UMMC Policy and Procedure Manual E-AA-GEN-GEN-PO-00046
Subject: Student Name Policy and Use
Revised Date: 10/28/2020 Effective Date: 4/25/2019
Prepared By:
Dorothy R. Singleton
Approved By:
Ralph H. Didlake

Student Name Policy and Use

Basis for Policy: UMMC has an expectation that a student’s legal name will be used in the course of UMMC business and education. UMMC acknowledges that a preferred name may be used in limited circumstances, recognizing that students may wish to use a preferred name rather than their legal first name to identify themselves.

Definitions:

Legal Name- Name recorded on a student’s legal identification, including passport, birth certificate or social security card, and utilized on official UMMC records.

Preferred Name- A name other than a student’s legal name that the student has indicated the desire to be identified and/or addressed by, that is significantly different from legal first name.

Policy: UMMC has an expectation that a student’s legal name will be used in the course of UMMC business and education. UMMC acknowledges that a preferred name may be used in certain delineated circumstances, recognizing that students may wish to use a preferred name rather than their legal first name to identify themselves. Students who are utilizing a preferred name should always be prepared to confirm their identification and provide additional information when necessary. Any student may designate a preferred first name regardless of whether they have legally changed their name.

UMMC reserves the right to decline or revoke a preferred name on the grounds the preferred name is used for criminal purpose, misrepresentation, may be harmful to the reputation or interests of UMMC, and/or conveys inappropriate or offensive language or meaning. Abuse or misuse of this policy may result in disciplinary action.

Students who register a preferred name must be aware that preferred names are required to be disclosed in certain circumstances, including during background checks and other legal processes. UMMC is under a continued responsibility to report such names even after a student has discontinued use of the preferred name.

Use of Legal or Preferred First Name

Legal Name: Instances where legal name will be used.

• Student accounts and bills

• Student Employment Records, Including I-9, Paychecks, and Paystubs

• I-20- for FI International students

• Financial aid documents, including FAFSA, refund checks and Billing Records and Communication

• Registrar’s Office Records (ie. permanent student file records)

• Enrollment and degree verification certificates

• Some official forms or correspondence from UMMC such as financial aid awards, departmental or program notices, new hire forms, etc.

• Official and Unofficial Transcripts

• Diplomas and Certificates

• Commencement programs

• Student information in the SIS

• Admissions records

• Disciplinary records

• Law Enforcement records

• Health insurance records, including enrollment and waiver

• All immunization forms

• Tax related documentation, including W-2and T-2104 tax forms

• UMMC email address

• UMMC degree audit

Preferred Name: Instances where preferred first name will be used.

• Online directory

• Class Rosters

• Learning Management System

• Advising systems

• Online Course Selection (OCS)

• ID Cards

• Email display name

When requesting a legal name change, supporting documentation must include one of the following:

• Birth Certificate

• Marriage License

• Divorce Decree (only redacted divorce decree)

• Court Order

• Naturalization Certificate, permanent resident alien card or documentation issued by U.S. Immigration and Customs Service

The University reserves the right to request additional supporting documentation.