Skip to Main Content

Chosen/Preferred First Name Policy

Purpose: Hawai‘i Pacific University recognizes that as a community many of its members use names other than their legal names to identify themselves. For many of our students, a first name is an important part of their identity. To foster a more welcoming, supportive, and respectful campus climate HPU students may use chosen or preferred first names (other than their legal names) to identify themselves at HPU. 

Definitions

A.       “Chosen First Name” or "Preferred First Name" is the name a student uses consistently and regularly other than, or in place of, their legal first name.

B.       “Legal name” is the name that identifies an individual for legal and official purposes. Legal name identifies a person on official government records such as U.S. social security cards, birth certificates, state licenses, passports, marriage or divorce decrees, etc. 

Policy: HPU acknowledges the importance of allowing for a chosen/preferred first name to be used whenever possible in the course of university business and education. 

The university shall permit the use of a chosen/preferred first name by students who wish to identify themselves with a chosen/preferred first name in addition to their legal name in accordance with this policy.  

This policy is limited to first names and not surnames or family names. The option to use a chosen/preferred first name shall be available to all students as long as the use of the chosen/preferred first name is not for the purpose of fraud or misrepresentation. 

HPU will utilize a “Chosen/Preferred First Name” that is different than a legal name upon completion of the Change of Student Information form. 

The university reserves the right to deny or revoke approval, with or without notice, for any chosen/preferred name in the event of any misuse, including but not limited to fraud, misrepresentation, attempting to avoid legal obligation, or the use of highly offensive or derogatory names. 

The chosen/preferred first name will be maintained by the Registrar’s Office in the university’s Banner Student System. 

Places Where Chosen/Preferred First Name is Used: HPU will make every effort to display the chosen/preferred first name to the university community where feasible and appropriate and will make a good faith effort to update reports, documents, and systems accordingly, including:

  • Student ID Card

  • Class Roster

  • Blackboard Learning Management System

  • Email Address

  • MyHPU Portal (active directory)

  • Degree Works

  • Graduation Program

  • Diploma*

Places Where Legal Name is Used: Legal name will  be used on certain records that require the use of an official name of record.

  • Official Transcript

  • Enrollment Verification

  • Degree Verification

  • Financial Aid

  • Student Employment (application, payroll records, paychecks)

  • Medical records

  • SEVIS (Immigration status reporting)

  • Federal, State and City Agency Reporting

  • Other records that require the use of an official name of record  (e.g., Incident Reports involving safety or security matters) 

*Note regarding Chosen First Name and Diplomas: For most organizations within the United States, the Diploma is considered a ceremonial document only; however, many organizations outside of the United States view the Diploma as a legal statement of degree completion.  For students looking to attend graduate school outside of the United States or who are seeking employment outside of the United States, it is recommended that the student use Legal Name on the Diploma.  Should a student select a Chosen First Name for the diploma and then, at a later date, wants the Diploma to reflect the Legal Name, it is the student’s responsibility to place a new Diploma order.

Procedures for Adding/Changing/Deleting Your Chosen/Preferred First Name and Legal Name: An HPU student who would like to add/change/delete a chosen/preferred first name or has completed a legal name change in Hawai‘i or another state may update the name on their HPU student record via the Change of Student Information form. The form along with supporting documents (if applicable) must be submitted to the Registrar’s Office. Upon receipt of this form and documentation, the request will be updated on official student records. 

Please note for Legal Name Changes: A current HPU Student who is also a student employee at HPU must contact the Office of Human Resources (HR) for Legal Name changes.  HR will provide instruction and guidelines on the supporting documents that will be needed before a legal name change to be completed for HR purposes. 

Replacement Student ID Card: Students who elect a preferred/chosen first name may visit the Registrar’s Office and complete the Change of Student Information form. Once the change has been updated in the student record system, a student may request a new Student ID Card. The first replacement card due to a Chosen/Preferred First Name update will be free; subsequent IDs issued as a result of a chosen/preferred name change would be charged the standard replacement fee. Students must surrender their old ID card prior to obtaining a new one. 

Email Address Change: The HPU email address follows a naming convention that uses the first letter of the first name.  Students who elect a chosen/preferred first name may wish to have their HPU email address updated to reflect the first letter of their chosen/preferred first name.  To request an update to the HPU email address after completing the Change of Student Information form, students may email the ITS Help Desk (help@hpu.edu) and include their chosen/preferred first name in their request. ITS will verify that the Change of Student Information form has been processed before updating the email address. 

Request to Prevent Disclosure of Directory Information: Students who do not want their name available as directory information should consider restricting access to directory information in accordance with FERPA (Family Education Rights and Privacy Act). Changes to directory information may be updated by filling out the Request to Prevent Disclosure of Directory Information form and returning it to the Registrar’s Office. Restricting name and other information in HPU directory does not mean that this information is anonymous to the university community, but rather to those outside the university, in accordance with FERPA and applicable laws. 

Questions: Please contact the Registrar’s Office at (808) 544-0239 or registrar@hpu.edu with questions or visit the office at the Waterfront Plaza, Student Services Center, 500 Ala Moana Blvd, Suite 5A.

Student employees at HPU may contact Human Resources at (808) 544-1188 or hr@hpu.edu with question or visit the office at the Waterfront Plaza, 500 Ala Moana Blvd, Suite 4-545.