Aerial view of campus with Williamsport, the Susquehanna River and Bald Eagle Mountain as a backdrop

Preferred/Chosen and Legal Name Policy

Policy Statement

Lycoming College recognizes that a student, faculty, or staff may use a first name other than their legal first name to identify themselves. Instances of a preferred/chosen first name may include, but are not limited to, people who use their middle name instead of their first name, people who use nicknames of a legal name, people who use an anglicized name, or people who use a name that affirms their gender identity. The College will use the designated preferred/chosen first name whenever possible in college communications and reporting, except (1) where the use of the legal first name is necessitated by college business or legal requirement or (2) the preferred/chosen first name is being used for purposes of misidentification, fraud, or misrepresentation. For identity verification purposes, students, faculty, and staff must use their legal last name.

Applicability

Students:

Students may wish to use a preferred/chosen first name or make changes to their legal first and/or last name designation at the College. Those interested in making changes to their preferred/chosen first name should contact the Vice President for Student Life and Dean of Students at (570) 321-4039. Those interested in making changes to their legal first and/or last name should contact the Registrar’s Office at (570) 321-4045 or registrar@lycoming.edu.

Faculty/Staff:

Employees may wish to use a preferred/chosen first name or make changes to their legal first and/or last name designation at the College. Those interested in making changes should contact Human Resources at hr@lycoming.edu.

Definitions

Preferred/Chosen First Name
Lycoming College recognizes the use of a preferred/chosen first name as a first name that may be used instead of the legal first name.

Preferred/Chosen First Name will be used as follows:

  • Degree audit reporting system
  • Grade reports
  • Advisee lists
  • Unofficial transcripts
  • Diploma
  • Library resource sign-out process
  • Directory listings
  • Class rosters
  • Academic Suspension/Probation Notifications
  • Alumni Magazine, Giving Recognition, Event Invitations

Legal First Name (and/or last) name
The legal first name identifies a person for legal and other official purposes. A legal first name is generally the first name given and registered at birth and appears on a birth certificate.

Legal First Name will be used as follows:

  • Official College communications sent to parents
  • Student Financial accounts
  • Financial aid
  • All State and Federal tax documents
  • Responses to enrollment inquiries
  • Official transcripts
  • Teacher certification records
  • Paychecks, W-2s and other payroll records
  • Employment documents
  • Employment verifications
  • Benefits enrollment
  • Immigration documents
  • Medical Records

Procedures for Requesting Changes

Declaring a Preferred/Chosen First Name

*Preferred/Chosen first name and pronouns changes do not require government documentation

When declaring a preferred/chosen first name, you may indicate chosen pronouns, salutation, and/or request a change to your primary email address.

*Note that your previous email address will still work.

Changing Legal First (and last) Name

*Legal First and/or Last Name changes require government documentation

The legal first and/or last name may subsequently change for a variety of reasons. When changing a legal First and/or last name, you may indicate chosen pronouns, salutation, changes to sex identification, and/or request a change your primary email address.

*Note that your previous email address will still work.

Student:

The Vice President for Student Life and Dean of Students may request a meeting with the student submitting the request. The Registrar’s Office will be notified about acknowledged forms and will then update the student’s record.

Faculty/Staff:

The Human Resource office will oversee and process request forms for faculty and staff.

Responsibilities

It is the Responsibility of Students, Faculty, and Staff to

  • Use a person’s preferred/chosen first name whenever possible
  • Use a legal first and/or last name when required.
  • Guide people to appropriate offices to address questions or concerns.

The Office of Student Life

  • Oversees explanation of policy for students.
  • Receives, acknowledges, and coordinates preferred/chosen first name and legal first and/or last name requests forms for students.
  • Notifies the Registrar’s Office about acknowledged forms.
  • Contact information: millerda@lycoming.edu

The Registrar’s Office

  • Processes and coordinates preferred/chosen first name and legal first and/or last name requests for students with other college departments.
  • Contact information: registrar@lycoming.edu

Human Resources

  • Oversees, receives, and processes preferred/chosen first name and legal first and/or last name requests for faculty and staff.
  • Contact information: hr@lycoming.edu

Approved Administrative Cabinet 3/22/2022
Approved, Information Technology Committee 1/27/2022
Revised, Data Governance Committee 12/9/2022