Preferred Name Policy

Overview

Hood College recognizes that faculty, staff, and students may use names other than their legal names to identify themselves for a variety of reasons. The ability to use a preferred name can be particularly important for transgender or gender non-conforming persons. Except when the use of an individual’s legal name is required by law or policy, individuals will be identified in Hood College information systems by the preferred name in accordance with the designed use of the software.

Purpose

A person seeking to adopt a preferred name that is different from their legal name must certify that the preferred name is or will be actually used to identify themselves. In order to update their preferred name, students should log into Self-Service, select the My Profile tab, select the Personal Information menu item and then select and update the Gender Identity Information fields. Faculty and staff should contact Human Resources. 

A preferred name cannot be used for the purpose of misrepresentation or fraud and must otherwise comply with Hood College policies. The College Registrar will determine if a student’s preferred name is appropriate under these criteria.  The Human Resources department will determine if a faculty or staff’s preferred name is appropriate.

College Issued Identification Cards
A person’s preferred name can be printed on their Hood College identification card if requested. Faculty, staff or students who update their preferred name after being issued an identification card may request a replacement card.

Systems and Processes
Hood College utilizes multiple information systems to manage its operations and processes. Where appropriate, college systems will be modified to display only the preferred name, such as when producing course rosters for students. Instances in which a legal name is required include, but are not limited to, payroll records, billing records, financial aid documents, official transcripts, tax documents and federal immigration documents.

Since students may update their preferred names at any time throughout the year, college information systems will be refreshed on a regular basis. Appropriate system fields, forms, reports and processes that collect and/or use student information will be updated to allow the use of preferred names whenever possible.

With questions about this policy, contact Dr. Lisa Marcus (she/her), chair of the President's Council on Transgender Inclusivity.