Chosen Identity Markers

Adopted Policy 1.3

Policy Purpose

To allow students, faculty and staff at the University to designate Chosen Identity Markers in certain instances.

Responsible Office

Office of Diversity and Inclusion

Responsible Executive

Chief Diversity Officer and Affirmative Action Officer

Policy History

  • Date of Interim Approval:
  • Date of Permanent Approval:
  • Date of Amendments:
  • Date of Amendments:

Policy Statement

The University at Albany strives to support the need or preference of members of the University community to use Chosen Identity Markers. The University seeks to allow the use of a Chosen Identity Markers wherever possible, consistent with applicable laws, regulations, and policies and within the capabilities of University administrative systems.

Persons Affected

Students, Faculty, Staff

All students, faculty and staff and most University offices.

Definitions

Chosen First Name is an alternative first name designated by a student, faculty member, or University or affiliated entity staff for use in certain situations and/or on certain University documents. 

Chosen Identity Markers, as used in this policy, refers to an individual’s chosen first name, personal pronouns and gender identity. 

Employee is any faculty member of the University at Albany or staff employed by the University at Albany or its affiliated entities and its subcontractors who are issued University at Albany identification cards. 

Gender Identity references a person’s sense of themselves as female, male, or another identity.

Legal First Name refers to the first name on a person’s birth certificate, driver’s license, and/or U.S. state identification.

Legal Sex refers to the current designation on a person’s birth certificate, driver’s license, and/or U.S. state identification. 

Personal Pronoun(s) is a short word which serves as a substitute for the unique or proper name of a person.

Student is a current student registered for classes at the University at Albany. 

SUNY is the State University of New York.

University is the University at Albany, State University of New York.

University ID is the identification card issued by the University to access University documents and services including but not limited to door access, bus access, meal plan access, and access to recreation services. The University ID may include future cards with different names.

Policy

  • A. Use of a Chosen Identity Markers
    • 1. Students and Employees may designate Chosen Identity Markers as permitted by the procedures promulgated under this policy.
    • 2. Students and Employees will have the option to change their Chosen Identity Markers or remove their Chosen Identity Markers at any time.
    • 3. Entering, changing or eliminating Chosen Identity Markers can be accomplished via self-service by using University systems as outlined in the procedures promulgated under this policy.
    • 4. Upon entry of a Chosen Identity Markers in University administrative systems, the Chosen Identity Markers will be used in those instances listed in the procedures promulgated under this policy, 
    • 5. It is the responsibility of Students and Employees to understand where the Chosen Identity Markers will be used and carefully consider corresponding impacts.
    • 6. Chosen First Names
      • a. The University will make a good faith effort to update University documents and systems that allow the use of Chosen First Names in a timely manner.  
      • b. It is the responsibility of each Student who designates a Chosen First Name to ensure that their instructors are able to identify their work for grading purposes.
      • c. For the name on the University ID Students and Employees may choose whether to acquire a University ID with a Chosen First Name.
        • i. If Students and Employees wish to acquire a new University ID containing a Chosen First Name, standard University ID replacement charges shall apply.
        • ii. Students and Employees should be aware that University IDs, especially if issued with a Chosen First Name, may not be considered valid government issued identification and may not be accepted for purposes such as air travel or proof of identity to authorities.
      • d. Students and Employees may only have one Chosen First Name at any one time.
      • e. Please note that the University systems of record are only able to accept Roman characters at this point.  
  • B. Prohibited Uses of a Chosen Identity Markers 
    • 1. Chosen Identity Markers shall not be used for the purpose of misidentification, misrepresentation, fraud, to avoid legal obligations, or in any other manner that violates University, SUNY, local, state or federal policy, law, rules or regulations, including University Community Rights and Responsibilities standards and all employee-related rules and policies.  Violations of such policies, laws, rules or regulations shall be addressed through established procedures.  
    • 2. A Chosen First Name may not include symbols or numbers or be otherwise prohibited by law and/or University policy or procedure, including the University Community Rights and Responsibilities student code of conduct.   
    • 3. The University reserves the right to reject the use of or remove from University administrative systems or documents any Chosen First Name that it deems in its sole judgement to be in violation of this policy.
  • C. This Policy shall be effective immediately upon approval.

