Preferred Name Tips for Faculty and Staff

Faculty and Staff Tips Regarding the Usage of Preferred Names

Creating and embracing an inclusive environment is important to the mission of Kent State University.  We recognize that some individuals use a name other than their legal name to identify themselves. Therefore, Kent State University has established a process to request a preferred name.

The preferred name will be used where possible in the course of University business. There are places where the legal name will continue to be used for University business or legal needs. Those who are utilizing a preferred name should always be prepared to reference their legal name as well as provide their university identification when necessary.

Only the first and middle names may be updated with a preferred name. Last names maynot be updated through the preferred name process.

Preferred Name Frequently Asked Questions

Student preferred names are displayed in the systems below. This list will change as more systems are updated.

ALEKS Grade Roster
ARES Incomplete Mark Contract
Blackboard KentLINK (University Library)
Class Roster KSU Advising
Cognos - Official Student Registrar Reports* KSUview***
Electronic Reserves (University Library) Manage My Program
FlashCard** Student Accessibility Services System
FlashFast Student Directory
FlashLine Visual Schedule Builder (VSB)
GPS (Degree Audit System)  

Employee preferred names are displayed in the systems below. This list will change as more systems are updated.

Blackboard Grade Roster
Class Roster Incomplete Mark Contract
Directory Manage My Program
FlashCard** OIM (email, any windows computer login, contact card displays, Microsoft Teams)
FlashFast Phone Display
FlashLine Visual Schedule Builder (VSB)
GPS (Degree Audit System)  

* Reports will be updated over a period of time
**If a new FlashCard is requested, the preferred name will be displayed on the front of the card and the legal name on the back.
*** KSUview designees will see the student’s preferred name when they access information that has been authorized by the student.

Once a preferred name has been approved, allow two business days for the name to appear in the systems. It is highly recommended to obtain a new FlashCard with the preferred name as soon as possible.

For all other places not listed above, assume the legal name will be used.

EMAIL DISPLAY NAME: Students can change their display name of their kent.edu email address. Please contact TechHelp at either support.kent.edu or at 330-672-HELP.

PLACES WHERE A PREFERRED NAME WILL NOT APPEAR

Admissions National Student Clearinghouse
Bursar’s Office National Student Loan Data Systems
Benefits related documents (medical, dental, vision, retirement, etc.) Official Transcripts
Commencement Program Payroll processing and forms
Degree Verification Reporting to any entity external to the University
Diploma SEVIS
Enrollment Verification Student bill
Financial Aid Student refunds
Health Center Insurance billing Tax Documents
Media release (President’s list, Dean’s list, etc)  

FOR FACULTY

  • Blackboard: The preferred name will be displayed.
  • Class/Grade Rosters: The preferred name will be shown on all class and grade rosters. If a student’s preferred name is approved in the current term, the instructor(s) will receive an email notification indicating the preferred name. Rosters will now reflect this change. Once a notification is received, it is expected that instructors will address the student by the chosen preferred name. If class rosters have been printed, please note the change or print a new roster.
  • FlashCard: If t a new FlashCard as been requested, the preferred name will be on the front of the card and the legal name will be on the back of the card.
  • Directory: You will be able to search by either the legal or preferred name. The preferred name will be the only result returned in the search. An employee's preferred name will display on the public directory.

FOR ADVISORS

  • Banner Administrative Pages: The preferred name is only displayed on SPAIDEN. The preferred first name will display on the Current Identification tab in the Preferred First Name field and on the Alternate Identification tab with the name type of ‘PREF’.
  • Blackboard: The preferred name will be displayed.
  • FlashCard: If t a new FlashCard as been requested, the preferred name will be on the front of the card and the legal name will be on the back of the card.
  • FlashFast for Advisors (Self-Service Banner): FlashFast will display the preferred name. You will be able to search by either the legal or preferred name. The preferred name will be the only result returned in the search.
  • GPS (DegreeWorks): The preferred name will be displayed.
  • Directory: You will be able to search by either the legal or preferred name. The preferred name will be the only result returned in the search. An employee's preferred name will display on the public directory.

PREFERRED NAME GENERAL TIPS

  • Always default to the preferred name. When having a one-on-one conversation, it is useful to ask, “What name would you like me to use?” Prior to speaking with a family member, please ask “What name would you like me to use if I speak to a member of your family?”
  • If paper rosters are used, the information may be outdated; please refer to the electronic version from within official University systems.
  • Refer to people by the name printed on the front of the FlashCard.
  • Some systems do not use the preferred name, therefore you can search by either the name printed on the back of the FlashCard or by the KSU ID.

SUPPORTING OUR CAMPUSE COMMUNITY

  • The impact to our community will vary, but may be more significant for international , transgender, and gender nonconforming individuals.
  • International Community Members: Employees and students should not feel pressured to identify a preferred name. International employee and students may choose an English language name for a variety of reasons:
    • Convenience for English speakers.
    • An English language name was assigned to them earlier in their educational experiences.
    • Using an English language name feels more connected and comfortable.
  • Some may change their name more than once as they test out their preferred name.
  • Take care in using an individual's name in the university community. We need to make sure not to “out” an individual.
  • Some may also want to be referred to by their personal pronouns. If there is an opportunity to talk with individuals, you may ask them to share what pronoun they would like used.
  • Training is available through Human Resources and the Division of Diversity, Equity & Inclusion for the following sessions: Title IX, Diversity, and Safe Space Ally.