Chosen Name
The University of Utah is committed to promoting a campus community welcoming
of a diverse faculty, staff and student body. At the University, we recognize that a person's legal name
and identity may not align and therefore respect an individual's decision to be identified by their
chosen (or "preferred") name and pronouns. This is based upon
University Policy which prohibits discrimination based upon a person's gender identity and gender expression.
We recognize that employees may wish to use a name other than their legal name in most university systems or communications. Reasons for name changes may include: employees known by nicknames that are different from their names of record, international employees or students who wish to adopt an English language name, and/or transgender or gender non-conforming employees with a chosen name different than their legal name.
In these instances and others, employees may opt to specify their chosen first name via CIS. This is currently listed as the "preferred name" field in current campus systems.
When designated by an employee, chosen/preferred first name will be displayed in all University systems, except where use of a legal name is required by University business. Use of a chosen/preferred name is not permissible for any purpose of misrepresentation. The University reserves the right to remove a chosen/preferred name if it is deemed inappropriate. If an employee does not specify a chosen/preferred name, the legal name will continue to be used for all purposes.
Definitions
Legal name:
The first and last name which appears on a social security card or other government issued document (e.g. court order)
on which a legal name change is recorded.
Chosen/preferred name: The first name by which an employee wishes to be known and is referred to in their daily life; a chosen name. May also include employees with preferred "nicknames."
Display of Chosen/Preferred Name
In most cases the chosen/preferred name will replace the name of record or legal name. In some systems, legal name will continue to be used. They are;
- Insurance cards
- Payroll and tax documents. Eg: Paycheck, Direct Deposit, W-2, 1095-C etc
- Retirement statements
- Employment Eligibility documents. Eg: I-9, E-Verify
Below is a list of systems that have been identified to reflect chosen/preferred name. The date on when these changes will automatically take effect is TBD.
| University System | Name Display | Date of Change |
|---|---|---|
| Campus Directory for Employees | Chosen name | January 5th, 2021 |
| Campus Mail for employees | Chosen name | TBD |
| D-Jobs | Chosen name | TBD |
| UBenefits | Both Chosen & Legal name | January 5th, 2021 |
| Bridge | Chosen name | January 5th, 2021 |
| Kronos | Chosen name | January 6th, 2021 |
How to set your chosen/preferred name first name
- Login to CIS and then go to the Change Bio/Demo Info tile.
- Click on the "Edit Preferred Name" hyperlink
- Enter new chosen/preferred First Name
- Click the save button.
How to change your legal name in HR Systems
- Take your updated social security card to your department payroll reporter or HR Analyst.
- The HR Analyst or department payroll reporter will submit an Update Personal Data ePAF by correcting the name and attaching documentation.