Name Change Policy, Gender Identity, and Personal Pronouns
Berklee endeavors to educate community members about used names and pronouns as fully as possible, and it is expected that all members of the Berklee community will respect the used names and pronouns of others. Continued use of a person's non-used personal pronouns after notice of used personal pronouns may constitute a violation of policy.
Furthermore, while Berklee makes every effort to make requested name or pronoun changes in all appropriate places and in a timely manner, there may be instances where the change is missed or does not integrate into certain systems. To address questions about updating your name, gender, or pronouns in Berklee systems: students may contact the Office of the Registrar, and faculty and staff may contact Human Resources.
In this policy, you will find the following information:
- Legal name change guidance
- How to update your used name, gender identity, and personal pronouns
- What is a used (preferred) name?
- Where will my used name (if submitted) and my legal name be used?
- What is a personal pronoun?
Legal Name Change Guidance
Students, faculty, and staff can use the Massachusetts Transgender Political Coalition guide to work through the legal name change process. This guide also includes information on how to update your gender marker on legal documentation.
- Name changes can be done by anyone, for any reason, and do not require approval or signature from an outside authority.
- Gender marker changes may require documentation in the form of a letter from a healthcare provider, a signed form, or both. Please reference the above guide for what is needed for changing gender markers on each kind of documentation.
Students who wish to change their legal names with Berklee once they have done so through the court should contact the Office of the Registrar with legal documentation, such as an updated driver's/state license or birth certificate.
Used (Preferred) Names, Gender Identity, and Personal Pronouns
Students, faculty, staff, and alumni have the ability to inform the institution of their used name, gender identity, and personal pronoun. Every person has the right to be addressed by the name, gender identity, and pronoun that is appropriate for their identity. These important preferences can differ from legal and permanent records. This policy articulates the purpose of this resource, how it works, and in what context preferred identifiers can and cannot be used.
Faculty can also access a training guide that outlines how the used name policy impacts what they'll see in my.berklee.edu and on ol.berklee.edu.
How to Update Your Used Name, Gender Identity, and Personal Pronouns
Students and Alumni
This form is for current and former students and alumni who need to update their student record with a different preferred name, gender, and/or pronoun(s) from what currently exists in Berklee systems.
Please allow three to five weeks for the updates to be reflected across Berklee systems.
Faculty and Staff
You can update your name, gender identity, and personal pronouns through Workday (use the Modify Personal Information task).
Please note:
- In order to change your legal name, you must upload a court order, certificate of naturalization, an updated Social Security Card, or other official proof of your new name.
- Pronouns will be visible in your profile and in downstream systems like Colleague or Canvas. Gender identity will be used for statistical purposes only.
What is a used (preferred) name?
A student, faculty, or staff member may wish to go by a name that they use over their legal name. In general, it is inappropriate to ask for "preferred" names or pronouns as this language indicates that the names and pronouns someone uses are optional and that the request is also optional. Calling someone by the name and pronoun they use is not optional. Names used can be a middle name, nickname, or any other choice that will differ from the name they were assigned at birth and legally have documented. In addition, inappropriate use of the used name policy (e.g., to avoid legal obligation or to impersonate another) may be cause for denying the request.
No student, staff, or faculty member is required to submit a used name. If a used name is not submitted, then the legal name will be used by default.
Where will my used name (if submitted) and my legal name be used?
If a student chooses to submit a used name, it will appear in, but may not be limited to, the following:
- Class rosters
- Academic records and reports: grade reports and unofficial transcripts for internal use
- Campus directory (unless a student has chosen FERPA exclusion)
- Advisee lists and housing reports
- Email display (used name only)
- Berklee Card (your student ID): once you have been notified that your name change has been processed, your card will be reprinted
- Berklee Connect
- Workday student employment profile
If a staff or faculty member chooses to submit a used name, it may be used in, but not limited to, the following:
- Campus directory
- Email display
- Employee ID
- Workday employment profile
Regardless of the used name being submitted, the legal name (unless legally changed through the courts) will appear in, but not be limited to, the following for students:
- Financial aid
- Official transcripts
- Student account information
- Enrollment status verification
- Payroll
Regardless of the used name being submitted, the legal name (unless legally changed through the courts) will appear in, but not be limited to, the following for staff and faculty:
- Benefits
- Employee verification
- Payroll
What is a personal pronoun?
A personal pronoun is used when talking about a specific person. We recognize that there are numerous gender identities and personal pronouns that people use.
A student, staff, or faculty member may report a personal prounoun as one way of informing others about their gender identity. Personal pronouns are used in order to respect the way people identify and to avoid making assumptions about peoples' identities.
Additionally, Berklee recognizes that gender identity exists in a world of markers and expressions. While we are required to collect information on legal sex (during the time of admission and enrollment or hiring, and as indicated by female or male), a student, staff, or faculty member has the option to submit information on their gender identity.
No student, staff, or faculty member is required to submit a personal pronoun. If a personal pronoun is not submitted, then this field will be left blank.
For students, personal pronoun and gender identity information will appear in, but may not be limited to, advisee lists and housing reports.
For staff and faculty, personal pronouns and gender identity information will not be immediately used or distributed in the same manner as it will for students. Unless a faculty or staff member instructs Human Resources to share this data with a manager or other designated person(s), this information will be kept private.
The following are examples of gender identities that may be submitted:
- Non-binary
- Agender
- Genderfluid
- Cisgender Man
- Cisgender Woman
- Transgender Man
- Transgender Woman
- Genderqueer
The following are examples of personal pronouns that may be submitted:
- She, Her, Hers
- He, Him, His
- Ze, Hir, Hirs
- They, Them, Their
- He, They
- She, They
- He, She, They
