GUS AccountGender Identity and Pronouns

Gustavus Adolphus College recognizes that many of its members use names other than their legal names to identify themselves. As long as the use of this different name is not for the purposes of misrepresentation, avoidance of legal obligation, or use of a derogatory term, the college will make every effort to welcome, include, and support Gustavus students in establishing and maintaining their self-declared identities within the College community.

To request to have a chosen first name instead of a legal first name reflected within specific college records, or to add your pronoun or gender identity to the system, students should update their profile.^[1]

Legal Names

Gustavus Adolphus College is obligated to display a student’s legal name on official reports and documents including but not limited to: official transcripts, financial aid documentation, international student status, employment documentation and paychecks. Students who are utilizing their chosen name should always be prepared to reference their legal name as well as to provide their college identification when necessary.

In order to change the name on your official college records such as transcripts and employment records, you must legally change your name. A legal name change is recognized by submitting a marriage certificate, social security card, passport, driver’s license, or court order. Although your name will be changed on all documents, your prior name will continue to be listed as a previous identity in the college’s database in order to ensure that any searches of your former name will access the correct files.

Three Crowns Cards

We understand that it may be important to you for the college identification card to reflect your chosen name. Students may obtain a new Three Crowns Card with their chosen name if they have registered their legal name with the Registrar or updated their chosen name on their profile. Three Crowns cards are produced in the Campus Safety Office in basement of Norelius Hall.

Pronouns and Gender Identity

In addition to their chosen name, students may select a pronoun from the list provided when completing their GTS user profile. This pronoun will be displayed on class rosters, in Moodle, and in WebAdvisor.

Students may also select a gender identity from the list provided when completing their GTS user profile. At this time, this will not be displayed on rosters or in WebAdvisor and will not be publicly available.

Considerations

• Communications directed to your home address will use your legal name.
• Gustavus Adolphus College is obligated to display a student’s legal name on official reports and documents including but not limited to: official transcripts, financial aid documentation, international student status, employment documentation and paychecks.
• While updating this form will adjust your student identity in College-related systems and documents wherever possible, we cannot guarantee that members of the College community will identify you by the correct name, gender, or pronouns. Ongoing education will be provided to all members of the College community regarding the appropriate use of chosen names, personal pronouns, and gender identity.

Process and Implementation

Beginning Fall 2018, the College will launch the initial use of chosen names well as pronouns and gender identity, as described above. Updates will be communicated to the campus community as the necessary changes are completed to support continued implementation.

Student Identity Definitions

Legal Name

The name (most often assigned at birth and appearing on a birth certificate) that identifies a person for legal, administrative, and other official purposes. Legal Name is the name recorded at the time of admission to Gustavus Adolphus College.

Chosen Name

A commonly used name that is different from the student’s Legal Name.

• A student with the legal name “Jessica Suzanne Smith” requests that the College identify them as “James John Smith”.
• An employee with the legal name “Franklin Thomas Smith” requests that the College identify them as “Thomas Smith”.

Nickname

A commonly used first name that is a different (abbreviated, concatenated, colloquial, or westernized) version of the legal or chosen first name.

• James wants others to call him “Jim”.
• Thomas wants others to call him as “Tom”.
• Mary Jo wants others to call her “MaryJo”.
• William Smith Jr. wants others to call him “JR”.
• Seo-yeon wants others to call her “Sophie”.

Personal Pronouns

The pronouns a student requests the College use to identify them.

• If David’s Pronouns-In-Use are they, them, and theirs, one could say, "David ate their food because they were hungry."
• If Andre’s Pronouns-In-Use are he, him, hers, one could say, “Andre ate his food because he was hungry.”
• If Sue’s Pronouns-In-Use are she, her, hers, one could say “Sue ate her food because she was hungry.”

Chosen Name and Pronoun FAQ

Q: Who may enter a chosen name and pronoun?

A: As of Fall 2018, all students, employees, and alumni may enter their chosen name, personal pronouns, and gender identity.

Q: How do I enter a chosen name?

A: You can change your chosen name or pronouns in your Gustavus profile.

Q: I’m a current student who has had a legal name change. How do I have my records changed to reflect my new legal name?

A: Students wishing to change their legal name on file with the college must provide acceptable documentation of the new legal name: marriage certificate, social security card, passport, driver’s license, or court order. Upon receipt and verification of this documentation, the Registrar’s Office will change the student’s legal name and notify other offices. There will be an internal record kept of the former name to help prevent confusion. At the discretion of the Registrar’s Office, minor changes (i.e. spelling corrections” may also be made. In such cases, the student may be required to provide documentation to support the change.

Q: I have a chosen name; will my chosen name or legal name be shown on my Three Crowns Card?

A: Your chosen name will be shown on your Three Crowns Card. If you already have a Three Crowns Card and you want it to reflect a recently selected chosen name, you will need to return your old card and request a new card. Your original card is free, but replacing a Three Crowns Card will incur additional charges.

Q: Where does my legal name appear on College records and/or systems used throughout campus?

A: Your legal name will appear on:

• Financial Aid, Billing Records and Communication
• Transcripts
• Paychecks and Paystubs; tax forms used in the course of student employment such as I-9, W-4, M-4, etc.
• Registrar’s Office Records (i.e. permanent student file records)
• Some official forms or correspondence from the College such as financial aid awards, residence life contracts, departmental or program notices, new hire forms, etc.
• Study Abroad and Study Away (i.e. travel documents, signature documents)
• Any checks issued to you by the College,
• Any other place where we are compelled to do so by law.
• Communications sent from the College to your home address.

Q: Where does my chosen name appear on College records and/or systems used throughout campus?

A: Your chosen name will appear in the

• Class rosters
• Commencement Program
• Degree Audit
• Diploma
• Faculty Advisee Lists
• Handshake
• Library Records
• Major/Minor Lists
• Moodle
• Online directory
• Residence Life Staff Rosters
• Starfish
• Three Crowns Card
• Email display name (if chosen)

Q: How do I change the name that displays next to my email address in Gusmail?

A: Update your chosen name on your Profile and the change should be visible on GusMail the following day.

Q: Where are pronouns displayed?

A: On class rosters and advising lists, and in the Gustavus directory (displayed only when a Gustavus community member is logged in). Pronouns are never displayed on public websites (those not requiring a Gustavus login), but this may not prevent other members of the community from sharing your pronouns on social media and elsewhere.

Q: Are my chosen name and pronouns shared with the faculty teaching my classes?

A: Yes

Q: Wait! I just found a place/system that appears to use my legal name and I think it should use my chosen name. What do I do?

A: We strive to make as many campus and related systems as possible use both chosen names and pronouns. Please understand, however, that in some instances the College does not directly control these systems and may not be able to change their functionality. Please contact the Vice President for Equity and Inclusion Doug Thompson if you encounter an instance where you believe the incorrect name is appearing.

[1] The Office of the Registrar has the authority to deny any request or remove a chosen name in extreme cases – including but not limited to multiple requests from the same person or a requested name that is inappropriate (profanity, for example). In the rare circumstance when such a denial is made, the student may appeal the decision in writing to the Registrar. The Registrar will convene an appeal committee comprising the Vice President for Equity and Inclusion and the Dean of Students (or designee) to reconsider the request and the denial.