Legal and Display Name

1. Purpose

The University of Florida (UF) recognizes that students, faculty, and staff may wish to use a name other than their Legal Name as recorded on official UF documents. This Policy informs current and former employees, as well as students, about when and how they may change their Legal Name and how they may change their Display Name at UF.

2. Applicability

This Policy applies to UF, excluding its direct support organizations (DSOs) and affiliated legal entities.

3. Definitions

3.1 Legal Name means the name of a student, faculty, or staff member as it appears on their government-issued identification, such as a social security card, passport, or court order. Students, faculty, and staff who have legally changed their name may, with the appropriate supporting documentation, update their UF records to reflect these changes. To do so, they must complete the process delineated in Section 4.1.

3.2 Display Name means the name a student, faculty, or staff member may choose to use in place of their listed Legal Name in certain UF systems. For example, an individual whose Legal Name is Albert Alligator may use the Display Name “Al Alligator.” Display Names must comply with this Policy.

4. Policy Statement

UF will always maintain a student, faculty, or staff member’s Legal Name as it appears on their government-issued identification. UF recognizes, however, that students, faculty, and staff may wish to use a name other than their Legal Name as recorded on official UF documents.

When requested by a student, faculty, or staff member, UF will update a Legal Name or use a Display Name in the UF Directory and in all UF documents where possible. Where use of the Legal Name is required by UF business or applicable law, such as paychecks or financial aid, UF will not use a Display Name.

Use of a Display Name is not permissible for any purpose of misrepresentation and can be denied at the discretion of UF administration.

UF reserves the right to modify, change, alter, or rescind a Display Name if it contains inappropriate or offensive language, is being used for misrepresentation, or otherwise fails to comply with UF policies and regulations.

In public or semi-public systems where names are visible to other people, a Display Name will be used whenever possible. In systems such as these, it is important to only show the Display Name. For example, the name might be formatted as follows:

• Display First/Given Name Legal Last Name = Alex Smith

In secure administrative systems used by staff, instructors, faculty, and campus officials, a Display Name may be reflected along with the full Legal Name.

The name in these systems will be in the following format where possible:

• Legal First Name Legal Middle Name (Display First/Given Name) Legal Last Name = Alexander (Alex) Smith

Both Legal and Display Names will be displayed on:

• Gator 1 ID Card – Display Name will be on the front of the Gator 1 ID card, and the individual’s Legal Name will be printed on the back.
• Other areas as determined by UF.

4.1 Display Name and Legal Name Changes

Faculty and staff can locate information about making changes to a Display Name or Legal Name at https://hr.ufl.edu/working-at-uf/myufl/name-gender-changes/.

Student Legal Name change requests may be made by completing and mailing or uploading the Record Correction Request form via the Office of the University Registrar’s secure upload page located at https://registrar.ufl.edu/forms.

4.2 Review and Adjudication

The following departments are responsible for overseeing implementation of, assuring compliance with, and answering questions regarding this Policy.

For faculty and staff, including temporary employees:
UF Human Resources
Employment Operations & Records
903 W. University Ave.
PO Box 115009
Gainesville, FL 32611-5009
(352) 392-2477
ufhr-employment@ufl.edu

For students, including graduate students:
Office of the University Registrar – OneStop
Criser Hall, S-107L (1st Floor)
help@registrar.ufl.edu

4.3 Policy Violations

Failure to comply with this Policy could result in disciplinary action, up to and including termination or expulsion.

5. References and Related Information

• Office of the University Registrar – OneStop
• Office of the University Registrar – Forms
• UF Business Services – Gator One
• UF HR Employment Operations & Records
• UF HR Name Change Forms

History