Chosen Name Policy
Diversity, Equity, and Inclusion
Effective Date: January 9, 2023, Approved 12/1/22, Updated 6/12/23
Supersedes: N/A
Issuing Authority: President and Vice President for Academic Affairs/Provost
Responsible Officers: Chief Inclusion Officer, Chief Human Resources Officer, and Dean of Students/Senior Student Affairs Officer
Note: This policy was reviewed by IS, HR, Registrar’s Office, Chief Inclusion Officer, DEI Team, Technology Employee Work Group and Student Workgroup, Legal Affairs and members of the Provost Executive Team.
Background
Massachusetts College of Pharmacy and Health Sciences (MCPHS) is committed to diversity, equity, and inclusion. As such, we ask that all community members appreciate and celebrate differences in others and contribute to a safe and inclusive environment where everyone feels valued. An essential aspect of fostering an inclusive workplace and learning environment is using inclusive language that supports all members of the MCPHS community. Providing opportunities for students, faculty, and staff to express their identity supports MCPHS’s core values of diversity, inclusion, respect, authenticity and our strategic priorities for student, faculty, and staff success.
Statement of Policy
Massachusetts College of Pharmacy and Health Sciences (MCPHS) fosters an inclusive environment and encourages self-expression. MCPHS recognizes that faculty, staff, and students may use a Chosen Name that is other than their Legal Name to identify themselves (as such capitalized items are defined below). Unless otherwise prohibited by law, policy, or business needs, MCPHS acknowledges that a Chosen Name must be used whenever possible during MCPHS business and education. MCPHS will use an individual’s Chosen Name whenever possible so long as the Chosen Name meets the requirements of this policy and the name is not used for an improper purpose such as misrepresentation, avoiding a legal obligation, and is not vulgar or derogatory.
To Whom the Policy Applies
This policy applies to the entire campus community: including prospective and current students, faculty, and staff.
Procedures
Use of Chosen Names
Whenever a Legal Name is not required, MCPHS will use an individual’s Chosen Name in internal documents, communications, University information systems and web portals, including:
- Colleague
- Office 365 (including email)
- ID Badges
- Sodexo
- RAVE Emergency Notification System
- Blackboard
- CoursEval
- Student Advising Platform
- Self-Service
- Diploma, if requested
- Student Success Hub (Salesforce)
- Raiser’s Edge
- Student Financial Aid System
Use of Legal Names
MCPHS will continue to use the Legal Name, when required, in some of its records, including but not limited to:
- Regulatory Filings and Reporting
- National Student Clearinghouse (Department of Education enrollment reporting)
- Financial Aid / Student Financial Services (SFS)
- Human Resources / Payroll Reporting (e.g., veterans reporting, EEOC)
- Registrar’s Office Records (e.g., official transcript)
- Business Office (e.g., payments/billing, SFS, Financial Aid)
- Enrollment Inquires and Verifications
- Health, Insurance, and Medical Documents and Records
- Immigration Documents and Records
- Employment Inquiries and Verifications
- Clinical Sites
- Human Resources and Payroll Records and Systems (e.g., reports, W-2's, ADP WorkforceNow)
- Other systems and/or reports that require legal name (e.g., Castlebranch, various OnColl reports)
Requests for name changes are typically processed within 3-5 business days.
Students
If you are a Student, proceed to Self-Service and update your User Profile. Students who are also employees should also follow the instructions for employees.
Employees
If you are an Employee, proceed to the Payroll website to obtain instructions on how to make the change in ADP WorkforceNow.
Note: Legal documentation and official identification is required and must be submitted before changes to your Legal Name can be processed. See the Registrar’s website (for students) or the Payroll website (for employees) for more information.
Definitions
Chosen Name
A Chosen Name is a name an individual wishes to be known by, or identifies by, in the University Community that is different from the individual’s Legal Name. Unless prohibited by law, a Chosen Name must be used in place of a Legal Name on an ID Badge and in University email, class/grade rosters, Blackboard, Self Service, and/or directories.
Legal Name
A Legal Name is the name that appears on legal documents such as an individual’s Passport, Driver’s License, Birth and/or Marriage Certificate, or U.S. Social Security card. Where required by law, the University will use a Legal Name. This may include, but is not limited to, financial aid purposes, business office, official transcripts, employment, documentation related to immigration, and/or federal, state, or local reporting agencies.
Exclusions
A Chosen Name cannot be used for misrepresentation, to avoid legal obligations, or in any manner that violates University policies and/or federal, state, or local laws. Chosen Names that are offensive, inappropriate, or not administratively possible to implement — including symbols, numbers, and/or images — are prohibited. MCPHS reserves the right to remove any Chosen Name without prior notice to the individual due to misuse or abuse of this policy, including but not limited to misrepresentation, attempting to avoid legal obligations, or the use of offensive or derogatory names.
Privacy
The University safeguards the privacy of Personally Identifiable Information (PII) of community members maintained in University records as required by applicable law. Unless otherwise required by law, only individuals with a legitimate educational or business interest will have access or be provided access to this information. Requests to access this information must be approved by the University Registrar (for students) or the Office of Human Resources (for employees).