Chosen Name

What is a Chosen Name?

• Individuals may desire to be addressed by a name that is different than their legal name. Creating an inclusive environment is part of Kent State University’s mission statement, and we recognize that some use a name other than their legal name to identify themselves. Kent State University has established a process for identifying a chosen name.
• The chosen name will be used where possible in the course of University business. There are places where the legal name will continue to be used for University business or legal needs. Those who are utilizing the chosen name should always be prepared to reference their legal name as well as provide their university identification when necessary.
• Only the first and middle names can be updated with a chosen name. Last names cannot be updated through the chosen name process.

Is a Chosen Name Required?

• No. The ability to be called by a name that is familiar to an individual but is not their legal name aligns with Kent State's "Students First" goal. If an individual regularly uses their legal name, there is no reason to request a chosen name.

Can Any Name Be Submitted as a Chosen Name?

• No. The University has the authority to deny or remove a chosen name at any time. Only the first and middle names can be updated with a chosen name. Last names cannot be updated through the chosen name process.

Can a Last Name Be Changed Using the Chosen Name?

• No. Only the first and middle names can be updated with a chosen name. Last names cannot be updated through the chosen name process.

Can a Chosen Name Include Special Characters?

• Yes. The chosen first name is limited to at least one alphabetical character (A-Z or a-z), and can include the following special characters: apostrophe, hyphen. The chosen middle name can be blank or can be at least one alphabetical character (A-Z or a-z), and can include the following special characters: apostrophe, hyphen.

Can a Chosen Name Be Requested Multiple Times?

• Multiple chosen name requests may be submitted. Individuals are encouraged to state the reason to change from one chosen name to another in the comments section of the request form. The chosen name is not intended to be used for purposes of fraud or misrepresentation. The University has the authority to deny any request or remove a chosen name. 

How Is a Chosen Name Requested?

• A chosen name is requested through FlashLine. Please follow these instructions:
  • Log into FlashLine
  • Click on Settings to access Chosen Name, Pronouns, and/or Gender Identity Requests in the Secure Account Access Section
  • Click on Update Chosen Name. You can also Update Pronouns or Gender Identity Requests
  • Complete and submit the request form

How Long Will It Take for a Chosen Name to be Displayed?

• Once a chosen name has been approved, allow two business days for the name to appear in the systems. It is highly recommended to obtain a new FLASHCard with your chosen name as soon as possible.

How Will It Be Known if a Chosen Name Request Has Been Processed?

• Once a chosen name has been submitted, a confirmation email is sent to the individual's Kent State Email Address.

How Can a Chosen Name Be Removed?

• An individual is able to request their chosen name be deleted by accessing Update Chosen Name via FlashLine by choosing DELETE CHOSEN NAME RECORD button. 

Will the Chosen Name Be Used Everywhere at Kent State?

• No. The chosen name will be used where possible in the course of University business. There are places where the legal name will continue to be used for University business or legal needs. Those who are utilizing the chosen name should always be prepared to reference their legal name as well as provide their university identification when necessary. 

Where Will the Chosen Name Appear?

The Chosen Name will be implemented in the systems below. This list will change as more systems are updated.

* Reports will be updated over a period of time.

**If the student requests a new FlashCard, the chosen name will be displayed on the front and the legal name on the back.

*** KSUview designees will see the chosen name when they access information that has been authorized by the student.

For all other places not listed above, assume the legal name will be used.

Where Will the Chosen Name Not Appear?

The Chosen Name will not be implemented in the systems below. 

Will the Chosen Name Show in Canvas?

• Yes. Once the chosen name is approved, allow up to two business days for the chosen name to show in Canvas.

Will the Chosen Name Show on the Class Roster?

• Yes. The approved chosen name will be shown on all class and grade rosters. If a student's chosen name is approved in the current term, instructor(s) will receive an email notification that a student has an approved chosen name. Rosters will now reflect this change. It is expected that the instructors will address the student by the chosen name. If the class rosters have been printed, please note the change or print a new roster.

Will the Chosen Name Appear in the Directory?

• Yes. Once a chosen name is approved, it will appear in the directory. It is possible to search by either the legal or chosen name. The chosen name will be the only result returned in the search. 

Will the Chosen Name Appear in the Kent State Email Address (Kent.edu)?

• Students can change the display name of their Kent State email address. To change the display name, please follow the instructions detailed in the article Updating the "send mail as"/display name in Gmail, found at TechHelp. If you are unable to complete the steps, please contact TechHelp at either support.kent.edu or at 330-672-HELP (4357).

Will the Kent State Email Address (Kent.edu) Be Changed With the Approval of a Chosen Name?

• No. The creation of the Kent State Email Address is based on an algorithm and is assigned when a student is initially admitted or employed. An individual can, at any time, change the display name of their Kent State email address. Please follow the instructions detailed in the article Updating the "send mail as"/display name in Gmail, found at TechHelp. If you are unable to complete the steps, please contact TechHelp at either support.kent.edu or at 330-672-HELP.

How Does the Chosen Name Process Affect Those With an F-1 and J-1 Visa?

• Chosen name is for use within the university community. International students may feel free to select a chosen name 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 and J-1 student visa status, the legal name must be used on I-20s and DDS-2019s. An individual's legal name is what appears on the passport.

What Is the Process for Having the Chosen Name Appear on the FLASHCard?

• Once a chosen name has been approved, allow two business days for the name to appear in the systems. It is highly recommended that a new FLASHCard is obtained with the chosen name as soon as possible. The chosen name will be on the front of the card and the legal name will be printed on the back of the card.   

Is There a Cost to Have a New FLASHCard Created With a Chosen Name?

• No. There will not be a charge to reissue a FlashCard when a chosen name has been approved. You will need to surrender your old FlashCard to receive the new card. 

What Is the Process for a Regional Campus Individual to Request a New FLASHCard When a Chosen Name Has Been Approved?

• The individual will need to visit the Student Services area of their Regional Campus for assistance in obtaining their new FLASHCard. You will have to surrender your old FLASHCard to receive the new card.

My FLASHCard is Connected to a PNC Bank Account. What do I Need to do?

• Once your FlashCard has been reissued, you are able to sync your new card with your PNC account by either visiting the PNC location in the Student Center or visiting pnc.com/kentstate.  

What is the Process for Changing a Legal Name?

• The criteria and required documentation to legally change a student's name is available on the Financial, Billing and Enrollment Center website.
• The criteria and required documentation to legally change an employee's name is available on the Human Resources Forms Library webpage. Under the Benefit Notification section, please select the Change of Personal Information (PDF).