University Policies

File code: PRO.GENDERID.POL
Approval Date: 09/09/19
Approved By: President

Student Preferred First Name and Gender Identity Policy

Preferred First Name

WIU recognizes that students might use a first name other than their legal name to identify themselves. As long as the use of this name is not for the purposes of misrepresentation or to avoid a legal obligation, the university acknowledges that a preferred first name may be used for specific types of internal university business. Examples of areas that may display preferred first name include class rosters, Western Online, Purple Post, the online directory, and WIU email.

Students may designate a preferred first name on their Admissions Application or through the Student/Alumni Records System (STARS) under the “My Profile” tab if their preferred first name is not consistent with their legal name. Students who refer to themselves by their legal name do not need to provide a preferred first name. Appropriate uses of preferred first name may include:

  • A middle name instead of the legal first name
  • An abbreviated name (Jo instead of Josephine)
  • A colloquial name (Billy instead of William)
  • A name that the student is in the process of legally changing
  • A name that better represents the student’s gender identity

Preferred first names may not include inappropriate or offensive language. Preferred first name is subject to review and approval by University administration, and those who intentionally misuse preferred first name will have this option revoked and may be subject to disciplinary action.

A preferred first name may take several days to appear in all available systems.

Legal Name

Student’s legal name refers to the name identified on government records. Student’s legal name must be maintained by the University and will be used in official documents submitted to third parties. Use of legal name by the institution includes, but is not limited to, admission documents, official transcripts, enrollment or degree verifications, tax forms, financial aid forms, billing and receivables documents, employment/payroll records, health records, and reports for federal and state agencies.

If students wish to change their legal name on file with the University, they must submit a completed “Name Change or Correction” form, along with two forms of signed legal documentation reflecting their new name, to the Office of the Registrar, Sherman Hall 110.

Gender Identity

Gender Identity refers to a person’s internal sense of being male, female, a combination of male and female, or neither male nor female. Students may indicate their Gender Identity on the Admissions Application or on STARS under the “My Profile” tab. Gender Identity is only reflected if the student selects this option. The Office of the Registrar maintains the options available for the Gender Identity field, in consultation with other areas on campus.

Legal Sex

Student’s legal sex (Male or Female) refers to the sex a person is declared to be according to government records. Legal sex is maintained by the University and is used for professional purposes including, but is not limited to, admission documents, tax forms, financial aid forms, health records, and reports for federal and state agencies. In order to change the legal sex on file with the University, students must submit a written request to the Office of the Registrar, Sherman Hall 110, along with two forms of legal documentation identifying their legal sex.