Employee Legal Names, Lived/Preferred Names, and Gender

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

1. Login to PeopleSoft HCM.
2. Navigate to Self Service, Personal Information.
3. Click on Personal Information Summary
4. Click the Lived/Preferred Name Designation or Change Form. 
5. Complete the Adobe Sign webform.
6. 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.

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.  

1. Login to PeopleSoft HCM.
2. Navigate to Self Service, Personal Information.
3. Click on Personal Information Summary.
4. 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.