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.”

Footnotes

1. All student records (UG, MFA, TC, Guest Students and non credit records) ↩︎
2. IT updates systems, but does not handle the initial requests for changes. Updates by office requests. ↩︎