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Use of Preferred Names

The College will use an individual’s preferred first name whenever and wherever possible in the course of conducting College business. 

Purpose/Reason for Policy: Guilford College recognizes that many of its members use names other than their legal names to identify themselves. This policy is intended to clarify the College’s desire to accommodate these preferences, and to outline the conditions under which this can occur. 

Scope/Covered Persons: All members of the Guilford College community.

The Policy: The College will use an individual’s preferred first name whenever possible in the course of College business, with two specific exceptions:

  • When the use of preferred name is for purposes of misrepresentation.
  • When the use of the legal name is necessitated by a legal requirement.  

An individual’s legal name will appear on official documents, including but not limited to: hiring documents/records, paychecks, accounts payable checks, student billing, financial aid forms, tax forms, official College transcripts, official diplomas, and any other documents required by law.  Legal names can only be changed on these records when individuals pursue a legal name change with their home state and/or federal authorities and then submit that documentation to the College Registrar for official recording.

Roles and Responsibilities: All offices with responsibility for creating official College records will comply with this policy.

Approval Authority: College President

Responsible Office: Chief of Staff

Revision History:  Student Handbook 2017-18, revised 10-9-2017