Name in Use
A page within Records & Registration
Policy
The University of Wisconsin-La Crosse recognizes that many students, faculty, and staff may use names other than their legal names to identify themselves. Any UWL faculty, staff, or student may choose to identify themselves within the university community with a Name in Use (first and/or middle name) that differs from their legal name. In addition, any faculty or staff member may choose to identify themselves within the university community with a Name in Use surname (last name). Students must legally change their surnames for a different surname to appear in UWL-related systems.
As long as the Name in Use (first and/or middle name) is not for the purpose of misrepresentation, the Name in Use will appear instead of the person’s legal name in UWL related systems and documents except where the use of the legal name is required by university business or legal need.
Form
Frequently Asked Questions
How do I set a name in use?
Students: A name in use can be set by going to the Records and Registration Office webpage and selecting "Name in Use form" under the Quick Links tabs. Or complete the Name in Use Form linked above.
Employees: Faculty and staff can change their name in use or legal names by completing the name change request form available through the HR website.
Do I have to enter a name in use?
No, you do not have to enter a name in use or preferred name. This is a service for people who wish to be known by something other than their legal name. If you regularly use your legal name, then please do not enter a Name in Use name. If you enter a Name in Use name that matches your legal name, the Name in Use will not be displayed.
Can I use the name in use for everything at the university?
A name in use will only be used in cases where legal name is not absolutely necessary. Examples of where your legal name are necessary include, but are not limited to, financial aid documents, payroll, official transcripts, and federal immigration documents. In some cases if you indicate a name in use, it may be necessary to clarify that your name in use is different than your legal name. Examples of this include, but are not limited to, official interactions with campus police, law enforcement, and verification of medical records.
If I am a student, when will my name in use show up on my class roster?
Changes will appear within five business days of the day the form was submitted.
Will my name in use appear in the UWL directory?
Yes, your name in use, once it is processed, will appear in the UWL directory.
How many times may I change my name in use?
Changing your legal name in university systems to a name in use can have ripple effects throughout your day-to-day experiences. Changing your name in use more than once can lead to confusion regarding your identity, challenges in customer service, and/or the interruption of your ability to access some university systems.
May I change my name in use to whatever I want?
Names in use are limited to alphabetical characters (A-Z and a-z) and a space or hyphen (-). Your name in use will appear exactly as you enter it on the form. It is a violation of the UW-La Crosse Name in Use Policy to indicate a name in use for the purposes of misrepresentation or fraud. For students, fraud and misrepresentation may also violate UWS Student Nonacademic Misconduct Chapter 17.09.09, 17.09.10, and/or 17.09.11. Once entered, a user's name in use may take up to five business days to reach affected systems. New names in use are reviewed daily by the Records and Registration Office.
What happens if someone enters an inappropriate name in use?
Any names in use that may be deemed to be an attempt at misrepresentation, fraud, or interpreted as offensive will be denied by the Records and Registration staff or by Human Resources. For students, if this happens more than once, the student’s name may be forwarded to the Office of Student Life.
How can I change my NetID if I have a name in use?
Students: Since Fall 2018, your NetID is created using the last name only. If you first enrolled at UWL after Fall 2018, a change in the first or middle name in use does not affect your email address or NetID.
However, if you first enrolled at UWL prior to Fall 2018 and your name in use change is related to your gender identity/expression, your request to update your NetID and UWL email address to match your preferences will be considered on a case-by-case basis.
Employees: Faculty and staff should complete the appropriate question on HR's name change request form.
Will my name in use appear on my Eagle ID card?
Yes, your name in use will be on the front of the card and your legal name will be on the back of the card.
How do I delete my name in use?
Students: If you have entered a name in use and later decide that you would prefer to use your legal name everywhere on campus, simply contact the Records and Registration Office.
Employees: Please contact the HR office.
I have more questions about my name in use and/or the Name in Use Policy, who can I contact?
Students: If you have questions about setting up your name in use, please contact the Records and Registration Office or the Pride Center Office.
Employees: If you have questions about setting up your name in use, please contact HR.
How do I correct or change my legal name at the university?
Students: Legal name can be changed by going to the Records and Registration Office webpage and selecting "Name Change Form" under the "Quick Links" section. Complete the form and supply a legal ID or documentation that references your new name. Examples of documentation are driver’s license, birth certificate, passport, court or other legal document.
Employees: Legal name can be changed by going to the Human Resources webpage, selecting "Forms," and selecting "Name Change Request Form" under the "General Forms" section. Complete the form and supply a legal ID or documentation that references your new name. Examples of documentation are driver’s license, birth certificate, passport, court or other legal document.
How does the name in use policy affect F-1 and J-1 students?
The name in use is for use within the university community. International students may feel free to select a name in use for on-campus use. However, this does not apply in situations where one's legal name is required to be used. For the purpose of F-1 or J-1 student visa status, the legal name must be used on I-20s and DS-2019s. An individual's legal name is what appears in the passport.
How will university mail be affected?
University mail will use your name from the directory. The UWL directory will use your name in use. That means that any mail sent to your home address will use your name in use.
Name in use background
In 2015, University of Wisconsin-La Crosse established a first and/or middle name in use policy that allows eligible students, faculty and staff to indicate their name in use for their first and/or middle name to the university community regardless of whether they have legally changed their name.
UWL began implementation of the in August 2016. The goal of the policy is a consistent name experience across UWL systems and to adopt the name in use wherever a legal name is not absolutely necessary. UWL's infrastructure is multi-faceted and complex so there are still some systems where the implementation of a name in use is forthcoming.
Effective Summer 2023, the policy was updated from Preferred Name Policy to the Name in Use Policy.