Faculty and Staff Guidance on Preferred/Chosen Names and Pronouns

Using a person's name and pronouns is essential to respecting their identity. UB's Student Preferred/Chosen Name Policy, created in 2017, enabled students to enter their name into student systems for this reason. In 2022, the SUNY Board of Trustees directed all campuses to ensure that students' gender identities are reflected in our systems and practices, and specified both preferred/chosen names and pronouns as being important to consider.

There are many reasons why someone might want to use a preferred/chosen name.  Some have used a different name than the one assigned at birth for many years, and find the use of their legal name uncomfortable and out of place.  Others may have adopted a new name more recently.  Some examples include the following:

• One may have a gender identity different than that assigned at birth, and may want to use a name that reflects their gender identity.
• International students may find that faculty, staff and other students have trouble pronouncing their birth names, and may want to adopt a name that is easier for others to use.
• Some have gone by their middle names instead of their first names and would like this to be the name that appears on their class rosters or in the UB directory.
• A may find a nickname to suit them better - for example, "Bob" instead of "Robert," "Beth" instead of "Elizabeth."

Using a person's pronouns is an important part of respecting their gender identity. Intentionally misgendering a student may create a hostile environment for that person, in violation of federal and state non-discrimination laws.

Any UB student can enter a preferred/chosen name in HUB.  The preferred/chosen name appears in class rosters, UBLearns, and the HUB Student Services offices – meaning that the student's professors, advisors and other UB staff see the name a student chooses to use, instead of the student's legal name.  There are some areas where a legal name must still appear, including on bills, medical records, transcripts, tax forms, and financial aid records.

Students with preferred/chosen names in HUB who obtain a UB ID card will have their preferred/chosen name listed on the front of the ID card, and their legal name listed on the back.  The student's last name, photo ID and UB person number can be used for identification purposes.

Faculty and Staff can also submit a preferred/chosen first name request to Human Resources. Documentation is not required and visibility of the preferred name will appear in the UB Directory.

EDI can work with faculty, staff and students to enable the use of preferred/chosen name wherever we can make changes at the campus level, including the directories and UBIT names.

Pronouns will appear in:

• HUB Student Center
• HUB Faculty Center
• HUB Admin Access
• Slate (Admissions system)
• Class rosters

Students are able to enter their pronouns, but they are not required to do so. Some students may have opted not to have their pronouns listed in UB systems.

Obtaining a legal name change can take time, and can also be expensive.  There also may be legal or personal reasons why someone cannot change their name legally, or why they do not wish to do so.  For international students, obtaining a legal name change may not be possible or even preferable.  It is important to understand that many transgender students may be "out" at school, but may not feel that they can disclose to their families that they are transgender.  Finally, someone who goes by a middle name or nickname may have personal reasons, such as family tradition, for wanting to keep their name legally while being known by their middle name or nickname.

Students will be able to enter preferred/chosen first and middle names, but their last names will remain the same.  A student's eight-digit person number also appears on their UB ID card and can be used to verify identity, along with the student's photograph. 

Students can obtain a UB ID card with their preferred/chosen name on the front of the card and their legal name on the back.  It is important to remember that not all students may have updated their UB ID card to match the name in the system, and there still might be a discrepancy between the name on the UB ID card and the name on the class roster.  You can use the photo ID and the person number to verify identity.

The Student Code of Conduct prohibits individuals from using lewd, indecent or discriminatory names.  Students who change their name in violation of university policies and/or the Student Code of Conduct will be notified via their UB email address and the name(s) will be removed.  Students who repeat this violation will be referred to Student Conduct.

The Office of the Registrar reviews preferred/chosen names at the time they are submitted.  If you are aware of a preferred/chosen name that may violate UB policy and may have been overlooked, you may contact the Office of the Registrar at (716) 645-5698 or at UBReg@buffalo.edu.  

Students' legal names will continue to appear in areas including bills, transcripts, financial aid forms, medical records, and other areas where a legal name is required by law.  To the extent possible, Preferred/Chosen names will appear in areas where a legal name is not required, including UB Learns, class rosters, HUB, and the front of the UB ID card. 

SUNY Policy has now permitted the use of preferred/chosen names on diplomas. Students will have the opportunity to designate the first and middle names that will appear on their diploma.

Yes.  Under New York State and federal law, intentionally misgendering a student may create a hostile environment for them. SUNY and UB policy require that our employees, as part of their professional obligation, do not intentionally misgender students or others. Accordingly, you are required to address the student by their preferred/chosen name, and you may not use pronouns that are inconsistent with the student's gender identity.  It is a professional expectation that UB employees will address students in a manner that is welcoming to them.  Using a student's preferred/chosen name and pronouns signals respect and welcomeness.

With that said, it may happen that someone mistakenly uses the wrong name or pronoun. In this case, it is best to acknowledge the mistake and let the student know that you did not intend to disrespect them.

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.

"They," "them," and "their" are common pronouns for people who are non-binary - that is, who do not identify as male or female. Even if using these pronouns feels awkward or strange, it is important to try your best. With practice, this will feel more natural to you. The bottom line is that using pronouns other than what the student chooses will misgender them, leaving them feeling unwelcome at UB.

As a fun fact: according to one source, the Oxford English Dictionary traces the singular use of "they" back to 1375. And according to another, "you" was originally used solely as a plural pronoun, with "thou" or "thee" as appropriate singular pronouns. Language has evolved over the years to serve our needs. A singular "they" is not only trans-inclusive, but also is a much smoother way of identifying someone whose gender is unknown than "he/she" or "him or her."

The HUB system allows students to enter pronouns of the students' choosing, and sometimes these may be neopronouns - that is, a word or words beyond the common "he/she/they" that identify the person by something other than their proper name. Neopronouns may be words like "ze" and "zir," or "fae" and "faer," or other combinations. If you are unsure how to pronounce or use the pronouns a student has listed, you could discreetly and respectfully ask the student - chances are that the student will appreciate that you are seeking to respect their gender identity. If you'd like more information about using neopronouns, there is even a pronoun app for that!