Procedures

  • A. Procedures for Student use of a Chosen Identity Marker
    • 1. Students have the option to change their Chosen Identity Marker or remove their Chosen Identity Marker via self service.
      • Note: The University administrative system is limited to letters of the Roman alphabet. 
    • 2. If a Chosen First Name is designated by a Student in the University administrative system, the Chosen First Name will be displayed on:
      • a. Class rosters; 
      • b. Grade rosters;
      • c. Outlook display name;
      • d. Windows sign-on display;
      • e. University ID 
      • f. Advisor lists;
      • g. Brightspace;
      • h. Online Schedule of Class and corresponding PDF;
      • i. EAB: Advising and Student Success and EAB Navigate;
      • j. Alma/Primo (University Libraries management systems);
      • k. Production and test environments related to Self Service and Administrative systems;
      • l. ARES (electronic reserves);
      • m. Hyland Onbase (Document Management System);
      • n. Galaxy Student Engagement;
      • o. Degree Audit (uAchieve)
    • 3. If a Chosen First Name is designated by a Student in any of the following University-managed third party vendor software systems, the Chosen First Name will be displayed on:
      • a. Slate (application portal);
      • b. ILLIAD (Interlibrary Loan).
    • 4. Students have the option of selecting a Chosen First Name on their diploma by designating a Degree Name. Doing so will display the Degree Name automatically in the University commencement program and on the diploma mailer.
      • a. To enter, change, or remove a Student Chosen First Name on the University diploma and commencement program, students can create a Degree Name. 
      • b. The commencement program will display the Degree Name, if one exists, that is entered into the University system at the time the yearly Commencement program is produced in April.
      • c. The diploma will display the Degree Name, if one exists, that is entered into the University system at the time the diploma is ordered.
      • d. The diploma mailer will display the Degree Name, if one exists, at the time the diploma is ordered.
    • 5. Chosen First Name will not be displayed on all University records, documents, and instances not mentioned above, including, but not limited to: 
      • a. Transcripts;
      • b. Financial Aid applications and records;
      • c. Student Accounts records;
      • d. Reporting to state and federal agencies;
      • e. Student employment records;
      • f. Housing contracts;
      • g. International student records; 
      • h. Medical records;
      • i. @albany.edu e-mail address (will continue to use first initial of legal first name – can be changed by submitting a help desk ticket). 
    • 6. Students who are State employees at the University (including but not limited to work study, student assistants, and graduate and teaching assistants) should also follow the Employee procedures for entering, changing, or removing a Chosen Identity Marker. Student Employees who follow only Employee procedures should reference section B of the procedures promulgated under this policy. Students with non-State employment on campus (e.g., Research Foundation, food service provider or other vendor) should follow the Procedures for Student use of a Chosen Identity Marker.
    • 7. If a Chosen Personal Pronoun is designated by a Student, the Chosen Personal Pronoun will only appear within the University’s system of records, PeopleSoft.
      • a. In alignment with the SUNY common application, the University has made available the following personal pronoun options at this time:
        • i. She/Her/Hers
        • ii. He/Him/His
        • iii. They/Them/Their
    • 8. If a Chosen Gender Identity is designated by a Student, the Chosen Gender Identity will only appear within the University’s system of records, PeopleSoft.
      • a. In alignment with the SUNY common application, the University has made available the following personal pronoun options at this time:
        • i. Female
        • ii. Male
        • iii. Non-Binary
        • iv. Other 
  • B. Procedures for Employee use of a Chosen Identity Marker.
    • 1. Employees have the option to change their Chosen Identity Marker or remove their Chosen Identity Marker at any time. 
      • Note: The University administrative system is limited to characters of the Roman alphabet.
    • 2. To enter, change, or remove a Chosen Identity Marker, go to the HR website. 
    • 3. If a Chosen First Name is designated in the University administrative system the Chosen First Name will be displayed on:
      • a. Class rosters;
      • b. Grade rosters;
      • c. Blackboard;
      • d. Online schedule of classes and corresponding PDF; 
      • e. Employee on-line directory;
      • f. Outlook display name;
      • g. Windows sign-on display;
      • h. University ID;
      • i. Online time and attendance system; 
      • j. Galaxy Student Engagement. 
      • k. Degree Audit (uAchieve) - shows initial of Chosen First Name
    • 4. Chosen First Name will not be displayed on all University records, documents, and instances not mentioned above, including, but not limited to:
      • a. Reporting to state and federal agencies;
      • b. Payroll records; 
      • c. Tax forms and reporting;
      • d. Visa or immigration records;
      • e. Employee benefits enrollment and forms;
      • f. Other records where a legal name is required by law or University policy;
      • g. @albany.edu e-mail address (will continue to use first initial of legal first name – can be changed by submitting a help desk ticket).
    • 5. If a Chosen Personal Pronoun is designated by an Employee, the Chosen Personal Pronoun will only appear within the University’s system of records, PeopleSoft.
      • a. In alignment with the SUNY common application, University has made available the following personal pronoun options at this time
        • i. She/Her/Hers
        • ii. He/Him/His
        • iii. They/Them/Their
    • 6. If a Chosen Gender Identity is designated by an Employee, the Chosen Gender Identity will only appear within the University’s system of records, PeopleSoft.
      • a. In alignment with the SUNY common application, University has made available the following personal pronoun options at this time
        • i. Female
        • ii. Male
        • iii. Non-Binary
        • iv. Other 

Related Documents

Statutes: New York State Public Officers Law

Regulations: None

SUNY Policies: None

University Policies, Guidelines and Procedures:

  • Community Rights and Responsibilities
  • Obtaining or Replacing SUNYCard Procedures
  • State Human Resources Chosen Name Procedures

Other: None