Inclusion, Diversity and Equity Policies
Lived Name and Gender Policy
Definition
A lived name refers to a first name that an individual chooses to use, which may differ from their legal or official name.
Policy Statement
The State University of New York College of Environmental Science and Forestry (SUNY ESF) acknowledges that students, faculty, and staff may identify themselves using a name other than a legal name. Provided use of lived name, gender identity, and pronouns are not intended to mislead or misrepresent, the College supports their use wherever feasible in academic and administrative contexts.
Policy Details
Requesting a lived name is not the same as legally changing your name. While SUNY ESF will make every reasonable effort to use lived first names, gender identities, and pronouns across internal systems and reports, certain official documents and communications must reflect an individual’s legal name. These include, but are not limited to:
- Official transcripts
- Enrollment verifications
- Third-party database systems
- Paychecks
- Medical records
- Financial aid documents
- Federal immigration documents
The College will strive to display lived first names, pronouns, and gender identity, to the campus community where appropriate and will make a good faith effort to update internal reports, documents, and systems accordingly.
To change the name that appears on official academic and financial records, students must complete a legal name change and submit supporting documentation to the Registrar’s Office. Employees must contact the Office of Human Resources to update their records.
Guidelines
The College reserves the right to remove a lived name if it is deemed inappropriate, offensive, or likely to incite harm or disruption. For students, this determination will be made at the discretion of the Office of the Dean of Students in consultation with the Chief Diversity Officer, while for employees, determinations will be made by Human Resources. Students may submit appeals to the Dean of Students. All appeals for employees will be heard by the Title VI Coordinator.
Related Information
- SUNY Chosen Name and Pronoun Policy
- NYS Bill S1047 Prohibits discrimination based on gender identity or expression
- ESF Lived/Preferred Name Process
Contacts
Specific questions should be directed to the following:
Subject
- Policy Clarification
Contact
- Chief Diversity Officer
Telephone
- 315-470-6810
Website
Frequency of Review
- This policy will be reviewed on a three-year cycle
Date Policy Implemented
- Spring 2026