Chosen Name FAQ

In support of our commitment to creating and sustaining a welcoming, safe, and supportive environment, students, employees and Alumni may choose to identify themselves within the College community using a chosen name. Lewis & Clark College recognizes that members of our community identify by names other than their legal or official names. A chosen name is often an important component of a person’s identity. It is the policy of the College to use a person’s chosen name to the greatest extent practicable and permissible. Read the full policy here.

Lewis & Clark College supports the use of chosen names for students, while maintaining the official, legal name required for academic records and data integrity. The College also supports the use of the pronouns indicated by the student, though gender, pronouns and legal sex are not displayed on rosters or routine academic records such as transcripts or verifications.

The chosen name will appear instead of the person’s official/legal name in most of the College’s systems and documents. For more information about which name is used where and how to change your name, please see the FAQs below.

If you have a question that is not answered by the FAQ or have comments or concerns, please contact the Office of Equity and Inclusion, located in the Templeton Campus Center, room 257A. You may also reach them at 503-768-7186 or diversityinclusion@lclark.edu.

How do I select/change a chosen name?

Providing a chosen name on the admissions application is the best way to ensure the consistent use of your chosen name by college instructors, academic advisors, administrative departments, etc. If you need to make a change, please contact the Office of Admissions.

After classes begin, you can edit or remove a chosen name by visiting the Chosen Name and/or Pronoun web page and completing the online form which will be sent to the Registrar’s Office for your school.

Faculty/Staff can change select a chosen name directly in Workday by following these instructions, or contact Human Resources at hr@lclark.edu or 503-768-6235.

Alumni should contact Institutional Advancement at update@lclark.edu or 503-768-7925

Can I use any chosen first name that I wish?

Generally, yes. LC community members are free to determine the chosen name that they want to be known by as long as they act in good faith and the name is not being used for the purpose of misrepresentation such as attempts to avoid a legal obligation.

The College reserves the right to reject any request deemed inappropriate or which the technical systems cannot accommodate.

Where will I see my chosen name?

It is the policy of the College to use a person’s chosen name to the greatest extent practicable and permissible. The College is in the process of updating all of its systems to reflect chosen name except when legal name is required. As of August 2019, chosen name can be displayed in the following areas:

• Class rosters in WebAdvisor
• Grade rosters
• Diploma
• Commencement program
• Moodle: Moodle will update automatically, one day after updating through the process described above.
• Email: If students provide a chosen name and wish to have their email alias updated, they must contact the IT Helpdesk at ITservice@lclark.eduor 503-267-7225.

Where must legal name still be used?

Documents and processes that require a legal name include (but may not limited to):

• Official transcripts
• Enrollment verifications
• Federal Financial Aid forms
• Financial documents
• Tax documents to the IRS, for example 1098T forms.
• Payroll documents

To change legal name see instructions below.

How will my chosen name be displayed?

Where possible first, middle and last names will be displayed.

How long will it take for my chosen name to be updated on rosters, WebAdvisor, etc.?

Please allow up to five business days to process a chosen name request.

What name will be on my ID Card?

If you have selected a Chosen Name, it will be printed on your ID card. Please note, this may impact your ability to use your ID card as a form of legal identification.

For information about replacing your ID card if you update your name, please review the Campus Safety ID Card information page.

How do I indicate my pronouns?

Students, employees and alumni can indicate their pronouns using the process for chosen name, whether or not their pronouns match legal documentation.

How do I indicate my gender identity?

Lewis & Clark is in the process of updating some systems to be able to collect gender identity. At this time, students, employees and alumni can indicate their pronouns using the process for chosen name.

Please note: gender identity is not the same as legal sex. Information about legal sex is still required for certain federal reports and because the college receives Federal Title IV funding.

How do I update my legal name?

Current students can follow the instructions located on the Update of Legal Name and/or Legal Sex web page.

Faculty/Staff should contact Human Resources at hr@lclark.edu or 503-768-6235.

Alumni should formally update their legal name in by following instructions on the Update of Legal Name and/or Legal Sex webpage. However, they should also contact Institutional Advancement at update@lclark.edu or 503-768-7925 to update alumni records.

How do I update my legal sex designation?

Current students can follow the instructions located on the Update of Legal Name and/or Legal Sex web page.

Faculty/Staff should contact Human Resources at hr@lclark.edu or 503-768-6235.

Alumni should formally update their legal name in by following instructions on the Update of Legal Name and/or Legal Sex webpage. However, they should also contact Institutional Advancement at update@lclark.edu or 503-768-7925 to update alumni records.