Chosen Name

General Statement

The Chosen Name Service allows members of the Montana State University community to use names other than their legal names to identify themselves in times and places where a legal name is not required.

Montana State University campuses will use an approved chosen name by current students, faculty, and staff, in its databases, mailings, and in academic and professional settings in accordance with these terms and conditions. In systems that require a legal name, we will use that name instead.

Purpose

Montana State University recognizes that some members of the campus community use names other than their legal names (“chosen names”) to identify themselves.  The goal of these terms and conditions is to create a consistent name experience across University systems and use of one’s chosen name.

Permissible Use of Chosen Names

Except for prohibited uses of chosen names, members of the University community are provided the opportunity to use a chosen name to identify themselves.  A chosen name may consist of a first name, middle name, and/or last name.  It is solely the responsibility of individuals using a chosen name to communicate the name change to individuals internal and external to the University as necessary.

Prohibited Use of Chosen Name

Chosen names shall not be used for the purpose of misrepresentation, avoiding legal obligations, or otherwise in any manner that violates University policies or federal, state, or local laws. Chosen names that are not administratively possible to implement, including, without limitation, symbols or images, are prohibited. The University reserves the right to deny or remove any chosen name without prior notice to the individual due to misuse or abuse, including, but not limited to, misrepresentation, attempting to avoid legal obligations, the use of obscene content or language which otherwise violates campus policies, or names that will disrupt the academic or work environment of the University.

Display of Chosen Names

In recognition that the University is a dynamic and changing environment, it is difficult to accurately indicate all locations that chosen name will be displayed.  The University will make reasonable efforts to display chosen name where appropriate and in accordance with these terms and conditions. The chosen name will appear in many internal locations, including but not limited to the following:

• Student or Employee ID Card (optional)
• Campus Directory
• Student and Employee Information System
• Learning Management System
• Degree Planning System
• Class lists
• Grade Roster
• University Email
• Many University communications
• MyInfo
• Student and employee profiles

Display of Legal Names

The legal name must be used in the following places, as legally or operationally required:

• Background Checks
• Degree Verification
• Employment Verification
• Enrollment Verification
• Federal and State Agency Reporting
• Financial Aid
• Human Resources Benefit and Retirement Information
• Official Academic Transcript
• Paycheck and W2
• SEVIS (Immigration status reporting)
• Student Accounts
• Student Employment

Student and Employee ID Cards

Once the Chosen Name change has been processed, students or employees may optionally visit the ID card office to obtain a new ID card displaying their chosen name. Normal replacement fees will apply.

Note: Students or employees who choose to replace their ID card with one displaying their chosen first name are advised that the ID card with the chosen name shall not be used for employment verification or other uses requiring proof of legal identity.

Email Address

Individuals who elect a chosen name will have their University email address updated with their chosen name.

Privacy

Under the Family Educational Rights and Privacy Act (FERPA), a student’s name, including one’s chosen name, may be disclosed to the public as “directory information” unless the student opts not to permit such disclosure.

The chosen name request service is the method by which members of the campus community can request to use a chosen name on campus.

A chosen name is a first, middle, and/or last name that is different from your legal name. A chosen name is one you wish to use during your employment or academic career at the University.

No, you do not have to request a chosen name. This service is for people who wish to be known by a name other than their legal name.

Any student, faculty, or staff at any Montana State University campus.

People use a chosen name for any number of reasons. Here are some of the major ones:

• They wish to be known by a nickname.
• They use an abbreviated form of their first name.
• They use their middle name in place of their first name.
• To align with an individual's gender, religious or other protected class identity.
• They wish to use their former last name professionally.
• They wish to use a pseudonym such as pen name or stage name (common in literature and the arts).
• To adopt a local name (International students.)
• To provide an added degree of safety for victims of physical, sexual, or other types of violence.

You may request a chosen name using the chosen name request service in MyInfo.

Please send questions to registrar@montana.edu

Following a chosen name request, an individual's chosen name is entered into the Student  Information System (Banner). The individual's University email address will be updated  as part of the process. Once these updates are complete, their chosen name is displayed in the campus directory and in a wide variety of 3rd party systems such as DegreeWorks, D2L, CatScholarships and many more.

Students, faculty, and staff may have their chosen name printed on their CatCard.  This is optional and replacement charges will apply.

CatCard which displays a chosen name may no longer be used as a form of legal identification.

Entities off campus are not likely to consider the CatCard as a valid government ID.  Students are advised to carry a government-issued form of ID such as a driver’s license, U.S. social security card, or passport to access resources that require identification, but which are not on the Montana State University campus.

Students, faculty and staff members are free to determine the chosen name they wish to be known by in the University's information system. The University reserves the right to deny or remove any chosen name that disrupts the academic or work environment of the University.

Yes. There are many instances where legal name must continue to be used. While this is not an exhaustive list, below are a number of examples where legal name will continue to be used.

Degree Verification

Employment Verification

Enrollment Verification

Federal and State Agency Reporting

Financial Aid

Immigration Status Reporting

Official University Transcripts

Payroll

Student Information System

Tax Processing

For questions about the Chosen Name Service, please email registrar@montana.edu.