Chosen Name
Contact Information
Terms & Conditions
General Statement
The Chosen Name Service allows members of the Montana State University community to use names other than their legal names to identify themselves in times and places where a legal name is not required.
Montana State University campuses will use an approved chosen name by current students, faculty, and staff, in its databases, mailings, and in academic and professional settings in accordance with these terms and conditions. In systems that require a legal name, we will use that name instead.
Purpose
Montana State University recognizes that some members of the campus community use names other than their legal names (“chosen names”) to identify themselves. The goal of these terms and conditions is to create a consistent name experience across University systems and use of one’s chosen name.
Permissible Use of Chosen Names
Except for prohibited uses of chosen names, members of the University community are provided the opportunity to use a chosen name to identify themselves. A chosen name may consist of a first name, middle name, and/or last name. It is solely the responsibility of individuals using a chosen name to communicate the name change to individuals internal and external to the University as necessary.
Prohibited Use of Chosen Name
Chosen names shall not be used for the purpose of misrepresentation, avoiding legal obligations, or otherwise in any manner that violates University policies or federal, state, or local laws. Chosen names that are not administratively possible to implement, including, without limitation, symbols or images, are prohibited. The University reserves the right to deny or remove any chosen name without prior notice to the individual due to misuse or abuse, including, but not limited to, misrepresentation, attempting to avoid legal obligations, the use of obscene content or language which otherwise violates campus policies, or names that will disrupt the academic or work environment of the University.
Display of Chosen Names
In recognition that the University is a dynamic and changing environment, it is difficult to accurately indicate all locations that chosen name will be displayed. The University will make reasonable efforts to display chosen name where appropriate and in accordance with these terms and conditions. The chosen name will appear in many internal locations, including but not limited to the following:
- Student or Employee ID Card (optional)
- Campus Directory
- Student and Employee Information System
- Learning Management System
- Degree Planning System
- Class lists
- Grade Roster
- University Email
- Many University communications
- Banner Web/MyInfo
- Student and employee profiles
Display of Legal Names
The legal name must be used in the following places, as legally or operationally required:
- Background Checks
- Degree Verification
- Employment Verification
- Enrollment Verification
- Federal and State Agency Reporting
- Financial Aid
- Human Resources Benefit and Retirement Information
- Official Academic Transcript
- Paycheck and W2
- SEVIS (Immigration status reporting)
- Student Accounts
- Student Employment
Student and Employee ID Cards
Once the Chosen Name change has been processed, students or employees may optionally visit Student Central to obtain a new ID card displaying their chosen name. Normal replacement fees will apply.
Note: Students or employees who choose to replace their ID card with one displaying their chosen first name are advised that the ID card with the chosen name shall not be used for employment verification or other uses requiring proof of legal identity.
Email Address
Individuals who elect a chosen name will have their University email address updated with their chosen name.
Privacy
Under the Family Educational Rights and Privacy Act (FERPA), a student’s name, including one’s chosen name, may be disclosed to the public as “directory information” unless the student opts not to permit such disclosure.
To Whom Does This Service Apply
Current students, Faculty, Staff
Your Name is Your Choice
Beginning October 21, 2021, Great Falls College will offer a chosen name service to faculty, staff and current students who wish to use a “Chosen Name” throughout their education.
For Students
Creating or Changing a Chosen Name
Students may request a new or updated chosen name by completing the Chosen Name Request form located on the Personal Information tab of MyInfo: Requests will be processed by staff from the Office of the Registrar. Once processed, the chosen name will be updated in Banner, and most applicable campus systems will be updated within 48 hours. A new university email will also be issued as part of this process.
The exact locations where chosen names are displayed may change over time. Commonly used systems where chosen names will be displayed are.
Places where my Chosen Name will be Used |
Campus Directory |
Class Lists* |
DegreeWorks |
D2L/Brightspace |
Grade Roster* |
ID card (Optional) |
Student Information System (both chosen and legal name are recorded) |
Many University Communications |
University Email |
*Available December 2021
Common locations where legal name will continue to be used are.
Places where my Legal name will be Used |
Degree Verification |
Enrollment Verification |
Federal and State Agency Reporting |
Financial Aid |
Immigration Status Reporting |
Official University Transcripts |
Payroll |
Student Information System |
Tax Processing |
Chosen Name FAQ
Q: What is the chosen name request service? |
A: The chosen name request service is the method by which members of the campus community can request to use a chosen name on campus. |
Q: What is a chosen name? |
A: A chosen name is a first, middle, and/or last name that is different from your legal name. A chosen name is one you wish to use during your employment or academic career at the University. |
Q: Am I required to request a chosen name? |
A: No, you do not have to request a chosen name. This service is for people who wish to be known by a name other than their legal name. |
Q: Who can indicate a chosen name? |
A: Any student, faculty or staff at any Montana State University campus. |
Q: Why do people use a chosen name? |
A: People use a chosen name for any number of reasons. Here are some of the major ones:
|
Q: How will I be able to request a chosen name? |
A: You may request a chosen name using the chosen name request service which will be made available in Banner Web/MyInfo. |
Q: When will I be able to request a chosen name? |
A: This service is scheduled to go live October 21, 2021. |
Q: Who can I contact if I have questions? |
A: Please send questions to [email protected] |
Q: Where will my chosen name be used? |
A: Following a chosen name request, an individual’s chosen name is entered into the Student Information System (Banner). The individual’s University email address will be updated as part of the process. Once these updates are complete, their chosen name is displayed in the campus directory and in a wide variety of 3rd party systems such as DegreeWorks, D2L/Brightspace, and many more. |
Q: Can a chosen name be printed on a University ID card? |
A: Students, faculty and staff may have their chosen name printed on their ID Card. This is optional and replacement charges will apply. An ID Card which displays a chosen name may no longer be used as a form of legal identification. |
Q: Is an ID Card a form of identification accepted off-campus? |
A: Entities off campus are not likely to consider the ID Card as a valid government ID. Students are advised to carry a government-issued form of ID such as a driver’s license, U.S. social security card, or passport to access resources that require identification, but which are not on campus. |
Q: Can a student, faculty or staff member use any chosen name that they wish? |
A: Students, faculty and staff members are free to determine the chosen name they wish to be known by in the University’s information system. The University reserves the right to deny or remove any chosen name that disrupts the academic or work environment of the University. |
Q: Are there instances where a chosen name will not be used? |
A: Yes. There are many instances where legal name must continue to be used. While this is not an exhaustive list, below are a number of examples where legal name will continue to be used.
