Use a Preferred Name at Kennesaw State University

To better serve our campus community, we offer the option to add a Preferred First Name for use in select, legally allowable University systems.

Your legal name remains the primary identifier and is displayed in all campus systems unless a preferred first name is approved for use in specific applications. Not all systems support preferred names.

Faculty and Staff wishing to update their preferred name can submit a request.

Frequently Asked Questions and Answers can be found below. Questions not addressed in the FAQ can be directed to your HR Coordinator, listed by college and department.

 

Faculty and Staff Preferred Name Change

Many Faculty and Staff use names other than their legal name for a variety of personal or cultural reasons. To better serve our Faculty and Staff, we have created the option to add a Preferred First Name.

The Preferred First Name replaces the Legal First Name in The following systems:

  • Campus Directory
  • Microsoft Applications
  • Banner INB
  • KSU’s learning management system and electronic classroom
  • Other applications located at Registrar's Office.

Submit Your Preferred Name Request

Individuals that are eligible to complete this form should have their primary affiliation for the university as faculty/staff. Students should visit the Registrar's website for preferred name changes.

Submit your preferred name request

Preferred Name Updates – Employee FAQ

  • A preferred name is a first name an employee chooses to use instead of their legal first name in many university systems. Employees may use a preferred name for personal, cultural, or professional reasons.

  • All active faculty and staff whose primary affiliation is as an employee of KSU are eligible to request a preferred name update.

    Students: please visit the Registrar’s website for more information on student preferred name options.

  • Faculty and staff submit a Preferred Name Request.
  • Preferred name changes are processed as they are received. Approvals happen continuously throughout the year, however, please allow up to two weeks for processing and feeding through University Systems.

  • Not anymore! Preferred name requests can be submitted any time and will be reviewed by an HR employee throughout the year.

    NET ID updates, however, are still processed 3 times per year (processed prior to the start of each semester). Once a preferred or legal name is updated, you may request that your NET ID be updated as well. Please refer to the NetID update page for more information.

  • An approved preferred name may appear in many campus systems, including:

    • Campus Directory
    • Microsoft 365 (Outlook, Teams, SharePoint, etc.)
    • KSU learning management and classroom systems
    • Other university applications maintained by the Registrar’s Office

  • Per University System of Georgia policy, an employee’s legal name must be used for official business and compliance purposes, including but not limited to:

    • Payroll and tax records
    • Benefits and retirement systems
    • Employment verification
      Financial and regulatory reporting
      OneUSG and Banner Administration

    USG institutions are required to use legal names for these functions.

  • No. A preferred name update does not change an employee’s legal name. Legal name changes require formal documentation and must follow established USG and KSU HR procedures.

  • The KSU preferred name process applies to first names only. Changes to last name or legal name require official documentation and separate HR processing.  Changes to Legal Name can be initiated through OneUSG Connect  - Employee Self-Service.

  • KSU provides this option to better support a diverse campus community and to respect employees who use names different from their legal name for personal, professional, or cultural reasons.

  • Yes. Preferred names must:

    • Be appropriate for a professional workplace.
    • Not be used for misrepresentation or fraud.
    • Contains inappropriate or offensive language.
    • Comply with applicable University and USG policies.

    KSU reserves the right to deny or remove preferred names that violate policy.

  • Yes, in the Preferred Name Form click “remove” next to your preferred name. The change will be approved instantly but will take a few business days to flow through all applicable university systems.

  • Employees with questions about preferred name updates should contact KSU Human Resources.