Pronouns and Names

At KU, we strive to foster a welcoming community of care that respects and supports each individual. As part of the Healthy & Vibrant Communities priority in the Jayhawks Rising strategic plan, and reflecting priorities within KU's RISE strategic framework, employees have the option to designate pronouns in HR/Pay.  Pronouns identified in HR/Pay will be shared and displayed in selected campus systems and websites.

Although selecting pronouns is voluntary, this act of visibility can foster a greater feeling of community while recognizing the individuality of each Jayhawk. Using the pronouns individuals specify for themselves is an important way we can show respect and create a more welcoming campus environment. 

To select pronouns: 

  1. Log into HR/Pay 
  2. Click “Personal Details” 
  3. Select “Pronouns” 
  4. Click on the row that says “Current” 
  5. Click on the magnifying glass on the Pronouns Field 
  6. Choose your pronouns 
  7. Check the acknowledgement box and click “Save”

FAQ's:

By default, pronouns are not displayed on university systems or websites. If you choose to select pronouns in HR/Pay, they will be displayed on select systems and websites, such as MyIdentity and the KU Directory, with ongoing efforts to extend pronoun visibility further where feasible.

NOTE: The pronouns you select will be publicly available via the KU Directory, and KU cannot control whether other people disseminate this information within or outside of the university.

Displaying pronouns fosters a greater sense of belonging and community at KU by helping to normalize pronoun sharing across campus. When pronouns are shared openly and used respectfully, it signals that individual identities are valued and respected at KU. There is still more work to do, but increasing voluntary pronoun visibility moves us toward a community of care where all Jayhawks feel accepted and safe to live their authentic individuality.

You can update or remove your pronouns at any time in HR/Pay. To change existing pronouns, follow the same steps for adding pronouns. Choose new pronouns or select "Do not wish to select.” Once refreshed, visible pronouns on university sites will be updated or removed. It may take up to 24 hours for changes to take effect. 

If your desired pronouns are not available in the provided options, select the option P9 – “Pronouns not listed” and email hrdept@ku.edu for further guidance. 

Additional Resources and Options

Adding/Changing Preferred Names

Employees may add or modify a preferred name in the HR/Pay system by emailing a request to hrdept@ku.edu. The HR/Pay preferred name for non-student employees is used in Outlook, KU People Search and Teams; however, legal name continues to be used in other systems.

 

Preferred name and legal name are used as follows:

Preferred Name: A name that a person uses in day-to-day life, which may differ from their legal name. This name reflects the individual’s identity and is used in various university systems and interactions.

Legal Name: The name that appears on official government-issued documents, including birth certificate, social security card, drivers’ license or passport. This name is used for legal and administrative purposes. 

Support for Legal Name and Gender Marker Changes

The following resources may be helpful for staff or faculty members looking to navigate legal procedures for changing their name or gender marker: 

  • Kansas Legal Services — The Adult Name Change Guide from Kansas Legal Services provides comprehensive information on the process for legally changing your name in Kansas, covering the two main methods and key requirements. 

  • ACLU of Kansas — The ACLU of Kansas provides a Resource Hub with a growing collection of Kansas-specific resources, including guides on ID and gender marker changes and other helpful content.   

  • Private Legal Counsel — You may also choose to consult with a private attorney specializing in name and gender marker changes and related legal matters. The Kansas Bar Association offers a Lawyer Referral Service to help you find a qualified attorney. 

Updating Your Legal Name in Employee Systems

The State of Kansas requires that an employee's legal name as it appears on their Social Security card be used for payroll purposes in HR/Pay, which also feeds names into other systems, such as MyTalent. This means your legal name is displayed in those systems. Updating a legal name in HR/Pay requires a Social Security card that reflects the updated legal name. If you have an updated Social Security card with your new legal name, contact HR by either emailing kuhronboarding@ku.edu for instructions or bringing your card with you to 101  Carruth O’Leary Hall to begin the process.

Updating Your KU ID Card

Faculty and staff are able to get a KU Card using their chosen/lived name (referred to in the Policy Library as "preferred name") instead of their legal name when obtaining their initial KU Card or when requesting a replacement.

When requesting a replacement card, your legal name will automatically populate on the webform; however, there is a field called "Preferred Name For Card" where you can type in the name you would like included on the replacement card. A legal name change is not required to obtain an updated KU Card with preferred name, although a fee may be charged for the replacement card. Funding may be available to cover the cost of a replacement card by contacting belonging@ku.edu.

Updating Your E-mail Name

Faculty and staff can change their email address (called an "alias") in MyIdentity Services. Please note that the email address is separate from the name that displays when someone receives an email from you. If you want to change the display name on your KU email and you have not entered a preferred name, contact KU Information Technology Customer Service at itcsc@ku.edu or 785-864-8080. 

Name & Pronouns in Canvas

Canvas will display your preferred name if one is set up in HR/Pay. If you have not specified a preferred name in HR/Pay, your legal name on file will display. To add or modify a preferred name in HR/Pay, contact hrdept@ku.edu. 

To add or update the pronouns displayed alongside your name in Canvas, follow these steps:

  1. Log in to Canvas 
  2. Select “Account” at the upper left under your profile image 
  3. Select "Settings" from the Account menu 
  4. Select the gray “Edit Settings” button on the right side 
  5. Choose your pronouns in the Pronouns dropdown menu 
  6. Select the blue “Update Settings” button at the bottom 
  7. Select “Profile” from the Account menu to verify your pronouns are displaying 
  8. Your pronouns will appear next to your name 

More information is available in the Canvas Student Guide (process is the same for all users). 

Updating Insurance Cards

You can upload your Order of Name Change document into the State of Kansas Employee Health Plan MAP portal in the "Document Upload" section at the bottom of the Account Overview main page. After uploading the document, you will need to submit a Communication Form: 

  1. Select the "Mid-Year Benefit Change" tab 
  2. Select the "Start New Request" blue button 
  3. Select "Communication Form" and check the box for "I have read and agree to the User Agreement and Attestation" 
  4. Type a brief message requesting an updated insurance card with new legal name and reference that you uploaded an Order of Name Change document. 
  5. The State Employee Health Plan send the updated name information to relevant vendors (e.g., dental, healthcare, vision, etc.) and the vendors will send new cards to you. 

New Diploma with Name Change

If you graduated from KU, you can request a replacement diploma with a name change through Enroll & Pay. When requesting the replacement, there will be an option to update the name printed on the diploma (see page 3 of the PDF instructions document. Uploading an Order of Name Change is not required to change your name on your diploma. There is a fee for a replacement diploma. Funding may be available to cover the cost of a replacement diploma by contacting belonging@ku.edu.