Regulations & Policies

Academic Affairs - Enrollment Services

I. OBJECTIVE & PURPOSE

The University of North Florida promotes a campus-wide environment in which university leadership and each department recommit daily to the University’s Values of Accountability, Integrity, Excellence, Civility, and Culture of Care. In keeping with these Values, the University of North Florida will allow students, staff and faculty to choose a preferred name and pronoun in selected 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

1. Name types
   1. Legal Name

      Students, faculty and staff are required to provide their legal names on their applications. A preferred first name may be provided in addition to the legal name on applications. After enrollment, students may process official name changes or corrections with the Office of the University Registrar via One-Stop Student Services. Similarly, staff, faculty, and students seeking employment must provide their legal name on employment-related applications and can request a change or correction after employment. Staff and faculty changes 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:

      1. Valid passport (required for international students in non-immigrant status);
      2. Driver's License;
      3. Social Security card; or
      4. 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 First Name and Pronouns

      Preferred first names and pronouns may be provided on applications for admissions and employment (in addition to legal names). Students who did not submit their preferred name and pronouns in their applications may provide preferred first names and pronouns via the office of the University Registrar, and separately on applications for employment via Human Resources. 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.

2. Use of Names

   Legal names are to be used in official interactions with law enforcement, and where required by law or policy.

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

   For a list of usages associated with legal and preferred names, please refer to the Registrar’s Office Preferred Name and Pronouns Webpage.

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