Pronoun and Chosen Name FAQ
Sexuality and Gender Inclusion
1315 Beall Ave.
Wooster, OH 44691
Below is a list of Frequently Asked Questions related to updating pronouns and chosen name in your identity documents.
Q: Who may enter a chosen name and pronouns?
A: All students, faculty, or staff members may enter their first name and pronouns.
Q: Will my chosen name and pronouns be used on correspondence that gets sent to my home?
A: Regardless of the location to which information is sent, the College uses legal name where legal name is required and chosen name where legal is not required. This means that some of the correspondence that is sent to your primary residence may include your chosen name. Unfortunately, systems do not allow for creating specific rules on name use in different contexts. The College priority is to not include pronouns in any written correspondence, so letters and other documents should not include these.
Q: I want to change my chosen name (not legal name) or pronouns. How do I do this
A: Please visit the website How to Update Identity Documents: Gender, Pronouns, and Chosen Name for more information on updating your identity documents.
Q: Who may enter a chosen name and pronouns?
A: All current students, faculty, or staff members may enter their first name, pronouns, and gender identity.
Q: How long does it take to have my records amended if I have a chosen name change?
A: Most records will be updated within 24 hours. If your chosen name has a different first initial from your College of Wooster username, you will be contacted by IT to determine if you would like to have the first initial of your username changed to match your chosen name. Please note that some systems do not update as frequently, such as the Mailroom and Library systems, and you may need to contact a staff member in these areas to add your chosen name to their information.
Q: I have a chosen name; will my chosen name or legal name be shown on my COW Card (The College of Wooster ID card)?
A: Your chosen name will be shown on your COW Card. If you already possess a COW Card and then change your chosen name, the fee will be waived for replacing your card.
Q: Where does my legal name appear on College records and/or systems used throughout campus?
A: Your legal name will appear on:
- your official College transcript page(s)
- tax forms used in the course of student employment such as I-9, W-4, M-4, etc.
- tax forms issued by the college such as W-2, 1098-T, 1095-C, etc.
- any other place where we are compelled to do so by law
- any checks issued to you by the College
- any financial aid documents
- any insurance and billing information
Q: Where does my chosen name appear on College records and/or systems used throughout campus?
A: Your chosen name will appear:
- Wooster email name
- Wooster username first initial (if you choose to update this)
- the College of Wooster directory
- faculty course rosters
- Residence Life information
- anywhere your name is displayed in Moodle course websites
- the Ohio Five Consort library system (please update with Library if change is made mid-year)
- the campus organization platform being used by Student Life
- the student conduct platform being used by Student Rights and Responsibilities
- most College of Wooster websites (If your name is already listed on a website prior to changing this, you may need to contact the owner of that site.)
- on the materials presented to you at ARCH, New Student Orientation (NSO), and your COW Card, which will be presented to you during ARCH and NSO.
- your unofficial transcripts
Q: Wait! I just found a place/system that appears to use my legal name and I think it should use my chosen name. What do I do?
A: Contact IT staff by email or by calling 330-287-4357 (HELP). We strive to make as many campus and related systems use both chosen name and pronouns. Please understand, however, that in some instances the College does not control these systems and may or may not be able to make these updates. You can also contact the Director of Sexuality & Gender Inclusion for support in making these updates.
Q: Will my chosen name and pronouns be shared with the faculty teaching the classes I take?
A: Yes, chosen name and pronouns will be on the course roster.
Q: I entered a gender identity that differs from my legal gender on my application to the College of Wooster. Will this transfer into my records?
A: No. Unfortunately, the fields in our system do not allow for a direct transfer of this information. You will need to follow the process on How to Update Identity Documents: Gender, Pronouns, and Chosen Name to add this to the system.
Q: What happens if I do not select pronouns or a gender identity?
A: The fields will remain empty. In cases where gender is needed, your legal gender as entered on your College of Wooster application will be used.
Q: What pronoun options are available within the system?
A: The following options are available to select for pronouns. If you do not see the pronoun(s) that you use listed, please contact the Director of Sexuality & Gender Inclusion.
- He/Him or They/Them
- She/Her or They/Them
- Please ask my pronouns
- No pronouns/Use my name only
- Pronoun is fluid/Ask me
Q: What gender identity options are available within the system?
A: The following options are available to select for gender. If you do not see your gender listed, please contact the Director of Sexuality & Gender Inclusion.
- Fluid or Gender Fluid
- Gender Non-conforming
- Identity not listed
- Transgender man/Transman
- Transgender woman/Transwoman
Q: Where will pronouns and gender identity be shared?
A: Currently, pronouns will be listed on course rosters. The College is working to include these in more locations. Gender identity is currently shared with the Office of Residence Life on an as-needed basis. The College is committed to not sharing gender identity in any contexts that this is not needed to know.
Q: How frequently can I change my personal identity information?
A: There is no limit to changing your information in the system, but please consider all the areas that your name, pronouns, and gender identity may be used before you make this change and be fully committed to using that name. The more times you change your information in the system, the more possibility there would be for the wrong name to show up in the wrong places.
Changing your “chosen” first name for certain records does not change your legal first name at The College of Wooster.
For more information on the full College of Wooster policy, please see the Scot’s Key (pdf.) on Identity Documents: Primary Gender, Pronouns, and Chosen Name and Access and Use of Facilities and GroundsRestrooms.