CHOSEN NAME FAQ
CCSF’s Board Policy and Administrative Procedures 2.34 ensures the right of all College students, employees, applicants, contractors, vendors and visitors to be addressed by the names and pronouns they choose. Below is a list of frequently asked questions regarding the chosen name system at CCSF.
The chosen name system is for anyone at the College who goes by a first name other than their legal first name. The chosen name system is open to all members of the College (students, faculty, staff, administrators, etc.). Everyone who uses a chosen name has their own reasons for doing so. Some examples of those who use a chosen name include community members who are: transgender, nonbinary, and/or prefer to use a middle name or nickname.
Your chosen name will be displayed everywhere your information appears (with some exceptions) such as: Canvas, student and employee ID cards, class rosters, diplomas, the class schedule, etc.
All public listings and District-issued documents referring to you will reflect your chosen name except on private documents where your legal name is legally-required (such as transcripts, FAFSA, W2/ W4 forms, etc.).
This means that your instructors, classmates, supervisors, and colleagues, etc. will only have access to your chosen name. Wherever your legal name must appear in the system (i.e., HR, Payroll, or Financial Aid), it shall be treated as confidential information. Even when HR, Payroll, and Financial Aid, etc. must use your legal name on forms, you still have the right to be referred to by your chosen name and correct pronouns when interacting with those departments.
You may update your chosen name via self-service on MyRAM, which will edit your information across all systems (except for your email; see below to edit name on email accounts).
To update your chosen name please take the following steps:
- Log in to the RAM ID Portal (https://ramid.ccsf.edu/)
- Select "myRAM Portal"
- Select “Personal Information”
- Under the “Personal Details” section, select "Edit"
- Type your name in the “Preferred First Name” box
- Select “Update”
- You may need to wait a few hours to see your changes reflected across interconnected systems such as Canvas, etc.
Students and employees may also have their email addresses reflect their chosen names. In order to request a new (Outlook or Gmail) CCSF email address, please review the instructions listed below.
Instructions for updating CCSF Outlook and/or Gmail email address (@ccsf.edu and @mail.ccsf.edu accounts):
- Update chosen name on steps listed above in MyRAM
- Copy, paste, edit, and send the following text to the Help Desk:
Hello, I am a CCSF [student/ faculty/ employee] requesting my email address: [insert current @ccsf.edu/ @mail.ccsf.edu address] be updated to reflect my chosen first name which is [insert your chosen first name]. I updated my chosen name on MyRam on [enter date]. Thank you.
- You may need to wait up to one week to be provided your updated email address.
Note: updating your email address does not automatically update your email display name, in order to update your email display name see below.
Your email display name is the name other people see when you send them an email. In order to update your display name on your CCSF email account, please review the instructions listed below.
Instructions for updating CCSF Outlook display name (@ccsf.edu accounts):
- Update your chosen name on MyRAM using the steps listed above.
- Copy, paste, edit, and send the following text to the Help Desk:
Hello, I am a CCSF [faculty/ employee] requesting my email display name for the address: [insert current @ccsf.edu address] be updated to reflect my chosen first name which is [insert your chosen first name]. I updated my chosen name on MyRam on [enter date]. Thank you.
- You may need to wait up to one week to see your changes reflected on your @ccsf.edu account.
Instructions for updating CCSF Gmail display name (@mail.ccsf.edu accounts):
- Log in to your mail.ccsf.edu account
- Select your Google account icon on the upper right corner of the screen
- Select “Manage your Google Account”
- Select “Personal Info” on the left side of the screen
- Select your name
- Enter your @mail.ccsf.edu email address and password
- Edit your name to reflect your chosen name
- Click “Save”
- You may need to wait a few hours to see your changes reflected on your @mail.ccsf.edu account.
Note: updating your display name does not automatically update your email address, in order to update your email address see above.
You may list your pronouns to be displayed next to your name on Canvas. For detailed instructions on how to list/ edit your pronouns on Canvas, visit the Canvas Student Guide.
Currently, you can select from the following pronouns in Canvas:
- No Pronouns/Use My Name
- Any/All Pronouns
- Ze/ Hir
- Ve/ Ver
Your pronouns will display after your name in various areas in Canvas, including:
- Comment Fields
- People Page (Course and Groups)
- User Navigation Menu
- User Profile Page
- User Settings Page
If your pronouns are not listed as an option on Canvas and you would like to suggest an additional pronoun option, please complete the Suggest a Canvas Pronoun Form.
If your current student/ employee ID card or diploma needs to be updated with your chosen name, contact Admissions and Records.
IDs: Check details of your Campus or Center on where to go to get your new ID card.
Diplomas: Turn in the form for Duplicate Diplomas, Certificates, or Awards to Admissions and Records to obtain your new diploma with your chosen name. Note: you will need to make sure you have updated your chosen name in Banner before making this request.
Transcripts: Your unofficial transcripts will be updated with your chosen name once you change it with the steps listed above. However, your official transcripts are legal documents and therefore require the listing of your legal name.
Students’ legal names will be listed in academic records where it is legally-mandated (e.g., transcripts, Financial Aid, FAFSA), payroll/ student employment records (e.g., W2, W4.) Employees’ legal names will be listed on documents where it is legally-mandated to do so, such as payroll, retirement accounts, and the Human Resources system (PeopleSoft). Only Human Resources and Payroll employees may see official employee records. Even when HR, Payroll, and Financial Aid, etc. must use your legal name on forms, they are required to keep that information confidential.
To learn more about City College’s broader policy and procedures regarding gender diversity and inclusion, check out BP/AP 2.34.
If someone at the College verbally or physically assaults you because of your gender, sexually assaults you, refuses to use your chosen name and/ or correct pronouns, shares your confidential legal name and/or gender-related information without your consent, or gossips about your gender, you may file a complaint with Mildred Otis, CCSF’s current Title IX Compliance Officer.
If you completed a legal name change through the court system and would like to update your information at the College, you will need to complete a Change of Directory Form through Admissions and Records if you are a student. If you are an employee, you will need to complete a Change of Name/ Home Address/ Phone Number/ Emergency Information Form through Human Resources.