Employee Legal Names, Lived/Preferred Names, and Gender
Employee Legal Names and Lived/Preferred Names
Employees provide Legal Names and Lived/Preferred Names at the time of hire. This information is recorded in the university’s human resources system and integrated into other business systems.
Legal Name: A name appearing on an official government-issued/affiliated document or system.
Lived Name: A lived name is the name that a person uses in their daily life. This name reflects their identity and how they wish to be recognized by others. It is self-chosen and is often used by individuals to better align their name with their gender identity or cultural background.
Preferred Name: A preferred name is the name that a person chooses to be called. This name is used in social and professional settings and is the name that the individual prefers others to use when addressing them. It is often based on personal preference.
While there are distinctions between Lived and Preferred Names, they occupy the same field in the university's human resources and other business systems. Additionally, both terms emphasize the importance of respecting and using the names individuals identify with or prefer for their university interactions.
Lived/Preferred Names will be used in day-to-day interactions, including communication, internal systems, directories, and reporting. Due to system limitations or data integration issues, there may be circumstances where a designated Lived/Preferred Name does not manifest. Such issues should be reported through Inclusive SDSU. SDSU is committed to creating an inclusive and respectful environment and will determine workarounds and necessary system updates and enhancements that appropriately mitigate issues concerning the use of Lived/Preferred Names. In all such circumstances, SDSU is committed to transparency and sharing the issue's underlying cause and mitigation plans with the reporting party and other identified stakeholders.
There are many reasons why community members have a Lived/Preferred Name, and it may be connected to their identity, personal history, transition and/or a safety concern. If community members encounter discrepancies with an employee's name, it is essential to approach the situation with respect and sensitivity, and to use the Lived/Preferred Name while maintaining privacy and confidentiality.
More information about Inclusive SDSU can be found here.
SDSU must use employee Legal Names to meet legal requirements that include but are not limited to the following:
- Government and Legal Documents
- Administrative Processes with External and Governmental Entities
- Contracts and Legal Documents
- Credential and License Verification
- Business and Financial Transactions, including Payments and Reimbursements
- Employment
- Background Checks
- Employment Verification
- Form I-9 Verification
- Payroll and Tax Reporting
- Healthcare
- Insurance and Benefits
- Other
- Legal Proceedings
- Travel and Boarding Passes
An employee may change their Legal Name by visiting the Center for Human Resources front desk on the 4th floor of the Extended Studies Center (5701 Hardy Avenue, San Diego, CA 92182), or visiting the Center for Human Resources Virtual Front Desk. Legal Name changes can only be made with government-issued photo identification and an updated Social Security Card. Please contact us for more information ([email protected]; 619-594-6404).
For information about how to change a Legal Name in San Diego County, see Superior Court of California, County of San Diego Name or Gender Change. Free Name and Gender Marker Change Clinics are also available from the Legal Aid Society of San Diego.
For information about how to change a Legal Name in Imperial County, see California Courts Self-Help Guide.
Faculty and Staff
Current faculty or staff member may designate a Lived/Preferred Name or change an existing Lived/Preferred Name through PeopleSoft HCM
- Login to PeopleSoft HCM.
- Navigate to Self Service, Personal Information.
- Click on Personal Information Summary
- Click the Lived/Preferred Name Designation or Change Form.
- Complete the Adobe Sign webform.
- You will receive a confirmation request via email to verify your electronic signature.
Students may visit the Name and Gender Change Procedures website to learn more about the process.
Employee Gender
For employment purposes, gender is self-reported and not verified against legal identity. This information is captured at the time of hire with reporting options recognized by California Law – Male, Female, and X or Nonbinary. Where a self-report is not made, the university will record the individual’s gender as unknown. The information provided by a hired employee is recorded in the university’s human resources system. Employee gender information is treated as private and confidential and is generally used only for legal requirements and aggregate reporting. An employee may access their gender record by visiting PeopleSoft HCM and navigating to Personal Information.
- Login to PeopleSoft HCM.
- Navigate to Self Service, Personal Information.
- Click on Personal Information Summary.
- See Employee Information at the bottom of the page.
An employee may change their university gender record by calling (619) 594-6404, visiting the Center for Human Resources front desk on the 4th floor of the Extended Studies Center (5701 Hardy Avenue, San Diego, CA 92182), or visiting the Center for Human Resources Virtual Front Desk. While the Center for Human Resources will need to verify the requestor’s identity through government-issued photo identification, any change to the gender record is self-reported and will not be verified against legal identity.
SDSU Values
At SDSU, our diversity gives us power and benefits every single member of our community. Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment. We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.
Equal Opportunity and Excellence in Education and Employment
All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. SDSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
SDSU is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At SDSU, excellence is built on merit,talent, diversity, accessibility, and equal opportunity for all.
Contact Information
619-594-6404
Virtual Front Desk
5701 Hardy Avenue