Preferred/Chosen Names and Pronouns Policy Guidance

Some UB information systems have the ability to capture a name that is different from an individual's legal name. If entered, this alternative name will supersede the legal name where possible in various university systems and forms. At UB, this option is usually referred to as 'Preferred/Chosen Name.'  'Preferred' and 'Chosen' have different meanings to different users of this feature.

For some individuals, such as international students who use an "Americanized" name or individuals who use a nickname such as a shortened version of their legal name, their alternative name may be preferred over their legal name, but they still may have an attachment to their legal name.

For some individuals, including many in our transgender community, an alternative name is their chosen name and an essential part of their identity. Instances where their legal name is used may be unsettling or painful, even when unintended or accidental. 

UB uses 'Preferred/Chosen Name' terminology acknowledging the diverse group of individuals who may seek to use a name different from their legal name.

The Common App allows applicants to do the following:

• Enter a preferred/chosen name
• Select multiple pronoun options or share their own pronoun set
• Choose “Mx” as an option along when other honorifics are presented
• Select “X” as a legal sex along with “Male” and “Female”

Federal reporting requirements still require students to enter their legal name.

Students’ preferred/chosen names, gender identity, and pronouns are automatically fed to the HUB system. Students may change these in the HUB system at any time.

Applicants to graduate programs submit an application through the Slate system. This system currently allows for preferred/chosen names, pronouns, and an “X” gender marker in addition to “M” and “F.” These are also fed to the HUB system.

Programs such as law, medicine and pharmacy coordinate applicants through services external to UB. While UB does not have direct control over these systems, many – if not all – of these systems have made changes to incorporate chosen names, pronouns, and nonbinary gender markers. Examples include:

• The Law School Admissions Council allows for the use of a preferred/chosen name
• The American Medical College Application Service includes preferred/chosen name, gender identity and pronouns
• The Pharmacy College Application Service’s Biographical Information Page includes preferred/chosen name, gender identity and pronouns
• The Nursing College Application Service has added a Preferred Name field
• The American Dental Education Association application includes a Preferred Name field

Students can enter their preferred/chosen names through HUB. The preferred/chosen name will automatically appear in systems including the UB Directory, HUB, and UB Learns. A full and current list of systems where preferred/chosen names appear is available on the Office of the Registrar Preferred/Chosen Name webpage. 

UB may publish directory and other information about students, and release this to interested organizations. Students who do not wish to be listed in the directory may submit a Request for Directory and Information Release/Non-Release Form to the Office of the Registrar. This is an option for students who wish to limit where their name appears.

Students can add or update their pronouns and gender identity in HUB. Pronouns will be reflected on class rosters and in UB administrative systems. HUB allows students to choose from a set of pronouns or to enter their own pronouns, including neopronouns (e.g., ze/zir) and multiple pronouns (e.g., he/they).

It is important to note that students may choose not to list their pronouns. Legal sex and gender identity will remain confidential and are available to a limited number of administrative users when necessary for business purposes.

Diplomas are printed with the legal name on file; however, students may request a diploma with a preferred/chosen name and middle name. To request a preferred diploma name, please send an email to reg-degreeaudit@buffalo.edu and include the UB person number. All requests must be received prior to the conferral date.

Alumni who would like a reissued diploma reflecting a different legal name or a preferred/chosen name may purchase an additional diploma. In the *Reason field, please select “Name Change” and make note of the new name in the provided reason box. 

There are some documents and systems that require the use of a legal name by law. These include transcripts, bills, tax forms, financial aid documents, immigration documents, medical records, and enrollment and degree verification through the National Student Clearing House.

If a student is appointed as an employee (e.g., Teaching Assistant, Graduate Assistant, or Research Assistant), the preferred/chosen name is not transmitted to the employee system. Individuals may submit a Employee Preferred/Chosen First and Middle Name Request form so that the preferred/chosen name appears in the UB directory. The preferred/chosen name may appear in some university systems such as HUB, UB Learns, and EAB Navigate.

UB Jobs is the university’s online application system. Applicants may enter a preferred/chosen name and pronouns into the system, and “X” appears as a gender marker along with “M” and “F.” 

UB faculty and staff can submit a Employee Preferred/Chosen First and Middle Name Request form to identify themselves by a name other than their legal name. The preferred/chosen name will appear in the UB directory and in some university systems such as HUB, UB Learns and EAB Navigate. Please know that there will be official university record systems where an employee's legal name will still appear. Employees can complete and submit the form electronically and documentation is not required.

Currently, UB is working on expanding the capability of our personnel systems and processes to display preferred/chosen names.

Employees may indicate their gender identity through the Employee Demographic Survey.

Pay stubs must include the employee’s legal name. Employees can opt out of receiving paper pay stubs by taking the following steps:

• First - sign up for direct deposit
• Second – indicate that they do not want the direct deposit statement via the NYS Payroll Online portal
  

What does using a preferred/chosen name or pronouns mean for you?  Common questions.

The UBITName is the series of letters and numerical digits appearing before @buffalo.edu in a UB email address. In some cases, the UBITName includes a name that someone may no longer wish to be associated with. If a student or employee has entered a preferred/chosen name to reflect their gender identity, they are eligible to submit a request for a Different UBITName.

It is important to note that UBIT strongly recommends that individuals change their UBITName between semesters, where possible. Students completing a UBITName change during a semester must notify all course instructors to ensure UB Learns grades, postings and interactions carry forward to the new UBITName account.

The Email Display Name is the name that appears when someone sends email communication to others. If an employee/student has a preferred/chosen name set, this name will be displayed vs. legal name.

Preferred/Chosen names display in UBmail, Zoom and Microsoft 365 applications.

When a Student/Employee enters a preferred/chosen name, this will be fed to the UB Card system. The preferred/chosen name appears on the front of the card. For legal identification purposes including UB law enforcement, the legal name appears on the back of the card.

If a student/employee changes their preferred/chosen name to reflect their gender identity after receiving their initial UB Card, UB's Office of Equity, Diversity and Inclusion (EDI) will cover the cost of a replacement UB Card. Contact EDI to request reimbursement for a new card.

If you notice any display of a non Preferred/Chosen name, you can contact the UB Learns support team to have that updated.

• Access UB Learns
  
• Select "Help for Instructors" top navigation
• Select "Contact UB Learns Support" from the drop down list
• Select the "Contact UB Learns" icon
• Complete the service request form
• You will receive a response back within 1 business day.