Purpose
This procedure is in accordance with Minnesota State Board Procedure 1B.1.2 Preferred Name
St. Cloud Technical & Community College and Minnesota State Colleges and Universities recognize and support the members of its community who wish to use preferred names where legally permissible. This policy outlines a process by which individuals may designate a preferred name to be used in the course of business and education.
Definition
Preferred Name: A preferred name is a name that a person has chosen to identify themself within the Minnesota State system that is different, in whole or in part, from their legal name.
Procedure
- Students may complete the request on the initial application to the college or via student eServices (Account Management > Name & Address Info > Preferred Name > Edit). The preferred name is entered directly by the student as they wish it to appear.
- Employees may complete the request via Workday and submit to the SCTCC Human Resources Office.
An individual shall generally be permitted to designate any preferred name, including first, middle and/or last name. St. Cloud Technical & Community College reserves the right to deny an inappropriate preferred name including, but not limited to, those that: avoid legal obligations, misrepresent, or violate other system policies, etc. Preferred names may not be used for commercial or promotional purposes and thus may not be a company name, group name, or message.
Implementation
SCTCC will use preferred names where technically and legally possible: email account, diploma, class rosters, honor program lists, D2L homepage, commencement programs, advisee lists, ID card, and alumni records. This list is subject to change.
Legal names shall be used by default in all cases except where specifically identified in the preferred name list. This list shall be periodically reviewed and updated as necessary to achieve the overall goal of this policy, which is to provide for the use of “preferred names where legally permissible.”
The Registrar shall be responsible for handling preferred name submissions from students and alumni; the Human Resources office shall be responsible for handling preferred name submissions from employees.
Appeal process: If a Preferred Name request is denied, students should appeal in writing to the Vice President of Student Affairs. Employees should appeal in writing to the Vice President of Human Resources.
Date of Adoption: 1/29/16
Date of Implementation: 1/26/16
Date Repealed or Replaced: 4/7/2026