Preferred Name Policy

   

Preferred Name Policy*

NJIT recognizes that students may wish to be addressed by a name other than their legal name to identify themselves. For this reason, the university now allows students to apply for a preferred name where reasonably possible in the course of university business and education.

In order to initiate this process, a student must submit a Preferred First Name Change form with the Office of the Registrar; the application of a preferred name may only be requested once an academic year and must be completed at least one week before the start of the next academic semester.  Depending on time of application, it may take several days for the preferred name to appear on university rosters.

Once a preferred name application has been approved, students may proceed to use the preferred name to identify themselves. Please note that some records may require the use of legal names only, such as Financial Aid and/or medical documentation.  Students who are utilizing a preferred name should always be prepared to reference their legal name as well as provide their college identification when necessary. 

NJIT reserves the right to decline or revoke an approved preferred name on the grounds the preferred name may be used for criminal or misrepresentation purposes, may be harmful to the reputation or interests of NJIT, and/or conveys inappropriate or offensive language or meaning.  When a denial is made, the student may appeal the decision in writing to the Registrar.  The Registrar will provide the appeal to the Dean of Students and Campus Life to reconsider the request and the denial.  Abuse or misuse of this policy and process may result in disciplinary action under the Code of Student Conduct.

Students requesting a preferred name under the age of 18 must submit written permission from a parent/legal guardian in addition to a Preferred Name Change form.

Note:  Students who have completed a legal name change must fill out a Request to Change Student Name form with the Office of the Registrar.

 

Preferred Name Will Appear:*

  • Athletic Team Rosters
  • Online directory
  • Class rosters
  • Dean’s List
  • Library Records
  • Learning Management System
  • Residence Life Rosters
  • Student ID Card
  • Email display name**
* Implementation of these functions are by request and may vary.
**Students have to update it directly in Gmail.

Legal Name Will Appear:

  • Commencement programs
  • Financial Aid and Billing Records and Communication
  • Official and Unofficial Transcripts
  • Paychecks & Paystubs
  • Registrar’s Office Records (i.e., permanent student file records)
  • Study Abroad (i.e., travel documents, signature documents)
  • Some official forms or correspondence from the University such as financial aid awards, residence life contracts, departmental or program notices, new hire forms, etc.
  • Transfer credit evaluation
  • Tax Records
  • Diplomas and certifications
  • Medical records
  • Admissions records
  • Disciplinary records
  • Law enforcement records

 

ID Cards

NJIT recognizes it may be important to students for the NJIT Photo Identification Card to reflect a preferred name once approved.  Approved students may request a new ID card reflecting the preferred name from Facility Systems, Photo Identification and Parking Services Department located in the Laurel Hall Annex, on 141 Summit Street (at the corner of Summit and Warren Streets).  A one-time $25 ID printing fee will be waived for approved students. 

 

Student Privacy Concerns

Consistent with the Family Educational Rights to Privacy Act (FERPA), NJIT allows for the release of directory information, which includes a student’s preferred name.  If a student does not want their directory information disclosed to external organizations or persons, they can select "Do NOT show my profile" in Highlander Pipeline Self-Service view. Members of the NJIT community can however view student directory information through the "Advanced Search" function. Students can log into the Directory via http://directory.njit.edu.

Students may also request to withhold disclosure of directory information altogether. Directory information may be disclosed by the university unless students provide written requests to the Office of the Registrar preventing the disclosure of their directory information.

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A “preferred name” is the name other than ones legal name that the student has indicated the desire to be identified by.  A “legal name” is the name recorded on the student’s legal identification (i.e., passport, birth certificate, Social Security card) and used on official NJIT records.

NJIT reserves the right to decline or revoke an approved Preferred Name if the preferred name may be used for criminal or misrepresentation purposes may be harmful to the reputation or interests of NJIT, and/or conveys inappropriate or offensive language/meaning.

NJIT departments, offices, and/or personnel often must use appropriate identification of students’ legal name to conduct university business and functions (i.e., sending reports to federal, State, and other government agencies that require legal identity verification). Students utilizing a preferred name should always be prepared to reference their legal name as well as provide university identification when necessary.

Depending on the time a preferred name application was submitted to the Office of the Registrar, it may take several business days for the preferred name to begin appearing on certain university rosters. NJIT does not guarantee the preferred name will appear in all locations or in all circumstances. 

Students who have already received identification with legal names only may apply for new identification reflecting the approved preferred name.

Students who register a preferred name must be aware that preferred names are required to be disclosed in certain circumstances, including during background checks and other legal processes. The university is under a continued responsibility to report such names even after a student has discontinued use of the preferred name.