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:

  • a middle or nickname (as an alternative for the first name)
  • International or other students/staff who wish to adopt an English language nickname 
  • a name that better represents the individual’s gender identity
  • a name that the individual is in the process of changing to legally

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*
Blackboard Learn*
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

EFFECTIVE DATE
August 24, 2020

LAST UPDATED DATE
October 9, 2020

APPROVING OFFICE
Enrollment and Student Services