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1.01 Preferred/Chosen Name – The name by which an individual wishes to be known and to have appear in College systems and when conducting day-to-day College business because it affirms that individual's gender, culture and other aspects of social identity. The preferred/chosen name will consist of a preferred/chosen first name. The preferred/chosen name does not affect the individual's middle or last name, which must remain the individual's legal name.
1.02 Legal Name – The name that is recorded on an individual's legal identification and used on formal legal records at the College.
2.01 To request a preferred/chosen name after admission to the College, a student must complete the Preferred/Chosen Name Request Form.
2.02 To request a change in preferred/chosen name or to revert back to use of a legal
name, the student must complete a new Preferred/Chosen Name Request Form.
2.03 To request a preferred/chosen name, to change a preferred/chosen name or revert back to use of a legal name, College faculty or staff must contact Human Resources.
3.01 When an individual requests use of a preferred/chosen name, the individual's records will be updated to display the preferred/chosen name in a timely manner, typically within five (5) business days, except in the following circumstances:
If the preferred/chosen name is prohibited for any one of these four reasons, the College reserves the right to deny the request for use of a preferred/chosen name. In these circumstances, the individual requesting the preferred/chosen name shall be notified of the reason(s) for denial and be given the opportunity to address the concerns. The final determination shall be made at the reasonable discretion of the Chief Student Affairs Officer (or designee) for students or the Chief Human Resources Officer (or designee) for College faculty and staff.
4.01 Once approved, the preferred/chosen name will appear and be used in the following College documents, systems, and processes:
5.01 The College will not use the preferred/chosen name on documents or in systems that require the use of a legal name for legal or business-related reasons. The individual's legal name will continue to be used for these records, which include but are not limited to the following:
5.02 The College will change a legal name on legal and business-related documents only upon receipt of documentation evidencing a legal name change.
6.01 The College considers the diploma to be a ceremonial document, and students may request that either a legal name or a preferred/chosen name appear on a diploma. If the diploma will be used for any type of legal verification, it is recommended the student request their legal name be used.
6.02 Students who request a preferred/chosen name to appear on their diploma, and who later wish to have a diploma issued in their legal name or any other name may be charged a fee for that service.
7.01 Individuals who request and use a preferred/chosen name must be aware that the preferred/chosen name will constitute an alias that they may be required to disclose in some circumstances including during background checks and other legal processes. This responsibility may be lifelong and may cover each preferred/chosen name used even if they later change or discontinue use of the preferred/chosen name.
7.02 Individuals are encouraged to candidly disclose the existence of any aliases, when appropriate, to avoid discrepancies or the appearance they are attempting to conceal the information. Individuals must also be aware that the existence of an alias may trigger heightened scrutiny during certain federal or state security clearances or background checks, especially in cases where the individual does not disclose the information to authorities.
7.03 The College will disclose and/or confirm the preferred/chosen name(s) used by the individual in accordance with any lawful request for this information, and/or upon request by the individual.
8.01 When an individual who has selected a preferred/chosen name in accordance with this policy believes that their selection and use of a preferred/chosen name is not being accommodated as required by this policy, the individual is encouraged to resolve the issue informally by communicating their concern directly to the College personnel or office that has failed to interact with, address or refer to the individual using the preferred/chosen name.
8.02 In cases where a student feels that they would benefit from additional support or advocacy, or desires to initiate a formal complaint about non-compliance in the use of such student’s preferred/chosen name, they may contact the Chief Student Affairs Officer.
8.03 In cases where a member of the College faculty or staff feels that they would benefit from additional support or advocacy, or desires to initiate a formal complaint about non-compliance in the use of such member’s preferred/chosen name, that member may contact the Chief Human Resources Officer.
9.01 A Hudson County Community College student ID card with a preferred/chosen name imprinted on it may be used as a valid identification card (ID) within the College. However, an ID card with a preferred/chosen name imprinted may not be used as an alternate to a legal ID.