Although KPU uses the phrase "preferred name", we know that for many people this name is not simply a preference: it is the only name they use, and it is central to their identity. For this reason, we also recognize the phrase “chosen name” even though you’ll see “preferred name” used more prevalently throughout KPU.
Many members of the KPU community use names other than their legal given names. A preferred or chosen name is one that someone commonly uses that differs from their legal given name.
Individuals who are Trans, non-binary, Two-Spirit, or gender diverse may no longer use their deadname. Deadname refers to the name that they were given at birth and should never be used once they have a chosen name. Instead, many will go by a chosen name that they feel most comfortable with. It is important to take the time and commitment to practice and remember someone’s chosen/preferred name. Please check out this resource from John Hopkins University for more information.
However, not only members of the Trans, non-binary, and Two-Spirit community decide to change their name. Many individuals may go by a nickname, short version of their full name, use their middle name, or decide to use an anglicized name. Others may choose to use their ancestral name or no longer use their anglicized name. Take the time to learn how to correctly pronounce someone's name and address them by their chosen or preferred name. Check out this resource to learn more about why getting someone’s name right matters.
To help build a culture of inclusion at KPU, all members of the KPU community are strongly encouraged to respect and properly pronounce the name that an individual uses, whether it is their legal name or not.
KPU Students
Updating your preferred or legal name at KPU
Preferred or Chosen First Names
You can provide your preferred first name when you apply for admission to KPU. You can update your preferred or chosen first name at any time throughout your studies.
You should provide a preferred first name to KPU only if you want staff and faculty to refer to you by a name that is different from your legal name.
We suggest updating your preferred first name well ahead of a new term. This makes it more likely your preferred or chosen first name will be used consistently in your classes.
Legal Names
Once you have obtained legal documentation verifying your legal name change, you can have your legal first and/or last name updated at KPU.
For details on how you can update your preferred or legal name visit Updating Your Personal Information.
Updating your KPU email address
Updating your preferred or legal name does not automatically result in the issuance of a new KPU email address.
For details on how you can update your KPU email address, visit Updating Your Personal Information.
Where can your preferred/chosen first name be used at KPU?
- KPU card
- Class lists
- The following university-related systems:
- ONE.KPU.ca
- Online Self-Service (OSS)
- Online course platforms: Moodle, Microsoft Teams, Zoom, and Big Blue Button
- My Action Plan (MAP)
- Academic Advising (Advisor Connect)
- Counselling Services (including my SSP: Keep me Safe)
- Library Services
- The Learning Centres (Book a Tutor)
- KPU Career Development Services
- KPU Temporary Medical Insurance Plan (guard.me)
KPU is working to create a more unified experience that would only display legal names when legally required. That said, you might still see your legal name, rather than your preferred or chosen first name, in some online systems and communications. This is due to the complexity of KPU’s information systems and the inability of some systems to share information.
Providing Inappropriate Preferred First Names
The following are considered inappropriate:
- Providing a preferred first name to avoid a legal obligation via misrepresentation
- Using harmful (foul, offensive, abusive, etc.) language in a preferred first name request
These situations will result in the denial and/or reversal of the request.
As a student, you may also be subject to discipline per Policy ST7, Student Conduct (Non-Academic)
Where must your legal name be used at KPU?
Your legal name must appear on all legal documentation and must be used for the following documents:
- Official letters and forms, including, but not limited to: admission, confirmation of enrolment, financial awards, student aid and loans
- Tax forms
- Transcripts
KPU parchments (your graduation diploma) and the University’s official Graduation Roll
Why a legal name change is still a good idea
While KPU allows you to indicate and use your preferred name without requiring that you officially change your legal name(s), it is important to think about possible impacts after leaving KPU.
When applying for work, professional accreditation or further education, official documents are often used to verify a person’s identity. These documents use legal names. Using your preferred or chosen name on your application may cause confusion in situations where official documents are requested. For example, employers might be confused about your KPU student portfolio that uses a preferred name while your transcripts use a legal name.
Having a name legally changed is the best way to avoid confusion and ensures that you are consistently addressed using the name that best reflects how you want to be known on campus and beyond. Learn more at:
KPU Employees
Updating your preferred or legal name at KPU
Preferred or Chosen First Names
As a new employee, you are able to provide a preferred first name when you apply for a position at KPU.
As a current employee, you are able to update your preferred or chosen first name at any time throughout your employment.
You should provide a preferred first name to KPU only if you want staff and faculty to refer to you by a name that is different from your legal name.
If you would like to update your preferred name, please complete the Employee Information Change Form.
Legal Names
After obtaining legal documentation verifying your legal name change, you can have your legal first and/or last name updated at KPU.
Visit the Human Resources SharePoint page for further details on how to update your preferred or legal name, as well as your KPU email address.
Updating your KPU email address
Updating your preferred first name or legal name(s) does not mean you will automatically be issued a new KPU email address. When providing an update, if you would also like to have your KPU email address updated, be sure this is indicated on the Employee Information Change Form.
Where can your preferred/chosen first name be used at KPU?
If you have a preferred first name on record, you can expect to see it used in the following places:
- KPU card
- Class lists
- The following university-related systems:
- Employee Portal
- Online Self-Service (OSS)
- Employee Self-Service (ESS)
- Ellucian Banner
- Taleo
- Microsoft Teams
- Employee Directory
- Online course platforms: Moodle, Microsoft Teams, Zoom, and Big Blue Button
- Library Services
KPU is working to create a more unified experience that would only display legal names when legally required. That said, you might still see your legal name, rather than your preferred or chosen first name, in some online systems and communications. This is due to the complexity of KPU’s information systems and the inability of some systems to share information.
Providing Inappropriate Preferred First Names
The following is considered inappropriate:
- Providing a preferred first name to avoid a legal obligation via misrepresentation
- Using harmful (foul, offensive, abusive, etc.) language in a preferred first name request
These situations will result in the denial and/or reversal of the request.
Where must your legal name be used at KPU?
Your legal name must appear on all legal documentation and must be used for the following documents:
- Tax forms(T4)
KPU Support
What can you do if your preferred/chosen name is not being used properly?
If you feel that your preferred/chosen name is not being used properly, we encourage you to reach out:
- Students can reach out to the following:
- the Students Rights and Responsibilities office at srr@kpu.ca
- KPU’s Director of Diversity by contacting pdec@kpu.ca
- Employees can contact the Manager of Equity, Diversity and Inclusion in Human Resources at HR-EDI@kpu.ca.
What can you do if you accidentally use the wrong name or deadname someone?
A person may decide to stop using their given or legal name and instead choose a name that better aligns with their identity. When someone uses a person’s old name after being asked not to, that is considered ‘deadnaming.’
Deadnaming doesn’t always come from a malicious place. It can take time to get used to calling someone by their preferred or chosen first name and we may not always get it right. Mistakes happen – if you mess up, it’s best to apologize and correct yourself.
It is up to all of us in the KPU community to affirm one another’s identity by using people’s preferred or chosen first names in places and spaces that do not require legal names.
Feedback or Comments?
If you have any feedback or comments on this process or information, please email names@kpu.ca.