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I. Scope

This policy covers use of preferred first name other than their legal first name, as well use of preferred personal pronouns.

II. Policy Statement

Earlham College promotes and strives to support an open and inclusive environment. As such, Earlham recognizes that faculty, staff, and students may choose to be identified with a name other than their legal name. Earlham will accommodate use of a preferred first name where possible. Additionally, Earlham will respect use of personal pronouns and gender identity. As long as the use of a preferred name is not intended for the purposes of avoiding legal obligations or misrepresentation, a preferred first name should be used wherever possible in the course of college business and education, except where the use of the legal name is necessitated by a legal requirement.

Choice of a preferred first name must be appropriate and cannot be an attempt at misrepresentation or fraud. The College reserves the right to remove a preferred name if it contains inappropriate or offensive language.

III. Updating Your Information

Earlham faculty, staff, and current students can update their Preferred Name, Personal Pronoun, and Gender Identity through Banner Self-Service.  Use the following instructions:

  • Log into The Heart, https://theheart.earlham.edu/, using your Earlham ID
  • Select Self-Service Log from the IT services section
  • Select the Personal Information tab, then choose Bio/Demo Profile

Detailed instructions are available at this link.

Faculty and staff should also contact Human Resources.

IV. Where Your information Will Appear

Updated Preferred Name, Personal Pronoun, and Gender Identity will appear in the following:

  • Faculty class lists and grade rosters
  • Campus directory
  • Moodle (learning management system)
  • Earlham ID card (first ID card change is free)
  • Athletic team rosters
  • Commencement program (optional)
  • email (optional)

Earlham College will continue to explore additional opportunities to incorporate preferred first names in other systems and will update this list as those opportunities are implemented.

V. Use of Legal Name

The legal name will be used when the College is legally required to use a legal name. Examples include, but are not limited to:

  • Transcripts
  • Enrollment verification forms
  • Financial aid documents
  • Tuition billing records
  • Payroll and tax documents
  • Visa/immigration documents

VI. Changing Legal Name

Changes to a student’s legal last name can only be made in the Registrar’s office in person. Faculty and staff should contact Human Resources for change of legal name or legal sex change.

Students will need to submit the “Student Legal Information Change” form and provide both a government-issued photo ID with the new name (driver’s license, state ID or passport) and the name change document (i.e., court document reflecting the name change, marriage certificate, social security card, etc.). The form can be found on the Registrar’s website.

VII. Legal Change of Sex

Students who wish to change their legal sex with the college may do so by submitting the “Student Legal Information Change” form and bringing the required documentation to the Registrar’s office.

Required documentation includes a government-issued photo ID bearing the revised sex (driver’s license, state ID or passport) as well as the court order documenting the sex change or an amended birth certificate with the revised sex.

If you are unable to come to the Registrar’s Office in person, you must submit the “Student Legal Information Change” Form and certified/notarized copies of the accompanying documents.

VIII. Process for Development and Approval

Draft developed by the Office of the Registrar: July 18, 2022

Reviewed and Amended by the Convener of the Diversity Progress Committee, Executive Director of Center for Global Education, and AVP for Strategic and Diversity Initiatives: July 18 – August 9, 2022

Final Amendments by the Office of the Registrar: August 9, 2022

Reviewed by Cabinet: August 10 – 11, 2022

Approval by President: August 12, 2022

Policy specifications

Last revision: 08/12/2022
Responsible office: Registrar
Human Resources
Information Technology Services
Approved by: President
Approval date: 08/12/2022
Effective date: 08/12/2022
Associated division(s):
Associated audience(s):
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Policy home: https://earlham.edu/policy/preferred-name-pronouns-and-gender-identity-policy