Part 1. Purpose
Rochester Community and Technical College (RCTC) recognizes and supports the members of its community who wish to use preferred names where legally permissible. This procedure outlines a process by which individuals at RCTC may designate a preferred name to be used in the course of College business and education.
Part 2. Definitions
Preferred Name: A preferred name is a name that a person has chosen to identify themselves within RCTC that is different, in whole or in part, from their legal name.
Part 3. College Action
RCTC will allow employees, students, and alumni to select a preferred name for use within the Minnesota State system, except where a legal name is required or technical limitations exist. When a preferred name is used, the legal name should not appear in the same field. Requests must be submitted through the designated campus process; identification may be required for security purposes.
- Students: eServices (Account Management: Name and Address Info)
- Employees: Workday (Profile: Personal tab and Names)
Part 4. Designating a Preferred Name
An individual shall generally be permitted to designate any preferred name, including first, middle and/or last name. RCTC reserves the right to deny an inappropriate preferred name including, but not limited to, those that: avoid legal obligations, misrepresent, or violate other system policies, etc. Preferred names may not be used for commercial or promotional purposes and thus may not be a company name, group name or message.
RCTC shall use preferred names for email address, online directory, class rosters, and other functions where technically and legally possible.
Legal names shall be used by default in all cases except where specifically identified in the preferred name list. This list shall be periodically reviewed and updated as necessary to achieve the overall goal of this Procedure, which is to provide for the use of “preferred name where legally permissible.”
Part 5 Implementation
The System Office Information Technology division will be responsible for implementing the use of preferred names within ISRS. RCTC is responsible for implementing the display of preferred names in their local applications. Implementation of preferred names shall be phased in over time as technical resources are available.
RCTC shall be responsible for disseminating information about this procedure to its community members. Information about this procedure shall be included in new student and employee orientation.
Date of Implementation: Immediate
Date of Adoption: 2/28/2017
Revisions: 2/25/2026