Appendix I

3/14/17

SENATE COMMITTEE ON EDUCATIONAL EQUITY AND CAMPUS ENVIRONMENT

Revision of AD 84 Preferred Name and Gender Identity Policy

(Advisory/Consultative)

Implementation: Upon approval by the President

Introduction

The University Policy AD 84 (https://guru.psu.edu/policies/AD84.html) currently considers the preferred name of members of the Penn State Community. Based upon extensive and thorough work by the President’s Commission on Lesbian, Gay, Bisexual, Transgender, and Queer Equity a revision to University Policy AD 84 is proposed to include Gender Identity. The proposed revision has been reviewed by the General Council of the University and following review by the University Faculty Senate the revision will be considered by the President’s Council. The Senate Committee on Educational Equity and Campus Environment reviewed the changes and supports the proposed revision to University Policy AD 84.

Recommendation

The Senate Committee on Educational Equity and Campus Environment proposes the following revisions be made to University Policy AD 84.

Please note that the following contains bold text for additions and strikeouts indicating deleted text. Deleted text is notated with [Delete] [End Delete]. Added text is notated with [Add] [End Add].

Administrative Policy AD84 PREFERRED NAME [Add] AND GENDER IDENTITY  [End Add] POLICY

Policy Steward: Vice President for Administration

Contents:

  • Purpose
  • Preface
  • Policy
  • Process
  • Further Information

PURPOSE:

This policy provides guidance for the establishment of a preferred name [Add] and/or gender identity  [End Add] within the University’s information systems.

PREFACE:

 [Add] Preferred Name:  [End Add] This mechanism is intended for those who have a [Delete] significant [End Delete] reason for utilizing a preferred name instead of, or in addition to, their legal name, [Delete] particularly [End Delete] individuals in the process of gender transition or those who have a safety concern. [Delete] At this time, Penn State does not have information systems in place which can accommodate all forms of a person’s legal and preferred name; changes must be made manually, on a case by case basis, for each system that can accommodate a preferred name. Name changes based on preference alone cannot be accommodated at this time but may become available as future information systems are designed. [End Delete]

[Add] Preferred Gender: This mechanism is intended for those who have a reason for utilizing a Gender Identity instead of, or in addition to, their legal Gender, individuals in the process of gender transition or those who have a safety concern. [End Add]

POLICY:

[Add] Preferred Name: [End Add] The Pennsylvania State University recognizes the need or preference for members of the University community to refer to themselves by a first name other than their legal first name. As long as the use of this name is not intended for the purposes of avoiding legal obligations or for misrepresentation, the University acknowledges that a “preferred name” can be used where possible in the course of University business and education.

Only the first name may be designated to appear as a preferred name, in systems which can accommodate it. The person’s preferred name may be used in University communications and informational materials except where the use of the legal name is required by University business or legal need. Not all University information systems, databases, and processes may be able to display a preferred name, and many uses require display of the legal name; therefore, individuals who utilize a preferred name within University systems should always be prepared to reference their legal name [Delete] as well [End Delete] and [Delete] to [End Delete] provide corresponding identification when necessary.

[Delete] This policy is not intended to encompass arbitrary or repeated name changes. [End Delete] The University reserves the right to refuse a preferred name. Instances that may result in this prohibition include [Add] arbitrary or repeated name changes; [End Add] the use of profane words; names that may be used for fraudulent purposes; [Delete] cartoon or other commonly known fictional characters; [End Delete] or other situations [Add] deemed inappropriate. [End Add]

Except as set forth below, the individual is free to determine the preferred name he or she wants to be known by in University information systems. Only the first name may be designated for the preferred name; the last name must remain the same as the full legal last name in the system.

The following list provides examples of appropriate preferred name options at this time:

  • A shortened version of the full legal name may be used (for example, Christine to “Chris”).
  • Initials may be used (David Craig to “D. C.”; Mary Ann to “M.A.”; Teresa Jeanette to “T.J.”).
  • A different first name than the legal first name may be used (David Craig to “Christy”; Christine to “Cory”; Crystal Lynn to “Lynn”).

In the instances where a member of the University community utilizes a preferred name in various University information systems, it should be understood that for University business, it will still be necessary that the legal name be used wherever the legal name is required by University business or legal need. This may [Add] but is not limited to [End Add] financial, medical, and law enforcement documents, transcripts, diplomas, W-4 forms, I-9 forms, payroll documents, Visa/immigration documents, personnel files, employment applications and related documents, background check documents, [Add] and [End Add] insurance documents [Delete] , etc. [End Delete]

[Add] Gender Identity:  The Pennsylvania State University recognizes the need or preference for members of the University community to self-assert a Gender other than their Legal Gender or their Gender at the time of birth (sometimes called “Birth Gender). As long as the use of this Gender assertion is not intended for the purposes of avoiding legal obligations or for misrepresentation, the University acknowledges that a “Gender Identity” can be used where possible in the course of University business and education.

The person’s Gender Identity may be used in University communications and informational materials except where the use of the legal Gender is required by University business or legal need. Not all University information systems, databases, and processes may be able to store or display a separate Gender Identity, and there may be uses that require display of the legal Gender; therefore, individuals who utilize a Gender Identity within University systems should always be prepared to reference their legal Gender as well and to provide corresponding identification when necessary.

