Student Preferred First Name Policy | KCTCS

Administrative Policies

Student Preferred First Name Policy

Policy Number: 6.3

Current Effective Date: 11/09/2022

Original Effective Date: 11/09/2022

Revision Dates: 0

Revision Number: 0

Revision Summary: implementation of new policy

Responsible Official: Chancellor

References: Administrative Procedure 6.3-P

1. Purpose

This policy describes where KCTCS can use a student's preferred first name.

2. Scope

This policy applies to all KCTCS colleges and students, except dual credit students.

3. Policy

  1. KCTCS and its colleges recognize that students may choose to identify themselves within the campus community with a preferred first name rather than their legal name, which is the name used for official governmental documents such as licenses, passports, tax documents, and immigration records. Students may use a preferred first name, regardless of whether they have legally changed their name, except where the legal name is required by law, industry standard, or strong business need.

    1. Preferred first names may be used in KCTCS software/information systems and documents such as: class rosters; if students designate the preferred name when applying for degrees, diplomas, and certificates; and other software/information systems that may be used by the System and the colleges.

    2. Legal names are required for all legal documents such as:
      1. Transcripts,
      2. Tax documents (1098-Ts),
      3. Student account statements (bills),
      4. Financial aid and scholarship documents,
      5. Enrollment verifications,
      6. Degree verifications,
      7. Student employment documents,
      8. Paychecks, W2s, and other payroll documents,
      9. Required reporting to state and federal agencies or grantees,
      10. Official lists of students made available to the public (such as Dean's List, etc.), and
      11. Communications with the "Family of" the student.

  2. Preferred first name requests will be denied or revoked for misuse, including but not limited to, misrepresentation, attempting to avoid legal obligation, fraud, or for obscene, offensive, or derogatory language. KCTCS reserves the right to remove preferred names with or without notice. KCTCS may also suspend a student’s privilege to update to a preferred name based on the conditions in this section. 

4. Procedure

KCTCS Administrative Procedure 6.3-P implements this policy.