Chosen Name Tips for Faculty and Staff
Faculty and Staff Tips Regarding the Usage of Chosen Names
Creating and embracing an inclusive environment is important to the mission of 91²Ö¿â. We recognize that some individuals use a name other than their legal name to identify themselves. Therefore, 91²Ö¿â has established a process to request a chosen name.
The chosen name will be used where possible in the course of university business. There are places where the legal name will continue to be used for university business or legal needs. Those who are utilizing a chosen name should always be prepared to reference their legal name as well as provide their university identification when necessary.
Only the first and middle names may be updated with a chosen name. Last names may not be updated through the chosen name process.
Chosen Name Frequently Asked Questions
Student chosen names are displayed in the systems below. This list will change as more systems are updated.
| ALEKS | Grade Roster |
| ARES | Incomplete Mark Contract |
| Class Roster | KentLINK (University Library) |
| Cognos - Official Student Registrar Reports* | KSU Advising |
| Electronic Reserves (University Library) | KSUview*** |
| FlashCard** | Manage My Program |
| FlashFast | Student Accessibility Services System |
| FlashLine | Student Directory |
| GPS (Degree Audit System) | Visual Schedule Builder (VSB) |
| GPS (Degree Audit System) |
Employee chosen names are displayed in the systems below. This list will change as more systems are updated.
| Class Roster | Grade Roster |
| Directory | Incomplete Mark Contract |
| FlashCard** | Manage My Program |
| FlashFast | OIM (email, any windows computer login, contact card displays, Microsoft Teams) |
| FlashLine | Phone Display |
| GPS (Degree Audit System) | Visual Schedule Builder (VSB) |
* Reports will be updated over a period of time
**If a new FlashCard is requested, the chosen name will be displayed on the front of the card and the legal name on the back.
*** KSUview designees will see the student’s chosen name when they access information that has been authorized by the student.
Once a chosen name has been approved, allow two business days for the name to appear in the systems. It is highly recommended to obtain a new FlashCard with the chosen name as soon as possible.
For all other places not listed above, assume the legal name will be used.
EMAIL DISPLAY NAME: Students can change their display name of their kent.edu email address. Please contact TechHelp at either support.kent.edu or at 330-672-HELP.
PLACES WHERE A CHOSEN NAME WILL NOT APPEAR
| Admissions | National Student Clearinghouse |
| Bursar’s Office | National Student Loan Data Systems |
| Benefits related documents (medical, dental, vision, retirement, etc.) | Official Transcripts |
| Commencement Program | Payroll processing and forms |
| Degree Verification | Reporting to any entity external to the University |
| Diploma | SEVIS |
| Enrollment Verification | Student bill |
| Financial Aid | Student refunds |
| Health Center Insurance billing | Tax Documents |
| Media release (President’s list, Dean’s list, etc) |
FOR FACULTY
- Canvas: The chosen name will be displayed.
- Class/Grade Rosters: The chosen name will be shown on all class and grade rosters. If a student’s chosen name is approved in the current term, the instructor(s) will receive an email notification indicating the chosen name. Rosters will now reflect this change. Once a notification is received, it is expected that instructors will address the student by the chosen name. If class rosters have been printed, please note the change or print a new roster.
- FlashCard: If t a new FlashCard as been requested, the chosen name will be on the front of the card and the legal name will be on the back of the card.
- Directory: You will be able to search by either the legal or chosen name. The chosen name will be the only result returned in the search. An employee's chosen name will display on the public directory.
FOR ADVISORS
- Banner Administrative Pages: The chosen name is only displayed on SPAIDEN. The chosen first name will display on the Current Identification tab in the Chosen First Name field and on the Alternate Identification tab with the name type of ‘PREF’.
- Canvas: The chosen name will be displayed.
- FlashCard: If t a new FlashCard as been requested, the chosen name will be on the front of the card and the legal name will be on the back of the card.
- FlashFast for Advisors (Self-Service Banner): FlashFast will display the chosen name. You will be able to search by either the legal or chosen name. The chosen name will be the only result returned in the search.
- GPS (DegreeWorks): The chosen name will be displayed.
- Directory: You will be able to search by either the legal or chosen name. The chosen name will be the only result returned in the search. An employee's chosen name will display on the public directory.
CHOSEN NAME GENERAL TIPS
- Always default to the chosen name. When having a one-on-one conversation, it is useful to ask, “What name would you like me to use?†Prior to speaking with a family member, please ask “What name would you like me to use if I speak to a member of your family?â€
- If paper rosters are used, the information may be outdated; please refer to the electronic version from within official University systems.
- Refer to people by the name printed on the front of the FlashCard.
- Some systems do not use the chosen name, therefore you can search by either the name printed on the back of the FlashCard or by the KSU ID.
SUPPORTING OUR CAMPUS COMMUNITY
- The impact to our community will vary, but may be more significant for international , transgender, and gender nonconforming individuals.
- International Community Members: Employees and students should not feel pressured to identify a chosen name. International employee and students may choose an English language name for a variety of reasons:
- Convenience for English speakers.
- An English language name was assigned to them earlier in their educational experiences.
- Using an English language name feels more connected and comfortable.
- Some may change their name more than once as they test out their chosen name.
- Take care in using an individual's name in the university community. We need to make sure not to “out†an individual.
- Some may also want to be referred to by their personal pronouns. If there is an opportunity to talk with individuals, you may ask them to share what pronoun they would like used.
- Training is available through Human Resources and the Division of People, Culture and Belonging for the following sessions: Title IX, Diversity, and Safe Space Ally.