West Chester University recognizes members of its community use and identify with
first names that are different from their legal names. A chosen or preferred name, may be a valuable
component of a person's identity and impact their ability to successfully navigate
the campus environment. Therefore, the University has established this policy that
allows preferred first names to appear in select University systems and records, even if individuals have not
changed their legal names. While anyone is welcome to use a preferred name, this policy
was developed to respond to the needs of transgender and non-binary communities, international
communities, and anyone who prefers the use of a name other than their legal name.
A name designated in the University systems and communications as the preferred alternative
to the individual's legal first name. Only first names may be changed to a preferred
name at this time.
The legal name is the first name and/or middle name that identifies a person for legal,
administrative, and other official purposes. A person's legal name generally is the
name that was given to the person for the purpose of registration at birth and which
then appears on a birth certificate, but may change subsequently.
No, preferred name only applies to your first name. To change your last name, you
would need to change your legal name.
No, your preferred name is for University related communication and identification.
Your legal name remains unchanged through this process.
A student or employee's preferred first name will be used in place of the person's
legal name in select University systems and records as follows:
- University identification cards
- Official email display name
- Phone directory
- Class and grade rosters
- Diplomas
- Commencement
- Select student activities records
- Student Information System (RamPortal and MyWCU account)
- Learning management systems (e.g., D2L)
- University communications and mailings
- Press releases
- Social media
Legal names will be used for official University records including, but not limited
to, the following:
- Legal documents and reports produced by the University
- Student account statements
- Financial aid and scholarship documents
- Transcripts
- Enrollment and degree verifications
- Employment and personnel records
- Paychecks, tax documents, and other payroll documents
- Benefits enrollment
Preferred name changes may be denied or revoked when the name is deemed inappropriate
including, but not limited to, any of the following reasons: avoidance of a legal
obligation; fraud; obscene language, or misrepresentation. Reports of such activity
will be addressed pursuant to University policies and procedures and applicable law.
The following offices may be notified as the circumstances warrant: Human Resources;
Student Conduct; Office of Equal Opportunity and Compliance; Provost; University Legal
Counsel, and/or any appropriate law enforcement entity.
A preferred name change that is denied may be appealed to the Vice President of Student
Affairs (students) or Vice President of Finance and Administration (employees), or
their designees, if new information that was not previously available is presented
that might change the nature of the request. All appeals must be made in writing,
within 30 days of the notification of the denied request.
Students and employees will only be permitted to change a preferred first name once
per semester.
Send an email to the Registrar's Office (registrar@wcupa.edu) indicating you are requesting that your preferred name no longer be used and instead
use your legal name.
Some departments are required to access your legal name due to regulatory guidelines/restrictions.
These would include, but not be limited to Financial Aid, the Registrar's Office,
the Bursar's Office, Public Safety, Human Resources and Information Services & Technology.
The primary reporting systems for these departments will display your legal name.
Departments that have access to your legal name will also see your preferred name.
You are not required to update your University ID Card with your preferred name. If
you chose to do so, a one-time waiver of the fee to update the student or employee
identification card with the preferred name will be provided. Subsequent changes will
result in an applicable fee. University identifications cards for students and employees
are managed through the Ram Card Office by Student Services, Inc. (SSI).
Yes, please inform the staff in the WCU Ram Card Office that you would like a new
photograph taken before your new ID card with your preferred name is issued. A one-time
waiver of the fee to update the student or employee identification card with the preferred
name will be provided.
The process for changing your legal name varies by state and country of residence
and reason for the change. If you have pursued a legal name change at the state or
Federal level, please bring or send legal documentation to the offices listed below
so that the University can update your record. U.S. residents must change their names
with the Social Security Administration as well.
- Students: Complete the a request to change your legal name via RamPortal, here is a link with instructions on how to make this request”
- In addition, student employees must submit an updated I-9 form to the Payroll Office.
- Faculty and staff: Submit required legal documentation (Address/Name Change Form) to Human Resources.
No, the university uses a formula to produce student, faculty and staff email addresses.
While your actual email address (ex: aa000000@wcupa.edu) will not change, your display name will change to reflect your preferred name.
For preferred name changes, your email address will not change. If there is a legal
name change, then your WCUPA email address will change based on your new legal name.