This policy guidance provides information and recommendations for complying with UB's Preferred/Chosen Names and Pronouns Policy.
UB recognizes that using people’s chosen names, pronouns, and other gender markers is particularly essential to our transgender community feeling respected and welcome.
Everyone should be able to expect that they will be addressed in a way that is consistent with their identity. At the most basic level, this means being addressed by the names we call ourselves and in ways that respect our own gender identities. UB has recognized that using people’s chosen names, pronouns, and other gender markers is particularly essential to our transgender community feeling respected and welcome.
On June 7, 2022, the State University of New York (SUNY) Board of Trustees passed a resolution requiring campus presidents to review and update campus policies on chosen names and pronouns, with the goals of allowing the use of chosen names and pronouns wherever possible. On August 9, 2022, SUNY Interim Chancellor Deborah F. Stanley issued a memorandum to campus presidents with implementation guidance for compliance with the resolution. UB has updated and expanded its Student Preferred/Chosen Name Policy, which is now more inclusive and has been renamed the Preferred/Chosen Names and Pronouns Policy.
Some UB information systems have the ability to capture a name that is different from an individual's legal name. If entered, this alternative name will supersede the legal name where possible in various university systems and forms. At UB, this option is usually referred to as 'Preferred/Chosen Name.' 'Preferred' and 'Chosen' have different meanings to different users of this feature.
For some individuals, such as international students who use an "Americanized" name or individuals who use a nickname such as a shortened version of their legal name, their alternative name may be preferred over their legal name, but they still may have an attachment to their legal name.
For some individuals, including many in our transgender community, an alternative name is their chosen name and an essential part of their identity. Instances where their legal name is used may be unsettling or painful, even when unintended or accidental.
UB uses 'Preferred/Chosen Name' terminology acknowledging the diverse group of individuals who may seek to use a name different from their legal name.
UB’s data systems and processes are complex, and there are times when the university is required to use a legal name or report data in a binary (male/female) format. At the same time, UB has been making changes to our processes and systems to expand the use of preferred/chosen names, pronouns, and nonbinary gender markers.
The Chosen Name Committee is evaluating over 200 systems to determine which can utilize Preferred/Chosen names.
The Common App allows applicants to do the following:
Federal reporting requirements still require students to enter their legal name.
Students’ preferred/chosen names, gender identity, and pronouns are automatically fed to the HUB system. Students may change these in the HUB system at any time.
Applicants to graduate programs submit an application through the Slate system. This system currently allows for preferred/chosen names, pronouns, and an “X” gender marker in addition to “M” and “F.” These are also fed to the HUB system.
Programs such as law, medicine and pharmacy coordinate applicants through services external to UB. While UB does not have direct control over these systems, many – if not all – of these systems have made changes to incorporate chosen names, pronouns, and nonbinary gender markers. Examples include:
Students can enter their preferred/chosen names through MyUB. The preferred/chosen name will automatically appear in systems including the UB Directory, HUB, and UB Learns. A full and current list of systems where preferred/chosen names appear is available on the Office of the Registrar Preferred/Chosen Name webpage.
UB may publish directory and other information about students, and release this to interested organizations. Students who do not wish to be listed in the directory may submit a Request for Directory and Information Release/Non-Release Form to the Office of the Registrar. This is an option for students who wish to limit where their name appears.
Students can add or update their pronouns and gender identity in HUB. Pronouns will be reflected on class rosters and in UB administrative systems. HUB allows students 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 students may choose not to list their pronouns. Legal sex and gender identity will remain confidential and are available to a limited number of administrative users when necessary for business purposes.
Diplomas are printed with the legal name on file; however, students may request a diploma with a preferred/chosen name and middle name. To request a preferred diploma name, please send an email to reg-degreeaudit@buffalo.edu and include the UB person number. All requests must be received prior to the conferral date.