Except as set forth below, the individual is free to determine the Gender Identity they want to be known by in University information systems. The following list Gender Identity options at this time:

  • Man
  • Woman
  • Other

In the instances where a member of the University community uses a Gender Identity in various University information systems, it should be understood that for University business, it will still be necessary that the legal Gender be used wherever the legal Gender is required by University business or legal need. This may include but is not limited to financial, medical, and law enforcement documents, transcripts, diplomas, W-4 forms, I-9 forms, payroll documents, Visa/immigration documents, personnel files, employment applications and related documents, background check documents, and insurance documents. [End Add]

PROCESS:

In order to simplify compliance with policies and procedures related to the management of person identity information under Penn State Administrative Policy AD80, Penn State Identity Services (IdS) and the Enterprise Project Management Office (EPMO) coordinated an initiative to establish the Penn State Person Biographical (Bio) Record. The Person Bio Record is a shared set of data elements related to person identity whose definitions are collectively understood and adhered to, created and maintained under shared policies and procedures.

Employees: Information about procedures related to an employee’s Legal Name, Preferred Name, Gender Designation, or related to withholding directory information, is available through the Penn State Person Biographical (Bio) Record website. A preferred name designation is not a legal name change. If an employee’s name has been legally changed, Policy HR66, Change of Legal Name of an Employee, applies.

Members of the Penn State Employee community requesting use of a preferred name for reasons related to gender transition, or those who have a safety concern should contact the Affirmative Action Office, which will provide liaison to relevant information systems offices when needed.

[Delete] For the purposes of maintaining accurate University records, members of the Penn State community requesting use of a preferred name for reasons related to gender transition or safety concern must work with the appropriate Penn State office which will provide a recommendation to the relevant information system office. Requests will be considered on a limited basis. Contact offices are:

  • For students in the process of gender transition, or those who have a safety concern: LGBTA Student Resource Center; Center for Women Students
  • For employees in the process of gender transition, or those who have a safety concern: The Affirmative Action Office

The office being asked to provide the recommendation may ask for additional information or documentation. Once the recommendation is completed, the recommending office will contact the relevant information systems offices to implement the change. The preferred name will be added to the University’s Central Person Registry so that the preferred name may be used in additional information systems as they are able to accommodate it. [End Delete]

[Add] Students: Information about procedures related to a student’s Legal Name, Preferred Name, Gender Designation, or related to withholding directory information, is available through the Penn State Person Biographical (Bio) Record website.

Members of the Penn State Student community requesting use of a preferred name for reasons related to gender transition, or those who have a safety concern should contact the LGBTA Student Resource Center or the Center for Women Students, who will provide liaison to the relevant information system offices when needed.

Alumni: Alumni Association members may update their personal information through the “Update Your Info” link on the Alumni Association website, by email, or by phone. Detailed information may be found at the Alumni Association website. [End Add]

[Delete] Students may use e-Lion to set confidentiality preferences, and use https://www.work.psu.edu to change e-mail alias and name related account settings to reflect the selected preferred name.

The Alumni Association maintains its own database of alumni and Blue & White Society student members. Updates can be made in three ways:

  • “Update Your Info” link on the website http://alumni.psu.edu/home-page
  • Email alumni-address@psu.edu
  • Phone: 800-548-5466

In some cases, students may wish to establish a confidentiality hold on their directory information until the preferred name request is processed. Information about withholding directory information is available at http://www.registrar.psu.edu/confidentiality/directory_information.cfm. Once the preferred name request has been processed, the student should release the confidentiality hold on the directory information, which will allow the preferred name to appear. It is important to note that even when a confidentiality hold is in place, the student’s name will appear in ANGEL rosters in courses in which the student is enrolled; the legal name will appear until the preferred name request is processed, after which time the preferred name will appear.

A preferred name designation is not a legal name change. If a student’s name has been legally changed, see Office of the University Registrar’s policy regarding legal name changes and corrections http://www.registrar.psu.edu/academic_actions/name_change.cfm . Gender designation can also be changed, which requires a government-issued ID card, such as a driver’s license showing the gender. If an employee’s name has been legally changed, Policy HR66, Change of Legal Name of an Employee, applies. [End Delete]

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact [Delete] Information Technology Services Office of Identity Services [End Delete] Identity Services. In addition, students may contact the LGBTA Student Resource Center or the Center for Women Students; faculty or staff may contact the Affirmative Action Center.

Effective Date: January 27, 2014
Date Approved: August 26, 2013
Date Published: January 27, 2014
Revision History (and effective dates):
-January 27, 2014 – New policy.

SENATE COMMITTEE ON EDUCATIONAL EQUITY AND CAMPUS ENVIRONMENT

  • Kimberly Blockett
  • Denise Bortree
  • Julia Bryan, Vice Chair
  • Dwight Davis
  • Erinn Finke
  • Timothy Lawlor
  • Robert Loeb, Chair
  • John Malchow
  • Adam Malek
  • Karyn McKinney
  • Dara Purvis
  • Eileen Trauth
  • Marcus Whitehurst