by Keja Valens, Faculty Fellow for Inclusive Excellence, English Department

Our names are deeply tied to our identity and sense of self. They're how we are identified and addressed over and over across our days. As our students come into themselves and have the opportunity to live more independently, they transition in all sorts of ways. For some of those transitions, a chosen name is extremely important. Changing your legal name through the state is costly, time consuming and involves alerting parents, guardians, and others in ways that are not always possible or desirable for our students. For these reasons and more, Salem State created our chosen name policy. SSU students can choose the name that will be listed on class rosters, email, student ID card, and more through their Navigator accounts (see instructions below).

Name discrepancies

Unfortunately, not all of our systems update or cross-update in the same way. So you might find that a student's first name on class rosters does not correspond to the first letter in their email address. If you are looking at the same student in two different systems, you might find a discrepancy in names.

What do you do then?

If the student has told you their name, use it. Their “real” name is the name they really use.

If you are unsure which name to use:

Check Navigate. This system is the most likely to have the correct name.
Ask the student their name. No need to explain your confusion, just say, something like, “I’m sorry, can you tell me your name (again)?”
If you are concerned about major discrepancies between names, or that the student may be incorrectly listed in some important systems, ask the student if they are having the same concerns. If they are, direct them to folks who can help them get the right name in all the systems (see resources below).

If a student introduces themself in class by a name that is different from the name on the roster:

Use the name that the student indicates.
Consider letting them know, before or after class or in an email, that if they are interested in getting their chosen name to show up on class rosters etc., they can simply make the change through their Navigator account (see below). Allow the student to simply say “thanks” or “no thanks.” If they do not follow up or initiate a longer conversation, let it go.

Considerations for previous or "dead" names

Especially for trans* and non-binary people who use a chosen name, a previous or given name is often called a “dead name.” Calling someone by that name is often referred to as “dead-naming” or “mis-naming," and can be a cause of distress.

If you knew a student by a previous or dead name, or if you are looking at a list that not not correctly updated, you might accidentally mis- or dead-name them. If that happens and you notice, or someone points it out to you,
- Apologize briefly and move on. Make a note to yourself to work on how to avoid repeating the mistake. If you accidentally referred to Jamila as Jamal, consider something like “Jamila, right, I’m sorry, I got it now.” Do not explain your mistake; do not make it about you; do not call unnecessary attention to it. If you want to follow up, do so in an email that also allows the student to just let it go. A message like “I wanted to apologize (again) for my naming error today. If you want to talk more about it in any way, please let me know.”

If another student or colleague misnames or dead-names someone in your presence, intervene simply by stating the correct name and allowing the conversation to continue. If you want to follow up with the misnamed person, do so in an email that also allows them to respond or just let it go. A message like “I noticed x’s naming error today. If you’d like me to follow up in or out of class, or if you want to talk more about it in any way, please let me know.”

Making a mistake with someone's name is not uncommon, but a quick follow-up, apology or repair can help rebuild trust and strengthen the relationship going forward.

Resources

**Directions for students to add a preferred name in Navigator**
Once at the Student Homepage, click on "Profile". Next, click on "Change My Preferred First Name" in the menu on the left-hand side of the screen. Enter your preferred name in the text box. Then, click "Save".

People who can help students get the right name in all the systems:

Peoplesoft/SIS: AVP of Enrollment Management Operations, Ed Valenzuela.
Housing: Director of Residence Life, Joy Schmeltzer
Canvas (updates daily from PeopleSoft/Navigator): Executive Director and Deputy Chief Information Officer, ITS & Faculty Support Services, Gail Rankin
Student Navigation Center: Executive Director, Laura DiChiara
Health and Wellness: Associate Dean of Students for Wellness, Elisa Castillo