Alumni who would like a reissued diploma reflecting a different legal name or a preferred/chosen name may purchase an additional diploma. In the *Reason field, please select “Name Change” and make note of the new name in the provided reason box.
There are some documents and systems that require the use of a legal name by law. These include transcripts, bills, tax forms, financial aid documents, immigration documents, medical records, and enrollment and degree verification through the National Student Clearing House.
If a student is appointed as an employee (e.g., Teaching Assistant, Graduate Assistant, or Research Assistant), the preferred/chosen name is not transmitted to the employee system. Individuals may submit a Employee Preferred/Chosen First and Middle Name Request form so that the preferred/chosen name appears in the UB directory. The preferred/chosen name may appear in some university systems such as HUB, UB Learns, and EAB Navigate.
UB Jobs is the university’s online application system. Applicants may enter a preferred/chosen name and pronouns into the system, and “X” appears as a gender marker along with “M” and “F.”
UB faculty and staff can submit a Employee Preferred/Chosen First and Middle Name Request form to identify themselves by a name other than their legal name. The preferred/chosen name will appear in the UB directory and in some university systems such as HUB, UB Learns and EAB Navigate. Please know that there will be official university record systems where an employee's legal name will still appear. Employees can complete and submit the form electronically and documentation is not required.
Currently, UB is working on expanding the capability of our personnel systems and processes to display preferred/chosen names.
Employees may indicate their gender identity through the Employee Demographic Survey.
Pay stubs must include the employee’s legal name. Employees can opt out of receiving paper pay stubs by taking the following steps:
The UBITName is the series of letters and numerical digits appearing before @buffalo.edu in a UB email address. In some cases, the UBITName includes a name that someone may no longer wish to be associated with. If a student or employee has entered a preferred/chosen name to reflect their gender identity, they are eligible to submit a request for a Different UBITName.
It is important to note that UBIT strongly recommends that individuals change their UBITName between semesters, where possible. Students completing a UBITName change during a semester must notify all course instructors to ensure UB Learns grades, postings and interactions carry forward to the new UBITName account.
The Email Display Name is the name that appears when someone sends email communication to others. If an employee/student has a preferred/chosen name set, this name will be displayed vs. legal name.
Preferred/Chosen names display in UBmail, Zoom and Microsoft 365 applications.
When a Student enters a preferred/chosen name in HUB, this will be fed to the UB Card system. The preferred/chosen name appears on the front of the card. For legal identification purposes including UB law enforcement, the legal name appears on the back of the card.
If a student changes their preferred/chosen name to reflect their gender identity after receiving their initial UB Card, UB's Office of Equity, Diversity and Inclusion (EDI) will cover the cost of a replacement UB Card. Contact EDI to request reimbursement for a new card.
If you notice any display of a non Preferred/Chosen name, you can contact the UB Learns support team to have that updated.
An honorific 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. UB has incorporated the “Mx.” title into ePTF as an honorific that is an alternative to binary honorifics. When asking for honorifics, the Mx. title should be included with gendered honorifics whenever possible.
Misgendering is an action that intentionally or unintentionally refers to someone by a gender that is different from that individual’s gender identity. Misgendering can take a number of forms, and includes:
Misgendering is disrespectful and creates feelings of “othering” or unwelcomeness. It also can create a hostile environment in violation of UB’s Discrimination and Harassment Policy. While the occasional and unintentional use of a wrong pronoun or title will not rise to the level of a violation, it is expected that UB employees will strive to refer to others by the chosen name, pronouns, and other gender markers that are consistent with their gender identity.
Individuals who are subjected to intentional or repeated misgendering may contact EDI to file a report of discrimination or learn about their options for having the situation addressed.
UB is required to provide religious accommodations based on sincerely-held religious beliefs. Employees who require a workplace accommodation due to a religious belief that is in contradiction with this policy guidance should contact EDI.
Email the Office of Equity, Diversity and Inclusion (EDI) or phone EDI at (716) 645‑2266 if you have questions or need more information.
