Preferred Name Policy

Policies Americans with Disabilities Act Policy Animals on Campus Policy Affirmative Action - Equal Opportunity Policy  Sexual Harassment and Misconduct Policy (Employees) Preferred Name Policy Sexual Misconduct Policy (Title IX)

Access the Full Preferred Name Policy in the WCU Policy Library

Accommodations for individuals with disabilities in accessing these policies are available upon request by emailing accessiblepolicy@wcupa.edu.

Purpose and Scope

West Chester University recognize members of its community use and identify with first names that are different from their legal first names. A chosen or preferred name may be a valuable component of a person’s identity and impact their ability to successfully navigate the campus environment. Therefore, the University has established this policy that allows preferred first names to appear in select University systems and records, even if individuals have not changed their legal names. While anyone is welcome to use a preferred name, this policy was developed to respond to the needs of transgender and non-binary communities, international communities, and anyone who prefers the use of a name other than their legal name. This policy applies to all students and employees at all campuses.

Policy Statement

A student or employee’s preferred first name may be used in place of the person’s legal name in select University systems and records as follows:

  • University identification cards
  • Official email display names
  • Phone directory
  • Class and grade rosters
  • Diplomas
  • Commencement
  • Select student activities records
  • Student information systems (e.g., RamPortal)
  • Learning management systems (e.g., D2L)
  • University communications and mailings
  • Press releases
  • Social media

Legal names will be used for official University records including, but not limited to, the following:

  • Legal documents and reports produced by the University
  • Student account statements
  • Financial aid and scholarship documents
  • Transcripts
  • Enrollment and degree verifications
  • Employment and personnel records
  • Paychecks, tax documents, and other payroll documents
  • Benefits enrollment

Individuals will be held responsible for any actions under their signature with the use of their Preferred or Legal name.

Policy Framework

Students and employees are permitted to change a preferred first name once per semester. The University will provide a one-time waiver of the fee to update the student or employee identification card with the preferred name. Subsequent changes will result in an applicable fee. University identification cards for students and employees are managed through the Ram Card Office by Student Services, Inc. (SSI).

Students may choose to restrict directory information, including the listing of their legal or preferred name, by completing the Request for Nondisclosure of Directory Information . This is done through the Registrar’s Office.

Resources:

Preferred Name FAQs

Preferred Names and Pronouns - Best Practices for Faculty/Staff

Student Legal Sex and Gender Identity Reporting Policy

  • Faculty Resource Guide from CTQA
  • Name Change Guide from CTQA

    • If you are having problems with your preferred name not showing in electronic systems, please submit a ServiceNow ticket. For all other issues, please contact the Office of Equal Opportunity and Compliance.