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Preferred First Name

Responsible Department
University Relations
Effective Date
  1. .

    Policy Purpose

    The University of North Georgia (the “University”) recognizes that students and employees may wish to use a name other than their Legal Name across University systems. When requested and where systems allow, the University will use a Preferred First Name except where use of the Legal Name is required by University business or legal need.

  2. .


    1. Legal Name: A person’s Legal Name is the name used for official government documents such as licenses, passports, and tax forms. Also commonly known as “given name,” this name is officially recorded in University systems and documents.

    2. Preferred First Name: A Preferred First Name is an alternative to the individual’s Legal Name as designated by the individual. This is the name the individual prefers to be used within the University of North Georgia community. These may include individuals who prefer to use:

      1. A middle name or nickname instead of a first name;
      2. An anglicized name;
      3. A name to which the individual is in the process of legally changing; or
      4. A name that better represents the individual’s gender identity.
  3. .

    Policy Statement

    1. Individuals can request the use of a Preferred First Name instead of the individual’s Legal Name in select University-related systems and documents.  Requests should be made in good faith.

    2. An individual’s Legal Name will be used in all University-related systems and documents related to official University records.  This name can only be changed by the University of North Georgia following submission of appropriate legal documents.

    3. As systems are updated or replaced, Preferred First Name capabilities will be improved and implemented.

    4. Generally, an individual is permitted to make one Preferred First Name request during an academic year. Exceptions to this rule may be made in extenuating circumstances and will be addressed on a case-by-case basis. The University reserves the right to suspend the individual’s privilege to update their Preferred First Name.

    5. Preferred First Name requests will be denied or revoked when a name is deemed, by the Director of Diversity & Inclusion in consultation with the Registrar, to be disruptive including, but not limited, to avoid a legal obligation, fraud, or confusing to the operations of the University.
  4. .

    Support Information

    1. The U.S. Department of Justice Division of Civil Rights, the U.S. Department of Education Office of Civil Rights, and the Council for the Advancement of Standards in Higher Education recommend that universities and colleges provide policies to support transgender students. This policy will improve support for students, faculty, and staff in the University environment.

    2. The University’s infrastructure is multi-faceted and complex, utilizing many third-party software systems.  While many systems already reflect a Preferred First Name option, there are remaining systems where the implementation of Preferred First Name is forthcoming or where Legal Name and Preferred First Name both appear.
  5. .


    Any related operating procedures must comply with and should reference this policy.

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