Name Policy and Use

Purpose

The purpose of this policy (the “Policy”) is to establish the terms and conditions under which current students, priests, faculty, administrators, and staff at Seton Hall University (the “University”) may use their preferred first name in lieu of their legal first name on certain University systems, documentation, and in the classroom.

Scope

This Policy is applicable to current University students, priests, faculty, administrators, and staff.

Definitions

Legal First Name: the "Legal First Name" is the individual’s first name that appears on the individual’s documentation establishing legal identity by a government entity such as, but not limited to, the individual’s own passport, visa, permanent resident card, ID card issued by a government entity within the U.S., driver’s license, birth certificate, or U.S. Social Security Card.
Preferred First Name: the "Preferred First Name" is the first name the individual wishes to be known by in the University community that is different from the Legal First Name.

Policy

All current University students, priests, faculty, administrators, and staff may choose to be identified by, when reasonably possible, a Preferred First Name in place of their Legal First Name on certain University systems and documents, except where the use of the Legal First Name is required by law or University policy.

In some cases, due to University system requirements or limitations, the individual’s Preferred First Name will be displayed in parentheses after the Legal First Name, as follows: Legal First Name (Preferred First Name) Legal Last Name. For example, if an individual, whose legal name is Kathleen Smith, selects a Preferred First Name of “Katie,” then the individual’s name may display as “Kathleen (Katie) Smith” in certain University systems or programs.

The University systems or programs in which an individual’s Preferred First Name may be displayed, or may be displayed as Legal First Name (Preferred First Name) Legal Last Name, include:

ID Cards
Class rosters
Canvas learning management system
Compass advising system
Degree Works

The University reserves the right to remove a Preferred First Name from University systems if it is offensive or its use is an actual or potential violation of any federal, state, or local law or University policy, including, but not limited to, the following examples: for the purpose of misrepresentation, to be disruptive or harassing, or to attempt to avoid a legal obligation. Preferred First Names are limited to letters in the alphabet, a hyphen and a space.

A Preferred First Name may only be designated by the individual who will be identified by that Preferred First Name. It may take several weeks for a Preferred First Name to be displayed in the various University systems. Even in University systems that display a Preferred First Name alone, the individual’s Legal First Name will remain unchanged in all University systems after designating a Preferred First Name.

An individual’s Legal First Name will still be used on University records and systems where a legal name is required to be used by law or University policy, including, but not limited to, the following:

Diplomas, transcripts, and registration records
Seton Hall email address and PirateNet credential
Student accounts and bills
Employment records and paychecks
Employee payroll records and paychecks
Financial aid documents and refund checks
Enrollment and degree verification certificates
Health, medical, and insurance records
Study Abroad records (i.e., travel documents, signature documents)
Official forms or correspondence from the University such as financial aid awards, residence life contracts, departmental or program notices, and new hire forms
Transfer credit evaluation
Tax Records
Admissions records
Disciplinary records

Designating a Preferred First Name

Individuals may designate a Preferred First Name in Self Service Banner through the Personal Information dashboard. This dashboard displays personal information, including name, address, phone number, date of birth, and marital status. Using the Edit button located in the Personal Details section of this form, individuals may designate their Preferred First Name. Within the ‘Edit Personal Details’ window, enter a new Preferred First Name, update an existing Preferred First Name, or remove a former Preferred First Name.

Updating the University ID card

Individuals who have designated a Preferred First Name in Self Service Banner may obtain a new University ID card to reflect the Preferred First Name by visiting the Campus ID Office (Duffy 63).

Legal Name Changes

University community members who have legally changed their first and/or last names must complete the Change of Personal Data Form in order to change their legal names in University systems and documentation. For students, the form must be signed and submitted to the Office of the Registrar, with copies of the supporting documentation (e.g., marriage certificate, court order, or driver’s license). Employees should contact Human Resources to discuss the necessary forms.

Related Resources

Responsible Offices

Dean of Students
Department of Human Resources
Office of the Registrar

Approval

Initially adopted and approved by Katia Passerini, Ph.D., Interim President, on the recommendation of the Executive Cabinet, on August 2, 2023.

Effective Date

August 2nd, 2023