Chosen Name Policy
SUNY Poly is committed to creating a welcoming, diverse, and inclusive campus community for all students, staff, and faculty. SUNY Poly supports that the use of a chosen name will have a positive impact on a student or employee’s experience on campus. This policy is intended to align with the SUNY System’s guidance and for the purpose of encouraging an environment for personal expression within community standards.
Who does the policy apply to?
This policy applies to undergraduate and graduate students registered at SUNY Polytechnic Institute, whose primary relationship to SUNY Poly is in their role as an enrolled or non-matriculated student in an Associate, Bachelor, Masters, Doctoral, post Bachelor Certificate or Professional level program. This policy also sets forth the process by which SUNY Poly staff and faculty may request a chosen name.
What is a chosen name?
For the purpose of this policy, a chosen name is the first name that a person chooses to use in place of their legal name. Last names may not be changed.
What is a legal name?
A legal name is a person’s name as recorded on official legal records, such as a birth certificate, social security card, or government issued documents.
If your legal name has changed, please complete SUNY Poly’s Change of Name Form and submit it to the Registrar’s Office.
Registrar: Forms | SUNY Polytechnic Institute
Email: registrar@sunypoly.edu
How can I initiate a chosen name request?
To initiate a chosen name request, please complete the Chose Name Form found at the link below or you can submit a request form in person or via email. Student requests will be submitted to Kathie Artigiani, SUNY Poly’s Title IX Coordinator and Employee requests will be submitted to Lindsey Steppello, Human Resources.
- Student Requests can be sent to: artigik@sunypoly.edu
- Employee Requests can be sent to: steppel@sunypoly.edu
Where will my chosen name be displayed?
The chosen name will be used for internal communication and certain external communications. This policy identifies the following applications that will display the chosen name:
- Banner
- Class Rosters
- Brightspace
- SUNY Poly Directory
- SUNY Poly Email Display Address
- SUNY Poly ID Card
- Degree Works
- The Housing and Dining Portal
- Engage
- Athletic Rosters
- Electronic Medical Record
Where will my chosen name NOT be displayed?
Some SUNY Poly offices or departments are required to use legal names or utilize third party information systems that prevent the use of chosen names. The below list is not considered exhaustive. Please direct specific questions or concerns to the individual departments.
At this time, a chosen name will not appear in the following records and/or systems:
- Transcripts
- Financial Aid
- Federal Requests for Information
- National Student Clearinghouse
- Academic Certifications
- Diplomas
- University Police
Please note that the chosen name may not be used when the above departments need to correspond with your legal guardian(s) or when information is sent to your permanent address.
How will the chosen name appear on my SUNY Poly ID?
After your chosen name request has been submitted and processed, you may request a new SUNY Poly ID card by visiting the Auxiliary Services Office located in the Wildcat Den. The fee is $25.00 for a replacement ID card. The chosen name will be displayed on the front of the SUNY Poly issued identification card for students and employees. The legal name will appear on the back of the SUNY Poly identification card. You may not alter the visibility of your legal name on your ID card, such as crossing it out or covering it up.
You are not required to get a new SUNY Poly ID card when you request a chosen name.
How frequently can I change my chosen name?
Chosen name request forms will be reviewed 3 times a calendar year. Forms need to be received by January 1, May 1 or August 1. Approved requests will be updated in all the above-listed areas within two weeks of the deadlines.
May I change my chosen name to any name of my choosing?
A chosen name request is subject to SUNY Poly review and approval. SUNY Poly reserves the right to deny or remove a chosen name request that it determines is being made to misrepresent or avoid legal obligation, or in any other manner that violates SUNY Poly, SUNY, local, state, or federal policy, law rules or regulations. Violations of such policies, laws, rules, or regulations shall be addressed through established procedures.
All requests will be reviewed for approval or denial by the SUNY Poly Chosen Name Committee.
If a request for a chosen name is denied, a student or employee may submit an appeal of this decision to Chief of Staff, Wayne Westervelt. The appeal decision shall be considered final.
