Frequently Asked Questions

These Procedures Supporting the SHU Chosen Name Policy identify the steps one needs to take to specify their Chosen Name and pronouns in the SHU System.

SHU reserves the right to refuse use of a Chosen Name which it deems, in its reasonable discretion, vulgar, offensive, obscene or otherwise used as a form of misrepresentation or in violation of another SHU policy, including the Student Code of Conduct and the Employee Handbook.  If SHU decides to refuse use of a Chosen Name, it will attempt to contact the person to provide notice and resolve concerns.

Often, people make assumptions about the gender of another person based on the person’s appearance or name. These assumptions aren’t always correct, and the act of making an assumption (even if correct) sends a potentially harmful message -- that people have to look a certain way to demonstrate the gender that they are or are not.

Using someone’s correct personal pronouns is a way to respect them and create an inclusive environment, just as using a person’s name can be a way to respect them. Just as it can be offensive or even harassing to make up a nickname for someone and call them that nickname against their will, it can be offensive or harassing to guess at someone’s pronouns and refer to them using those pronouns if that is not how that person wants to be known. Or, worse, actively choosing to ignore the pronouns someone has stated that they go by could imply the oppressive notion that intersex, transgender, nonbinary, and gender nonconforming people do not or should not exist.

When we refer to "personal" pronouns, we don't mean that these pronouns are necessarily private information (generally they are not), we mean that they are pronouns referring to a unique and individual person. 

Once specified in SHU Systems, according to the Procedures Supporting the Sacred Heart University Chosen Name Policy, only a person’s Chosen Name will be displayed in SHU Systems’ user interfaces, where technologically feasible, unless display of their Legal Name is required. 

There are circumstances where SHU is required by law or regulation to use a person’s Legal Name. However, SHU will limit Legal Name use to the specific document(s) and communication(s) requiring the Legal Name and will continue to use one’s Chosen Name wherever possible, for example in conversation and informal communication around the circumstance requiring the Legal Name.  These circumstances include but are not limited to:

  • Human Resources employment records including
    • Tax forms
    • Payroll
    • Benefits
    • Background checks
  • Financial aid
    • Student employment records
  • Accounting records 
  • Student Transcripts 
  • NCAA records including:
    • Eligibility Center distributions
    • National Letter of Intent
  • International Student Services records including:
    • Visa
    • Immigration documents
  • Public Safety documents
  • Counseling Center records
  • Some professional licensure documents
  • Insurance documents
  • Information provided to airlines for issuing tickets

When a person specifies a Chosen Name, SHU’s use of that Chosen Name is inclusive of all SHU Systems and SHU Publications consistent with this Policy. For clarity, a person cannot elect to use a Chosen Name in some SHU Systems or SHU Publications and not in others.

SHU engages with external entities in several formal and informal ways to coordinate degree and professional program requirements as well as offer experiences outside the SHU community. Except where required by law, regulation or legitimate SHU purpose, SHU will communicate only your Chosen Name to an external entity, and where Legal Name is required, encourage partners support practices of belonging. However, this Policy does not extend to those external entities. Therefore, SHU also encourages you to engage directly with that entity to address the entity’s use of your Chosen Name.

If a person does not specify a Chosen Name in a first, middle or last field, SHU Systems will automatically populate Chosen Name fields with the person’s Legal Name for that field.

As SHU works to fully implement this Policy, it will continue to modify and update SHU Systems. See Use of Chosen Names and Pronouns in SHU Systems for current SHU Systems information. When upgrading systems or adding new systems or vendors, SHU will prioritize and make all reasonable efforts to acquire systems and vendors that support use of Chosen Names consistent with this Policy.

SHU retains both a person’s Legal Name and current Chosen Name in SHU Systems to protect and authenticate personal information, maintain legal obligations and facilitate the use of Chosen Names. A person is always associated with only one assigned SHU ID number.

Legal Names are part of the University’s permanent record to be used when it is required or necessary for SHU to comply with legal, regulatory or policy obligations.

SHU Systems retain Legal Name histories, but do not generally retain Chosen Name histories.

Contact the Office for Inclusive Excellence, Director of Institutional Equity Compliance & Support at burmeistera@sacredheart.edu or call 203-396-8067.