Bio-demographic Information Policy at the University of Scranton
Legal Name
Preferred Name
Email Address
Date of Birth
Address and Phone Number
Ethnicity
Social Security Number
Citizenship Status
What is a Preferred Name?
Do I have to use a Preferred Name?
Where will my Preferred Name appear?
Where will my Legal Name be used?
Are there any Preferred Name restrictions?
Will my Preferred Name appear in the University Directory?
Does a Preferred First Name affect my Legal Name?
How do I request a Preferred Name?
Who will have access to my Legal Name?
When will my preferred name show up on University records?
If I used a Preferred Name in my application for admission to The University of Scranton, do I still need to request a Preferred Name?
Will I automatically receive a new Royal ID Card if I choose to use a Preferred Name?
How do I get my Preferred Name on my Royal ID Card?
Will I have a new photograph taken for my new Royal ID Card?
Will I automatically receive a new University of Scranton email address if I choose to use a Preferred Name?
Is the Royal ID Card a form of identification accepted off campus?
For More Information
What is a Legal Name?
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A Legal Name is the name that appears on your passport, driver’s license, birth certificate, or U.S. Social Security Card.
What is a Preferred Name?Back to Top
A Preferred Name is a first and middle name a student wishes to be known by in the University Community that is different from a student’s Legal Name. Surnames can be changed only with a legal name change.
Do I have to use a Preferred Name?Back to Top
No. Use of a Preferred Name is optional.
Where will my Preferred Name appear?Back to Top
Your preferred name will be used in the routine course of university business and when reasonably possible including:
- Royal ID Card2
- Class Rosters
- University E-mail address3
- Desire2Learn4
- Public Directory, unless a FERPA information block has been requested
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Your Legal Name will be used in business and other processes that require use of a Legal Name including:
- International Student Documentation in the federal government SEVIS system
- Enrollment certifications
- Official Academic Transcript
- W-2 Reporting to the Government
- Diploma (unless otherwise requested)
- Student Financial Aid FAFSA data
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Preferred Names may not be used for purposes of fraud, evasion or misrepresentation. The University reserves the right to remove a Preferred Name if it contains inappropriate or offensive language.
Will my Preferred Name appear in the University Directory?Back to Top
Yes, your Preferred Name will appear in the University Directory unless you request a FERPA information block.
Does a Preferred First Name affect my Legal Name?Back to Top
No. An approved Preferred Name does not change your Legal Name.
How do I request a Preferred Name?Back to Top
Students may request this service by completing a Change of Bio-demographic Information Form and submitting it to the Office of the Registrar. All requests are reviewed by the University Office of the Registrar and Academic Services.
Who will have access to my Legal Name?Back to Top
Any University of Scranton employee with a legitimate educational interest will have access to the legal name.
When will my preferred name show up on University records?Back to Top
Once a student’s request for a preferred name is processed, it will appear in university applications within 24 hours. Because instructors, advisors and other university employees may update class lists only at the beginning of the semester, however, it is recommended that a student enter a preferred name prior to the start of the semester. If making a change during the semester, a student may need to ask instructors and staff members to update their lists.
If I used a Preferred Name in my application for admission to The University of Scranton, do I still need to request a Preferred Name?Back to Top
Yes, incoming students should request the use of a preferred name by completing a Change of Bio-demographic Information Form and submitting it to the Office of the Registrar.
Will I automatically receive a new Royal ID Card if I choose to use a Preferred Name?Back to Top
No, a new Royal Card is not created automatically.
How do I get my Preferred Name on my Royal ID Card?Back to Top
Twenty-four hours after receipt of an e-mail from the Office of the Registrar confirming a preferred name change, University students may obtain a new Royal ID Card reflecting their preferred name by visiting the Technology Support Center (TSC) in Alumni Memorial Hall during regular University business hours, Monday – Friday from 8:30am to 4:30 pm. In order for TSC to issue an new/updated Royal ID, students must present one form of photo identification (e.g., driver’s license, existing Royal ID card) for security purposes.
Will I have a new photograph taken for my new Royal ID Card?Back to Top
Yes, a new photograph is taken whenever a Royal Card is replaced.
Will I automatically receive a new University of Scranton email address if I choose to use a Preferred Name?Back to Top
Students who have an existing @scranton.edu email address can obtain a change of email address to reflect their preferred name by choosing this option on the Change of Bio-demographic Information Form and submitting it to the Office of the Registrar. This can be elected at the same time as a preferred name change or any time thereafter.
Is the Royal ID Card a form of identification accepted off campus?Back to Top
Yes, in some places. However, it is advisable to carry a government-issued form of ID such as a driver’s license or passport with you in order to access resources that are not on The University of Scranton Campus. Please note that if your Royal ID contains a preferred name, it may cause confusion if used as a second form of identification off campus in conjunction with a government-issued form of ID that reflects a legal name.
For More InformationBack to Top
If you have more questions about requesting a Preferred Name, please contact Julie Ferguson, University Registrar, julie.ferguson@scranton.edu
1 Graduating students who wish to use a name other than legal name on a diploma must inform the Office of the Registrar on the Application for Graduation form.2 University students may obtain a new Royal ID Card reflecting their preferred name by visiting the Technology Support Center in Alumni Memorial Hall during regular University business hours, Monday – Friday from 8:30am to 4:30 pm.
3 Students who have an existing @scranton.edu email address can obtain a change of email address to reflect their preferred name by choosing this option on the Change of Bio-demographic Information Form and submitting it to the Office of the Registrar. This can be elected at the same time as a preferred name change or any time thereafter.
4 A preferred name will be updated in 3rd party software when the content is refreshed. Most systems refresh on a nightly basis.
