We recognize many members of our community may use a preferred or chosen name which is different than their legal name. While we use the term “preferred name”, we understand this is not just a preference for everyone. For some, this may be the only name used and is essential to their identity. It is especially important for transgender and non-binary students whose post-secondary experience and well-being are negatively impacted when their preferred or chosen name is not used.
You may request to use your preferred name instead of your legal name due to situations such as:
- Reasons of protected grounds
- Cultural background or ancestry
- Safety reasons
Inappropriate use of a preferred name such as attempts to avoid a legal obligation via misrepresentation, or the use of inappropriate language, will result in the denial and/or reversal of the request and can be disciplined through either Academic or Non-Academic Misconduct.
What can be updated to reflect your preferred name
We will use your preferred name in the following places.
- Class lists (preferred first name only)
- SAIT eCard (ID)
- Office 365 profile (including SAIT email address and Teams)
Once your preferred name request change has been processed, your preferred name will appear instead of your legal name in these SAIT systems and documents, except where the use of the legal name is required by school business or legal need.
What requires your legal name
Your legal name is required for, but is not limited to the following:
- Official letters
- Transcripts
- Credentials
- Reports to the government, including Alberta Student Aid documents
- Tuition fee invoices and/or receipts
How to update your preferred or legal name
The earlier you update your preferred name, the most likely you will experience the consistent use of your preferred name by faculty and staff.
You can make changes to your preferred name through mySAIT – this will only be reflected in the class list of your courses. Use the steps below to update your preferred name in your Office 365 account and eCard.
- Submitting a Change Name and/or Address form (found at https://www.sait.ca/student-life/office-of-the-registrar/forms) to either the Office of the Registrar (inquiry@sait.ca) or the Office of Equity, Diversity, and Inclusion (pride@sait.ca), or
- Connecting directly via email or in person with the Office of Equity, Diversity, and Inclusion (who may submit a request to the Office of the Registrar on your behalf).
We encourage you to talk to your instructors about your name and pronouns. However, if you don’t feel comfortable advising them of any changes, we would be happy to help. Please email pride@sait.ca to assist with advising your instructors.
How to update your SAIT eCard
Your preferred name can be displayed instead of the legal first name on SAIT eCards.
After following procedure A or B above (How to update your preferred or legal name), you will be advised that your name change request has been completed and to visit the Card Office at NN104 the next business day to have your new physical SAIT eCard (ID) issued. There will be no replacement fee for a new ID card for name changes, and a new photo can be taken if requested.
IMPORTANT: UPass Consideration
If you are a full-time student and have an active UPass, it may be impacted by a change of student email address. Please check with the Card Office for more information
Implications of changing your preferred name
While we allow students to indicate their preferred name without changing their legal name(s), it’s important to be aware of the implications of this change.
- Future employers, licensing bodies, or other educational institutions may require proof that your transcripts and diplomas are your legitimate academic records. This can also be the case if you are applying for additional education elsewhere.
- Official documents are often used to verify your identity and rely on consistency in name. Generally, employers and institutions that require the above documents will see your legal name, not your preferred name, which may confuse the authenticity of your identity.
You can apply to change your legal name through the Government of Alberta.
Use of preferred names at Convocation
Your legal name will be used on your Parchment. You can request your preferred name appear in the Graduate Book by contacting inquiry@sait.ca after you have been approved to graduate. You can have your preferred name read at Convocation by adjusting the name card given to graduands with their parchments before they cross the stage.
If you have concerns about your legal name being used at the Convocation Ceremony, please contact inquiry@sait.ca once you have been approved to graduate. A new parchment can be requested if your legal name changes by first completing the Change Name and/or Address form, and visiting the Parchments site for further instructions.
How your data is used
Collecting Equity, Diversity and Inclusion (EDI) data is important in understanding the diversity that exists within the SAIT community. By tracking this information, we have a better understanding of demographic trends which can inform our policies, procedures, services and inclusive supports to better serve the SAIT community. If you have questions or concerns about how your data is stored and used, please contact the FOIP Coordinator at foip.coordinator@sait.ca.
All information about SAIT students, including their names, is personal information and is protected under the Freedom of Information and Protection of Privacy Act (FOIP).