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FAQ

Chosen Name vs. Legal Name

A Chosen Name is the name a student wishes to be known by in the Dartmouth community that is different from a student’s Legal Name.

“Legal Name,” as defined by the Department of Homeland Security for issues relating to driver’s licenses and identification cards, and the name which can be accepted by Federal agencies for official purposes, is the “individual’s first name, middle name(s), and last name or surname, without use of initials or nicknames.” 6 CFR 37.1, 37.3 That name might appear on a passport, driver’s license, birth certificate, U.S. Social Security Card, or an official court order of name change.

For foreign nationals, not U.S. citizens, the “Legal Name” is the name that is entered in the Machine-Readable Zone (MRZ) of a passport.

All students who have access to DartHub may elect a Chosen Name.
No documentation is necessary to elect a Chosen Name. The student makes the choice.
No. Use of a Chosen Name is optional.
No. Election of a Chosen Name does not change Legal Name. Both names are stored in Dartmouth’s Banner system.
  • Chosen Name and Legal Name changes are separate. Information about Legal Name change procedures is on the Registrar’s website.
  • Graduate and professional school students should refer to their school’s handbook for school-specific details on name change procedures.

Chosen Name and email nickname are totally different name types at Dartmouth. Chosen Name is the name you choose to be addressed by while at Dartmouth. The process for each is separate: you may elect a Chosen Name in Darthub and it will not change your nickname if you have one. The DND nickname (alias) is a way to set up alternate means to receive emails – see Manage Email Aliases for more information about nicknames.

The UG Dean’s Office does not use chosen name when sending communications to families. Students are encouraged to speak directly with their dean ahead of any collective student/parent advising conversation regarding how they would like to be addressed during that meeting. Unless there is a health or safety emergency, student consent (FERPA release) is sought ahead of any student/parent advising conversation so there would be time to prepare for a meeting with family.  While other offices have been encouraged to use legal name for outside communications, it is not possible to ensure that this will always happen.  Students concerned about this should request a FERPA block.

Dartmouth Directory

  • Yes, if elected, the Chosen Name will appear in the Directory instead of the Legal Name unless the student has requested a FERPA information block. To request a FERPA block, see your UG Dean.
  • Graduate and professional school students should refer to their school’s handbook for school-specific FERPA information.

Dartmouth ID Card

No. Use of a Chosen Name Identification Card is only an option for students – in no way is it a requirement. A student can specify a Chosen Name via the DartHub student profile that will then cause the name to display on multiple campus systems without generating a Chosen Name ID Card. However, if you lose or damage your ID card, when it is reprinted you will need to tell the card office which name you would like presented on the ID.
To receive an ID Card with Chosen Name instead of Legal Name, students:
  • Elect a Chosen Name in the DartHub student profile
  • After entering the Chosen Name in DartHub, go to the Campus Billing and DartCard Services Office (McNutt building – first floor) and tell them you want a new ID with your Chosen Name.
  • The first Chosen Name replacement card will be issued at no cost when you surrender your current ID card.  After the first card is provided, standard replacement card charges will apply.
Yes, students inform the staff at Campus Billing and DartCard Services Office that they would like a new photograph to be taken before a new card with Chosen Name is issued.
  • It is advisable for students to carry a government-issued form of ID such as a driver’s license, U.S. social security card, or passport with them if they require it for identification or to access resources that are not on the Dartmouth campus.
  • Foreign national students traveling in the U.S. are required to carry and use their passport and current I-94 record of arrival, as well as admission and visa stamps, Form I-20 or DS-2019 or I-797, or U.S. Permanent Residence card if applicable.  Depending upon the nature of activity, other official identification could be required.  Again, U.S. Permanent Residents and foreign nationals with immigration sponsorship should ensure that there is no discrepancy in their documents.

Diplomas and Transcripts

  • Yes, either Chosen Name or Legal Name may appear on the Dartmouth transcript. Learn more about how to release a transcript with a Chosen Name.
  • After graduation, withdrawal, or separation, whichever name is on the transcript remains permanently as the transcript name with certain exceptions.
  • Foreign nationals are reminded that names which do not match passports, immigration sponsorship forms, U.S. Permanent Residence cards, OPT cards, and the like, could result in government requests for additional evidence or possibly denials of benefits such as work authorization/extensions, Social Security card applications, etc.
  • When students “apply to graduate” there is an opportunity to indicate the name to appear on the diploma and in the Commencement program.
  • Foreign nationals are reminded that names which do not match passports, immigration sponsorship forms, U.S. Permanent Residence cards, OPT cards, and the like, could result in government requests for additional evidence or possibly denials of benefits such as work authorization/extensions, Social Security card applications, etc.

Sex, Gender Identity, and Pronouns

  • Students make these selections on their DartHub profile while they remain an enrolled student.
  • Starting in fall 2020, new students may make selections during pre-arrival.
  • Note that Chosen Name/Identity information entered on Admissions forms does not carry through to DartHub.
  • She: A pronoun to use when someone’s gender is female
  • He: A pronoun to use when someone’s gender is male
  • Ze: A singular gender-neutral third-person pronoun: that is, a pronoun to use when someone’s gender is unknown or when the individual is neither male or female.
  • They: A singular pronoun that encompasses all gender identities.
  • Chosen Name only
  • Choose your own
  • Historically, the terms "sex" and "gender" have been used interchangeably, but their uses are becoming increasingly distinct. In general terms, "sex" is assigned at birth and refers to biological markers such as genitalia and chromosomes.
  • "Gender" is more difficult to define, but it can refer to the role of a male or female in society, known as a gender role, or an individual's concept of themselves, or gender identity. Sometimes, a person's genetically assigned sex does not line up with their gender.
Certain departments require sex as well as gender information for business reasons, however, most areas can view gender information only. Those that can view sex include:
  • Financial Aid
  • Undergraduate Deans
  • Office of Visa and Immigration Services
  • Registrars' Offices
  • Human Resources/Student Employment Office
  • Payroll
  • Office of Institutional Research
  • Athletics
  • Health Service (Dick’s House)