Introduction
To be a more welcoming and hospitable campus community and to assist in creating a greater sense of belonging, Young Harris College has developed a policy and process through which preferred first names may be used and displayed in internal campus systems. When a preferred first name is provided, the College will use a preferred first name to display except where a legal first name is required by law, regulation, or for external reporting.
Official College Records, including but not limited to Admissions Records, Academic Records, Financial Aid Records, NCAA (National Collegiate Athletic Association) Records, Police Reports and any other system that requires legal names or requires external reporting will continue to use an individual’s full legal name to ensure an individual’s identity and institutional compliance.
College Systems Where Preferred Name is Displayed
Customer Relations Management (Liaison)
Student Information System (Power Campus, Self Service)
Learning Management System (Moodle)
Young Harris College App
Student Identification Card (Preferred Display Name will be in addition to Legal Name)
Microsoft Office Products licensed by the College (e.g., email, calendar)
Athletic rosters used at games/matches and displayed on the YHC website
Last Names
An individual will be allowed to change their preferred display name for a first name only. Last names will not be changed except in the case of a legal name change.
Preferred Display Name Requirements
A request to use a preferred display name will be implemented across all College systems that allow for the option of displaying a preferred first name. Individuals may not individually choose which systems in which to have a preferred name displayed.
Requirements
· Must contain alpha characters, hyphens, and spaces only
· Must contain more than one letter
· No names used for the purpose of misrepresentation or fraud
· Must not contain profane, offensive, discriminatory, or inappropriate language
· Must not be a trademarked name
· Must not reference a fictional character
How to Change My Preferred Display Name
To request a name change, students must submit a written request via email to the Office of Academic Affairs at academicaffairs@yhc.edu. Students and employees may change their preferred display name once per year. A student or employee may change their preferred display name as part of the legal name change process regardless of whether they have previously done so during the year.
Revisions and Updates to the Policy
Young Harris College will continue to work to identify systems in which a preferred first name may be displayed. The College will offer updates only after thorough review and testing. The College will communicate upcoming changes prior to implementation. To review the full Use of Preferred Name Policy, contact the Office of Academic Affairs in the Pruitt-Barrett Administration Building.
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