Policy 99
University of Wisconsin-Parkside
Recognized Name, Gender, and Pronouns
Policy #99
99.01 Background
The University of Wisconsin-Parkside recognizes the need for some members of the University community to refer to themselves by a name other than that listed on their legal documents. Gender and Pronouns may also be indicated. By allowing individuals to use their recognized name, gender, and pronouns across university platforms/systems (except whereby legal information is required by law or official university policy), the University seeks to serve and include those who may require the following:
- A middle name;
- An anglicized name;
- A nickname;
- A name which the individual is in the process of legally changing
- A name that better represents an individual
- A stage or performance name.
Or any other request deemed reasonable as submitted to the Dean of Students or HR oversight.
Except for when the use of an individual’s legal information is required by law or policy, individuals will be identified throughout all university platforms/systems, databases, and documentation by the recognized name, gender, and pronouns they have designated in accordance with this policy.
99.02 Definitions
Legal Name – First, middle, and last name that appears on valid birth certificate, social security card, tax forms, licenses, passport and/or other legal documents. This is the name that is officially recorded in university systems and documents and can only be changed by UW-Parkside following submission of appropriate legal documentation. Legal names will be used where there is a university business or legal need.
Recognized Name – Any name requested and deemed adherent to guidelines as set forth within sections 99.5 and 99.6 by which one will be identified within the university platforms/systems.
Legal Sex - Refers to a person's biological sex as listed on legal documents. This is the Legal Sex that is officially recorded in university systems and documents and can only be changed by UW-Parkside following submission of appropriate legal documentation.
Gender – How an individual identifies their gender, regardless of legal documentation.
Pronouns – How an individual identifies their self apart from their name.
99.03 University Records Where Recognized Name, Gender, and Pronouns are Used
- University ID
- University Directory
- Official Student Email Display Name
- Official Employee Email Display Name
- Rosters (to include both academic rosters and Housing and Residence Life rosters)
- Dean’s List
- Third Party/Partner Software solutions including but not limited to: Blackboard, Navigate, and Learning Platforms (Canvas)
99.04 University Records Where Legal Name and Legal Sex are Used
- Legal documents prepared by the University
- Student Accounts and Bursar records
- Financial Aid and Scholarship documentation
- Enrollment inquiries such as verification requests and official academic transcripts
- International Student Visas and residency documents
- Records required by licensure agencies
- Employment, payroll, and benefits documentation
- Student Health and Counseling Operations
- Tax receipts and gift agreements
- State and Federal Reporting
Please note that a recognized name is considered "Directory Information" and may be released (when appropriate) without the expressed written permission of the student or employee.
99.05 Procedure
Individuals will be allowed to change their name, gender, and pronouns at any time during the year. Names are limited to alphabetical characters and hyphens or apostrophes only. At any time, individuals may submit changes or updates to their name within the university systems.
Students can refer to the Student Handbook for information on updating Name, Gender, Legal Sex, and Pronouns.
Employees should refer to the Employee Handbook for information on updating Name, Gender, Legal Sex, and Pronouns.
99.06 Review of Requests
The Dean of Students Office is responsible for student requests for name changes and updates.
The Human Resources Department is responsible for employee request for name changes and updates.
University Development & Alumni Relations Office is responsible for alumni, friends and donors of the university, name change requests and updates.
Any recognized name, gender, or pronoun(s) requests that may be deemed by a reasonable person to be an attempt at misrepresentation or fraud, antagonistic towards any federally protected classes under EEOC and antidiscrimination law or title IX protections, and/or interpreted as offensive by the Dean of Students or HR oversight processes will be denied.
It is a violation of the policy to indicate a name, gender, or pronoun(s) for the purposes of misrepresentation, fraud, and/or antagonism. Fraud, misrepresentation, and/or antagonism towards protected classes may also violate UWS Student Nonacademic Misconduct Chapter 17.09, 17.09.10, and/or 17.09.11, as well as UWS Administrative Policy 1292 Workplace Conduct Expectations.
99.07 Accountability
Administrative Policy 99: Recognized Name, Gender, and Pronouns Policy, is written in accordance with the University of Wisconsin Parkside mission of providing “services responsive to its diverse student population, and its local, national and global communities” And the vision of fostering academic excellence “focused on student success, diversity, inclusion and community engagement”
While The university is not able to ensure that a recognized name, gender, and/or pronoun(s) will be used by all members of the UW-Parkside community, the mission and values of the university, as well as the student and employee handbooks, procedures, best practices, and policies outlined therein, support Administrative Policy 99.
99.08 Policy Review
The Recognized Name, Gender, and Pronouns Policy will be reviewed every two years. Recommendations for changes will be forwarded to the Chancellor’s Cabinet for approval no later than March 1st during review years. Any changes shall be implemented effective the next Fall term and/or as required by UW System policy, federal, state, and/or local law.