Chosen Name and Identified Pronouns Policy

(Adopted April 2024)

Policy

Cincinnati State believes the inclusion of diverse experiences is critical to academic and social success. One way the College demonstrates inclusion is through voluntary use of chosen names and identified pronouns. To support an inclusive campus community and encourage self-expression, Cincinnati State students and employees may use their chosen first name and/or identified pronouns in College records and electronic systems where legal names are not required and where implementation in electronic records is available. Typically, pronouns are displayed within parentheses after a name; for example: “Charlie Smith (they/them)”.

The College is striving to implement chosen names and identified pronouns in as many electronic systems as possible. Implementation is expected to be completed by Spring Semester 2025.

The College encourages faculty, staff, and students to use an individual’s chosen name and identified pronouns. However, the College cannot mandate that they do so.

Definitions

Chosen Name

The first name a person uses in their daily life that differs from the name appearing on their legal records.

Gender

The spectrum of masculinity, femininity, gender expansive, and nonbinary status that includes expression, identity, behavior, and sociocultural constructions. (American Psychological Association, 2023)

Gender Identity

A person’s psychological sense of their gender. Gender identities may or may not correspond to a person’s sex assigned at birth, presumed gender based on sex assignment, or primary or secondary sex characteristics. (American Psychological Association, 2023)

Legal Name

The name used on documents issued by the United States or state government; for example, a passport or social security card.

Pronouns

Pronouns are substitutions for names or other nouns; for example, he, her, they, theirs, ze, or zir. 

Implementation

Identifying a Chosen Name and/or Identified Pronouns

New students and employees can identify their chosen name on their admissions or employment application.

Current students and employees can update their chosen name and/or identified pronouns in Self-Service. A link to additional instructions will be available on the College website.

Chosen names cannot include symbols or numbers. A chosen name cannot be derogatory, obscene, or violate College policy.

Legal Name Change

Students seeking to change their legal first and/or last name in Cincinnati State records and electronic systems must complete the Personal Data Change form and return the form to the Registrar’s Office.

Employees seeking to change their legal first and/or last name in Cincinnati State records and electronic systems must complete the Change of Status eForm available from the Human Resources Office.

How Chosen Names are Used

The College displays chosen names in College records and electronic systems where implementation is available, including, but not limited to:

• Student and Employee College ID Card (“SurgeCard”)
• College email (Outlook/Surge Mail) display names
• Student Information System (Colleague)

• Class rosters in Blackboard Learning Management System
• Appointments made through Starfish for advising, tutoring, disability services, etc.
• Admissions Software (Element) for applicants to the College  

Even though an individual has identified a chosen name, the individual’s legal name will be used by the College where required for business, regulatory, legal, and external reporting purposes, including, but not limited to:

• Student Accounts
• Financial Aid
• Official Transcripts
• Federal Immigration Documents
• Police Records
• Student Conduct Records
• Payroll
• Professional Licensure Records 

How Identified Pronouns are Used

An individual’s identified pronouns will be displayed in College records and electronic systems where implementation in electronic records is available. A link to additional instructions will be available on the College website.

Oversight

Authority for amendments and operational authority for the execution of this policy resides with the Provost.