Policies & Regulations
Academic Affairs: Enrollment Services




 
I. OBJECTIVE & PURPOSE


The University of North Florida has a stated vision of promoting a campus-wide environment in which university leadership and each department manifests the valuing of diversity by leveraging the power of inclusion. In keeping with the vision, the University of North Florida will allow students, staff and faculty the right to choose a preferred name and pronoun in selective academic and functional areas. Students, staff or faculty who wish to update all university maintained records with a new name will need to complete the legal name change process.



II. STATEMENT OF POLICY


A. Name types

1. Legal name 


Students are required to provide their legal names on their applications for admission. After enrollment, students may process official name changes or corrections with the Office of the University Registrar via One-Stop Student Services. Similarly, staff and faculty must provide their legal name employment related applications and can request a change or correction after employment. Changes related to staff and faculty shall be directed to Human Resources. A change of legal name requires an official document or court order verifying the correct information at the time the request is made. Questions regarding specific requirements can be referred to the Office of Human Resources and One-Stop Student Services. Examples of possible required documents include:
a) Valid passport (required for international students in non-immigrant status);
b) Court action document;
c) Divorce decree (the appropriate page of the decree) and Driver’s License;
d) Marriage certificate and Driver’s License ;
e) social security card
f) Federal or state-issued identification card
When only one word is provided for the legal name, the information will be stored in a system's last name field with the standardized designation of 'FNU' (first name unknown) stored in the first name field.

2. Diploma name 


Students may provide abbreviated variations of their legal names when they apply for graduation. The name appearing on a student's diploma may be different from the legal name only with these options: option of first name or initial, option of including or excluding the middle name or initial, proper capitalization, and proper accentuation of the name. First and middle names may not be lengthened (i.e., expanding an initial to a full name) for a diploma name without also updating the legal name.

3. Preferred name 


Students may provide a preferred name (or nickname) and pronoun via the office of the University Registrar. Faculty and staff may do so via Human Resources. The university reserves the right to remove a preferred name if it is used inappropriately or for misrepresentation. In cases of alleged inappropriate use or misrepresentation, students will be referred to Student Conduct to determine the appropriateness of use. Matters involving faculty and staff will be referred to Human Resources.


B. Use of names

1. Legal name 


Legal name will be used as follows:
a) Reporting to state and federal agencies;
b) Transcripts;
c) Financial aid documents and processes;
d) Identification cards;
e) Enrollment and degree verification processes;
f) Transfer and external credit processes;
g) Official lists of students made available to the public or for communicating with "the parents or guardians of";
h) Other records where the legal name is required by law or university policy. (i.e. VA certification or international student forms)
i) Employment documents including but not limited to tax documents, payroll and benefit documentation
j) Official interactions with the University Police Dept. when legal name is requested.
k) Diploma Commencement program, if student has not requested non-disclosure of personally identifiable directory information. 


2. Preferred name 


Preferred name and pronoun will be used in lieu of legal name when it is not necessary for the legal name to be used. It will be used across University systems where available. Faculty, staff, and students are expected to facilitate the use of preferred name and pronoun.