UB departments and programs may consider collecting demographic data via surveys, Formstack, Google Forms, UB Marketplace, paper forms or other methods. At the same time, this information is considered sensitive and private. Before collecting this data, please consider these best practices:
The University at Buffalo recognizes that individuals may use a first or middle name other than their legal name to identify themselves. Additionally, individuals may use pronouns that reflect their gender identity.
The university will use an individual’s preferred/chosen name and pronouns, when possible, in the course of university education and business unless the birth name or legal name is required by law or the preferred/chosen name is used for purposes of misidentification, fraud, or misrepresentation. This includes mailings that may go to home addresses.
Individuals who collect, access, retrieve, update, process, analyze, store, distribute, or in other manners use university data are responsible for securing and protecting the data in accordance with the Protection of University Data Policy and Data Risk Classification Policy.
This includes demographic information such as Race/Ethnicity, Gender, Gender Identity, Age or Date of Birth, Disability or Veteran status and other sensitive demographics.
This data must be protected to safeguard privacy and maintain compliance with State and Federal Laws and Regulations.
The Information Security Office has a course called Handling Data Safely to help UB community members who may come into contact with restricted or private data. This includes student/employee demographic data.
Always use the University System Of Record for source data.
Educational institutions often collect and report race and ethnicity in a two-part format in accordance with the 1997 U.S. Office of Management and Budget (OMB) guidelines with five categories for data on race. This information should be collected in a "select as many as apply" format.
Consider the following inclusive suggestions:
The 1997 OMB standards require two minimum categories for data on ethnicity:
When aggregating ethnicity demographics, any individual who selects "Hispanic or Latino" is counted as "Hispanic or Latino" regardless of any race selection(s) they may select.
1997 OMB standards require five minimum race categories
Select one or more of the following races:
OMB permits the Census Bureau to also use a sixth category - Some Other Race. Respondents may report more than one race.
The concept of race is separate from the concept of Hispanic origin.
Two or more races. People may choose to provide two or more races either by checking two or more race response check boxes, by providing multiple responses, or by some combination of check boxes and other responses.
**If not required or race is unknown, you can include them in a unknown category.
There may be occasions where there is a legitimate business need to collect demographic information but do not require the two question format required for federal reporting. In these instances, please consider the following list in a 'Select as many as apply' format.
Which race or ethnicity best describes you?
If your data format does not allow a 'Select as many as apply' format, please also include "Two or More Races" as an option.
SUNY has also implemented data collection changes to obtain certain disaggregated race data which puts SUNY in compliance with NYS's newly enacted Executive (EXC) Chapter 18, Article 7, Section 170-E*2 "Collection of demographic information".
Separate collection categories for each major Asian group (subcategories are optional and may select all that apply):
Each major Pacific Islander Group shall include (subcategories are optional and may select all that Apply):
Campuses are required to have all operational systems reflect a student's pronouns in any instance consistent with federal law where a student is comfortable sharing such information.
Commonly Used Pronouns
She/her/hers
He/him/his
They/them/theirs
Ze/zir/zirs
If there is a need to collect pronouns allow users the ability to choose from a set of pronouns or to enter their own pronouns, including neopronouns (e.g., ze/zir) and multiple pronouns (e.g., he/they).
It is important to note that individuals may choose not to list their pronouns or prefer not to use pronouns.
Most NYS agencies that collect information about a person's gender are to provide an option for people to mark their gender as "X" on state forms and include that information in data collection that became effective on January 1, 2023.
If considering asking for gender on a survey offer inclusive gender options beyond male and female:
Avoid using "other" as an option - instead use an open text field
Keep in mind that "transgender" is not a gender identity. If you have a legitimate academic or business-related reason to collect information about whether participants are transgender, you can ask this as a separate question, "Do you identify as transgender?"
Allow a 'prefer not to say' option
Allow people to select all that apply
In general, the University does not recommend soliciting this information from individuals as this information may be particularly sensitive for some individuals.
If you have a legitimate academic or business reason where you need to solicit this information, you may consider this format:
"Do you identify as a member of the LGBTQIA+ community?"
An honorific/salutation is a title that conveys esteem or respect. While some honorifics such as “Doctor” or “Professor” do not convey gender, the common honorifics of “Mr.,” “Mrs.” and “Ms.” do.
Often it is unnecessary to collect honorifics but if asking, incorporate the "Mx." and "M." titles as alternative honorifics to binary honorifics. Consider an open field to allow individuals to specify their honorifics.
Always use aggregate or summary data vs. individual identifiable data for producing reports, dashboard displays, research and such.
Examples:
Before any major communication, mailing, report generation, or other process using name or demographic data, ensure you are using the most up-to-date data from the University system of record if possible as name, honorifics, and other demographics fields may change over time.
Please be mindful to secure individual row level demographic data (e.g. "Jane Doe, white female with a disability") in electronic and paper formats in accordance with data security guidelines listed on this page.
UB continues to make progress promoting the use of chosen names, pronouns and other gender markers wherever possible and updating computer systems across campus.
The SUNY Board of Trustees recently directed all 64 of its campuses to update their policies on chosen names and pronouns to ensure that transgender, gender non-conforming and nonbinary students are fully reflected in campus systems.
When discussing and evaluating a potential software purchase with a vendor: ask questions about functionality for Chosen names, Pronouns, Non-binary gender markers and Gender neutral honorifics.
Email the Office of Equity, Diversity and Inclusion (EDI) or phone EDI at (716) 645‑2266 if you have questions or need more information.
406 Capen Hall (Campus map)
Buffalo, New York 14260
Tel. (716) 645-2266
Fax: (716) 645-3952
