chosen name is or will be actually used to identify that individual. Only the first name may be designated to appear as a chosen name in University administrative systems which can accommodate it.
The University reserves the right to deny or remove any chosen name for misuse, including but not limited to misidentification, misrepresentation, fraud, attempting to avoid legal obligation; the use of derogatory names; the use of symbols, numbers or any database character not supported by University administrative systems; or, in any other manner in violation of University, local, state or federal policy, law, rules or regulations, with or without notice, in the University's sole judgment. The Dean of Students Office will determine if a student's chosen first name is appropriate under these criteria. The Office of Human Resources will determine if an employee's chosen first name is appropriate.
Individuals who wish to add a chosen name that differs from their legal first name to their record will visit mySXU in Self-Service in the lower left corner:
Faculty/Staff/Students: User Account, User Profile (NEW): Enter the name as you would like it to appear and/or select your personal pronouns.
Students
It is the responsibility of each student who designates a chosen name to ensure that their professors or instructors are able to identify their work for grading purposes.
A chosen name is for use within the University community; however, any use of such chosen name does not apply in situations where one's legal name is required. For example, with F-1 or J-1 student visa status, the legal name is required on I-20s and DS-2019s.
Under the Family Rights and Privacy Act (FERPA), a student's name, including chosen and legal name, may be disclosed to the public as "directory information" unless the student opts not to permit such disclosure. To revoke the disclosure of directory information, a student has the option of requesting privacy through the Office of Records and Registration.
Scope
This policy applies to all employees and students of Saint Xavier University.
Individuals are required to provide and use their legal name in certain instances. Examples in which a legal name will be used for individuals, even when a chosen name has been identified, include but are not limited to: billing, verification of enrollment, payroll (W-2s), benefits and other employment documents, enrollment and degree verification processes, financial aid documents and processes, official transcripts, diplomas, communication with external authorities (such as state or federal agencies), or as otherwise required by the University or by law.
Definitions
Legal Name: The first, middle and last name of an individual that is recorded on the individual's birth certificate, driver's license, passport or other legal documents.
Chosen name: An alternative to the individual's legal first name as designated by the individual in University systems.
Personal Pronouns (for the purposes of this policy):
He/Him/His; She/Her/Hers; They/Them/Theirs (Singular); Ze/Hir/Hirs; Use my name as my pronoun.
Implementation
Students and employees are expected to use a person's chosen name and encouraged to use a person's chosen personal pronouns.
An individual's chosen name will be reflected in SXU internal systems including class rosters, Canvas, The Den, Cougar Cards, and in email directory listings.
Cougar Card/Identification Card: An individual's chosen name will be printed on that individual's Cougar Card. Individuals who are issued cards with a chosen 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 the University are not considered government-issued identification for purposes such as air travel.
Reservation of University Rights
Please note that the University reserves the right to remove chosen names for misuse as set forth above and to suspend the individual's privilege to update a chosen name.
