Chosen Name for Employees

Q:  What is the chosen name request service?

A: The chosen name request service is the method by which members of the campus community can request to use a chosen name on campus.

Q: What is a chosen name?

A:  A chosen name is a first, middle, and/or last name that is different from your legal name. A chosen name is one you wish to use during your employment or academic career at the University.

Q: Am I required to request a chosen name?

A: No, you do not have to request a chosen name. This service is for people who wish to be known by a name other than their legal name.

Q: Who can indicate a chosen name?

A: Any current student, faculty, or staff at any Montana State University campus.

Q: Why do people use a chosen name?

A: People use a chosen name for any number of reasons. Here are some of the major ones:

• They wish to be known by a nickname.
• They use an abbreviated form of their first name.
• They use their middle name in place of their first name.
• To align with an individual’s gender, religious or other protected class identity.
• They wish to use their former last name professionally.
• They wish to use a pseudonym such as pen name or stage name (common in literature and the arts).
• To adopt a local name (International students.)
• To provide an added degree of safety for victims of physical, sexual, or other types of violence.

Q: How will I be able to request a chosen name?

A: You may request a chosen name using the chosen name request service which will be made available in MyMSU Great Falls College starting October 21, 2021.

Q: When will I be able to request a chosen name?

A: This service is scheduled to go-live October 21, 2021.

Q: Who can I contact if I have questions?

A: Please send questions to [email protected]

Q: Where will my chosen name be used?

A: Following a chosen name request, an individual’s chosen name is entered into the Employee Information System (MyMSU Great Falls College). The individual’s University email address may be updated as part of the process. Once these updates are complete, their chosen name is displayed in a wide variety of 3rd party systems such as Canvas, and many more.

Do note that some places may support updates but require an additional step in order to reflect a chosen name.  

Q: Can a chosen name be printed on an ID Card?`

A: Students, faculty, and staff may have their chosen name printed on their ID Card.  This is optional and replacement charges will apply.

An ID Card which displays a chosen name may no longer be used as a form of legal identification.

Q: Is an ID Card a form of identification accepted off-campus?

A: Entities off campus are not likely to consider the ID Card as a valid government ID.  Students are advised to carry a government-issued form of ID such as a driver’s license, U.S. social security card, or passport to access resources that require identification, but which are not on campus.

Q: Can a student, faculty or staff member use any chosen name that they wish?

A: Students, faculty and staff members are free to determine the chosen name they wish to be known by in the University’s information system. The University reserves the right to deny or remove any chosen name that disrupts the academic or work environment of the University.

Q: Are there instances where a chosen name will not be used?

A: Yes. There are many instances where legal name must continue to be used. While this is not an exhaustive list, below are a number of examples where legal name will continue to be used.

• Degree Verification
• Employment Verification
• Enrollment Verification
• Federal and State Agency Reporting
• Financial Aid
• Immigration Status Reporting
• Official University Transcripts
• Payroll
• Student Information System
• Tax Processing

Q: I am an employee who would like to indicate my chosen name before October 21, 2021, how can I do this?

A: Currently this is not a capability in our systems since it will prevent MSU campuses from processing certain payroll, tax and benefit information correctly.  The project team is working closely with partners in HR and Finance to resolve these issues in time for the October 21st go-live date.

Q: If my university email address changes, will I still receive an email sent to my former email address?

A: Yes, when your university email address changes, the former email address is set as an alias to the new one.  If someone sends an email to your former email address, it will be routed to your new university email address.