Chosen Name, Gender Identity & Pronouns

Wherever possible, use someone’s chosen name, including informal conversations, email communication, and formal settings.  If you are creating a registration/signup form, allow the use of chosen name only, unless there is some specific reason you need access to someone’s legal name.  Depending on which platforms you use, you may have access to a student, staff, or faculty member’s legal name. When a chosen name is indicated, we expect that you treat access to a legal name as confidential data and do not employ it unless there is a specific need for it to be used.  There may be circumstances (e.g., when conducting a background check, dealing with financial records, or sending postal mail) when a legal name is required.  Limit the use of the legal name when a chosen name is listed to necessary circumstances.  There may be times (e.g., when contacting family members or writing letters of recommendation) when someone may not want their chosen name used.  If you are hesitant about a particular context, you should ask the individual privately if there is an exception to using the chosen name and/or seek support through the Office for Diversity, Equity and Community Engagement.

While the most known and understood reason to go by a chosen name instead of a legal name may be to reflect gender identity, other reasons why someone might use a chosen name include personal safety reasons, choosing to go by an “Americanized” name, or distinguishing oneself from someone with a similar name.

Gender identity is the personal sense of one's own gender.  Gender identity can correlate with a person's assigned sex at birth (cisgender) or can differ from it.  Gender expression (e.g., through clothing, presentation) may reflect a person's gender identity, but this is not always the case and should not be assumed.

Some people may use the following terms to express their gender identity: agender, cisgender, gender neutral, queer, woman, transgender, gender non-conforming, man, trans man, trans woman, questioning.  

It is important to know that it is not your choice how another person identifies; you are responsible for respecting how they identify and referring to them in the ways they indicate are appropriate.

Pronouns are used instead of someone’s name in a sentence.  For example, “He wore his red shirt today.  Can you see him?” or, “They wore their red shirt today.  Can you see them?”

You should not determine someone’s gender identity by looking at them and should not make assumptions about a person’s pronouns based on your perception of their appearance.  Using someone’s correct pronouns is respectful and creates a more inclusive environment.

It is a good and inclusive practice to ask, “What pronouns do you use?” or “How should I refer to you when I am not using your name?” when you meet or communicate with someone for the first time.  You can also ask people to share pronouns when they fill out a registration form or information sheet.  You can make it easier and more welcoming for people to share their pronouns with you by sharing your own pronouns verbally, in communications, and in your email signature.  For example, “I am Dr. Eric Smith.  You can call me Eric, and I use he/him/his pronouns.”  When leading a group discussion, staff/faculty meeting, or starting a new semester in a course, student organization, or workplace environment, ask people to share their pronouns along with their names as a part of the discussion.  For example, “Let’s go around the group and do introductions.  Please share your name, your major, and your pronouns as you are comfortable.  I’ll start.  My name is Yvonne, I’m in BME, and I use they/them/theirs.”

It is important to know that it is not your choice how another person identifies; you are responsible for respecting how they identify and referring to them in the ways they indicate are appropriate.