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Q: I am a student who would like to indicate my chosen name before October 21, 2021, how can I do this? |
A: Currently this is not a capability in our systems since it will prevent MSU campuses from processing certain payroll, tax and benefit information correctly. The project team is working closely with partners in HR and Finance to resolve these issues in time for the October 21st go-live date. |
For Employees
Creating or Changing a Chosen Name
Requests will be processed by Human Resources staff. Once processed, the chosen name will be updated in Banner, and most applicable campus systems will be updated within 48 hours. A new university email may also be issued as part of this process.
The exact locations where chosen names are displayed may change over time. Commonly used systems where chosen names will be displayed are.
Places where my Chosen Name will be Used |
Applicant Tracking System |
Campus Directory |
Course Catalog |
DegreeWorks |
D2L/Brightspace |
ID card (Optional) |
Employee Information System (Banner) |
Many University Communications |
University Email |
Common locations where legal name will continue to be used are.
Places where my Legal name will be Used |
Employment Verification |
Employee Information System (Banner) |
Federal and State Agency Reporting |
Immigration Status Reporting |
Medical Insurance and Retirement Processing |
Payroll |
Tax Processing |
Chosen Name FAQ
Q: What is the chosen name request service? |
A: The chosen name request service is the method by which members of the campus community can request to use a chosen name on campus. |
|
Q: What is a chosen name? |
A: A chosen name is a first, middle, and/or last name that is different from your legal name. A chosen name is one you wish to use during your employment or academic career at the University. |
|
Q: Am I required to request a chosen name? |
A: No, you do not have to request a chosen name. This service is for people who wish to be known by a name other than their legal name. |
|
Q: Who can indicate a chosen name? |
A: Any current student, faculty, or staff at any Montana State University campus. |
|
Q: Why do people use a chosen name? |
A: People use a chosen name for any number of reasons. Here are some of the major ones:
|
|
Q: How will I be able to request a chosen name? |
A: You may request a chosen name using the chosen name request service which will be made available in Banner Web/MyInfo starting October 21, 2021. |
|
Q: When will I be able to request a chosen name? |
A: This service is scheduled to go-live October 21, 2021. |
|
Q: Who can I contact if I have questions? |
A: Please send questions to [email protected] |
|
Q: Where will my chosen name be used? |
A: Following a chosen name request, an individual’s chosen name is entered into the Employee Information System (Banner). The individual’s University email address may be updated as part of the process. Once these updates are complete, their chosen name is displayed in a wide variety of 3rd party systems such as D2L/Brightspace, and many more. |
|
Q: Can a chosen name be printed on an ID Card?` |
A: Students, faculty, and staff may have their chosen name printed on their ID Card. This is optional and replacement charges will apply.
An ID Card which displays a chosen name may no longer be used as a form of legal identification. |
|
Q: Is an ID Card a form of identification accepted off-campus? |
A: Entities off campus are not likely to consider the ID Card as a valid government ID. Students are advised to carry a government-issued form of ID such as a driver’s license, U.S. social security card, or passport to access resources that require identification, but which are not on campus. |
|
Q: Can a student, faculty or staff member use any chosen name that they wish? |
A: Students, faculty and staff members are free to determine the chosen name they wish to be known by in the University’s information system. The University reserves the right to deny or remove any chosen name that disrupts the academic or work environment of the University. |
|
Q: Are there instances where a chosen name will not be used? |
A: Yes. There are many instances where legal name must continue to be used. While this is not an exhaustive list, below are a number of examples where legal name will continue to be used.
|
|
Q: I am an employee who would like to indicate my chosen name before October 21, 2021, how can I do this? |
A: Currently this is not a capability in our systems since it will prevent MSU campuses from processing certain payroll, tax and benefit information correctly. The project team is working closely with partners in HR and Finance to resolve these issues in time for the October 21st go-live date. |
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Q: If my university email address changes, will I still receive an email sent to my former email address? |
A: Yes, when your university email address changes, the former email address is set as an alias to the new one. If someone sends an email to your former email address, it will be routed to your new university email address. |
