2026-2027 Academic Catalog

Tag: law

  • Chosen and Legal Name

    The College for Creative Studies recognizes the importance of accommodating members of the institution regarding the use of an individual’s legal or chosen name, while remaining in compliance with federal and legal obligations. There are various reasons students, faculty and staff may choose to use a name to identify themselves that differs from their legal name. It is the policy of the College to use a chosen name (if requested) within CCS systems where a legal name is not absolutely necessary. The use of a chosen name does not automatically change the legal name in College systems/records. Proper documentation is required for students, staff or faculty members that wish to change their legal name.

    Definitions

    Legal Name
    A name, also commonly known as a given name, that appears on the state issued ID card, driver’s license, passport, social security card, birth certificate, and immigration documents.  Documentation (marriage license, court order, divorce decree, etc) is required to change a legal name. A legal name change will result in a comprehensive change in the individual’s records.
    Chosen Name
    A first name that you may choose to be called. It is different from your legal first name and no legal documentation is required. A chosen name, also known as preferred name, is generally used by individuals who choose to use:

    Legal Name Policy

    CCS must always maintain a record of students’ and employees’ legal name and are used where required within CCS records/systems (i.e., Human Resource records, Financial Aid documents, student conduct records, medical/insurance records, academic transcripts, etc). A legal name will continue to appear within institution records for reasons related to conducting institutional business, technology limitations or if required by law. Legal name change requests will be approved based on submission of legal evidence indicating the name change.  All requests must be verified with Information Technology Services through the approving office, to update CCS systems.

    Chosen Name Policy

    A chosen name will appear in select institutional systems, records, or documents in which a legal name is not required. To assure accurate identification, the legal last name will appear along with the chosen first name whenever possible. CCS reserves the right to remove or deny the chosen first name if used inappropriately. This includes, but is not limited to, names using foul or inappropriate language, names submitted to avoid a legal obligation, fraud, and names used to create misrepresentation.  A chosen name that includes numbers or symbols will not be recognized. Each individual may request one chosen first name change during each twelve month period.  An Individual may request to revert back to their legal name at any time. Historical notes in systems may not be updated to reflect the change. 

    A chosen name can appear on CCS ID cards and email, among other approved areas if requested. All requests must be verified with Information Technology Services through the approving office, to update CCS systems.

    For the purpose of F-1 and J-1 student visa status, the legal name must be used on I-20s and DDS-2019s. An individual’s legal name is what appears on the passport.

    Under FERPA, a student’s chosen name or legal name may be disclosed as directory information (unless a request to withhold is on file to prevent disclosure, see FERPA Policy). The Chosen name will be used as first preference.

    Note: Parents/families that have access to your personal CCS accounts, will be able to see the same information accessed by a student or employee. It is recommended that personal accounts and login information is not shared with anyone (including family).

    Procedures for Chosen Name Requests and Legal Name Changes

    Procedures for chosen and legal names may vary. Individuals interested in updating personal records should contact the appropriate office directly related to their status of enrollment or employment. 

    Chosen & Legal Name Display Areas: 

    The below chart indicates where chosen and legal names will appear in CCS records and documents, along with the affiliated campus office*. 

    If a chosen name is requested, it will display on all items in the “Chosen Name” column. 

    The Legal Name will always appear within records listed in the “Legal Name” column.

    *Changes to a name (chosen or legal) may take 2 to 3 business days to update across campus systems.

    “The college will continue to review the section below to adhere to policy updates and institutional changes that impact the use of Chosen and Legal Names.”

    Academic Advising & registration Office (aARO)

    Last Updated: 07/30/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Academic EvaluationTranscripts (Official, Unofficial, and CE)
    Registration ConfirmationEnrollment Verifications
    Class ScheduleSubpoenas
    Graduation Reports
    Academic Standing (probation/suspension)
    Diplomas
    Commencement line-up name cards
    Commencement Program
    Deposit Reports
    Course & Attendance Rosters
    Student Email*
    * All student records (UG, MFA, TC, Guest Students and non credit records)

    Academic Affairs

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Dean’s/President’s list/lettersAcademic Honesty Records/notifications
    Review week schedules for departmentsImre Molnar Award letters
    Mentor or other Departmental student listsAward of Academic Excellence – Graduate Studies
    Student Affairs Monthly Reports

    admissions

    Last Updated: 08/17/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Transfer Credit EvaluationsAcceptance Letters
    Admissions EmailMerit Scholarship Award letters
    Text messagesMailed documents

    International admissions

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Individual communication (email & text)Admissions documents & reports
    Institutional communication

    Business Services/Payroll
    Students, faculty & Staff

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Tuition Billing
    Checks
    Pay Stubs
    W2’s
    All payroll systems/reports
    Receipts

    Campus Safety

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    CCS ID cards

    Career Development

    Last Updated: 08/13/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    College Central Network (formerly Job Book)
    Display/exhibition, Career Dev. recruiting events (or showcase)

    Financial aid

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Individual Email communicationFinancial Aid Award letters
    Mailed correspondence
    Correspondence with Department of Education
    Loan records
    Pell Grant records
    Enrollment records

    Human resources

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Employee/Phone DirectoryIRS forms
    CCS Employee ID cardBenefits
    CCS Employee email*Retirement
    Employee hire records
    Work-Study hire records
    Tuition remission records
    Employee fee waivers (credit and non-credit)
    *IT updates systems, but does not handle the initial requests for changes. Updates by office requests.

    Information technology

    Last Updated: 08/11/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    CCS email address*
    Access Manager*
    Self-Service – student*
    Self-Service – staff*
    WebAdvisor for Faculty*
    Phone Directory*
    *IT updates systems, but does not handle the initial requests for changes. Updates by office requests.

    International Student Services Office (ISSO)
    International Students

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Registration Confirmations (AARO printed)Registration Confirmations (ISSO printed)
    Degree AuditsSEVIS
    Immigration documents

    Office for Institutional Equity & Inclusion

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Title IX records

    student affairs, Student Life, Housing, Wellness Center, Nurse

    Last Updated: 07/31/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    On-Campus housing rostersMeal Plans
    Roommate assignmentsMedical & Insurance Records
    OrientationStudent Disability Services Records
    Disability Accommodation NotificationsStudent Conduct Records
    Student Elections
    Student Organization Representatives

    compliance reporting for Internal & external auditing processes

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    compliance Reporting Requirements As Mandated By Authorized Entities Of The U.S. Government

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    Compliance Reporting Requirements AS Mandated By The State OF Michigan

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    compliance with Subpoenas

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    alumni Office

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Tax receipts & gift agreements