(Last Modified on June 30, 2025)

Purpose
This procedure outlines the guidelines for collecting, storing, and displaying preferred names in Systems of Record that manage enrolled student and employee information. The aim is to respect individuals’ preferred names while providing consistent identity management standards and reducing the risk of fraud by impersonation.

Scope
This procedure applies to Systems of Record at all institutions within the University System of Georgia and other integrated systems that authoritatively record enrolled students and employee information.

Definitions
• System of Record – An information system that is the authoritative data source for a given data element or piece of information. Systems of Record in this context are Student Information Systems, Human Resources Information Systems, and Identity Management Platforms (including identification card management systems).
• Preferred First Name – The first name that an individual chooses to use. If different than the individual’s first Legal Name, it is typically provided by the individual through an Employee or Student Self Service system.
• Legal Name – A person’s name as it appears on Official Government Documents and is provided by the individual for identification.
• Official Government Document – Government-issued identification sufficient to confirm the individual’s identity. Government-issued identification examples include a birth certificate, driver’s license, passport, federal or state-issued identification, federally issued naturalization/immigration documentation, etc.
• Credential – a record of accomplishment earned by the student and granted by the institution. Specifically, a diploma, transcript, or certificate.

1. Legal Names
a. The name stored in the Systems of Record for enrolled students and employees must always match the Legal Name on the individual’s Official Government Document.
b. The Institution is responsible for ensuring that any Legal Name entered into the System of Record for enrolled students and employees is supported by an Official Government Document, reviewed and approved.

2. Collection and Storage of Preferred Names
a. Institutions may collect Preferred First Names via applications for admission, financial aid, employment, or other self-service mechanisms.
b. If collected, preferred First Names must be stored in the System of Record as a field separate from the Legal First Name.

3. Institution Issued Identification Cards
a. Preferred First Name may be displayed on the front of institution-issued identification cards, provided that the person’s Full Legal Name also appears, preferably on the back of the card.

4. Awarding of Credentials
a. Institutions must use the person’s Legal Name only when issuing transcripts.
b. If permitted by Institution policy, a student’s Preferred First Name may be used on a diploma or certificate if requested, provided the Preferred First Name is listed with the person’s full Legal Name-for example, Jonathan Edward Smith (Jon) or Jonathan (Jon) Edward Smith.

5. Display of Preferred Names in Systems of Record
a. Institutions may display the individual’s Preferred First Name on devices or screens, rosters, reports, etc., in/from Systems of Record, provided the Preferred First Name is listed with the person’s full Legal Name—for example, Jonathan Edward Smith (Jon) or Jonathan (Jon) Edward Smith.
b. The person’s Legal Name must always accompany the person’s Preferred First Name within Systems of Record.

6. Inappropriate Preferred Names
a. USG institutions should not recognize requests to use a Preferred First Name that is considered vulgar, offensive, obscene, or otherwise reasonably inappropriate.