Name for Student Records Policy

Approval Date: September 1, 2026                                                                  

Last Revision Date: September 1, 2026         

Board Policy Alignment:

E-1 Ends
EL-0 General Executive Constraint
El-1 Treatment of Students
EL-5 Organization Culture

Responsible Official: Vice President for Student Experience

Purpose

Frederick Community College (“FCC” or the “College”) is committed to maintaining a safe, supportive, inclusive, and welcoming learning environment for all students.

Recognizing that a person’s name is central to identity, belonging, and dignity, FCC provides current and prospective students with the opportunity to designate both a legal name and, where permitted, a chosen name for use in student records.

This Policy establishes institutional standards governing the collection, use, and display of student names across College systems, consistent with legal, regulatory, and operational requirements.

Scope

This Policy applies to all credit and noncredit students at the College and governs the use of legal and chosen names within College-maintained student records and systems.

This Policy applies to, but is not limited to, individuals who use a middle name instead of a first name, a nickname, an anglicized name, or a name that affirms gender identity, cultural identity, or personal preference.

Policy

1. Legal Name Requirement

Students are required to provide their legal name during admission, enrollment, or registration processes. The legal name shall serve as the College’s official identifier for student records and shall be used where required for legal, regulatory, financial, accreditation, or reporting purposes.

The legal name will be reflected on official institutional records, including but not limited to:

  1. Official and unofficial transcripts;
  2. Enrollment verification documents;
  3. Financial aid records and related documents; and/or
  4. Student account statements and billing records.

2.   Chosen Name Designation

After providing their Legal Name, students may request the use of a chosen name for designated internal and student-facing College systems, subject to institutional standards and operational feasibility.

A chosen name may not be used to mispresent identity or for fraudulent or deceptive purposes.

Chosen names must:

  1. Contain alphabetical characters and may include hyphens;
  2. Not include numerals, symbols, or inappropriate language; and
  3. Not violate the Code of Student Conduct or other College policies.

The College reserves the right to deny or revoke a chosen name that does not meet these standards.

3. Authorized Use of Chosen Name

An approved chosen name may be displayed in College systems and materials that are not legally required to reflect a student’s legal name, including, but not limited to:

  1. Student Identification cards;
  2. Class, attendance, and/or grade rosters;
  3. Learning management and advising systems;
  4. College-issued email and student portal systems;
  5. Commencement programs, diplomas, and recognition lists.

The availability of chosen names across systems may vary based on technical, contractual, or regulatory limitations.

4. Decision Authority and Appeals

Authority for approving or denying the use of a chosen name is delegated by the College to the Registrar or designee, consistent with this Policy.

Specific documentation requirements and submission processes are governed by the associated administrative procedure.

Optional steps, required forms, documentation standards, timelines, and systems workflows shall be maintained in the appropriate administrative procedure and Registrar guidance materials and are not governed by this Policy.