PRONOUNS, GENDER, SEX, AND PREFERRED NAME

Preferred name, sex, gender, and pronoun questions on the application for undergraduate admissions

Beginning in August 2020, the University of Arizona updated the collection of biographical data on the application for undergraduate admission to include gender identity and pronouns, in addition to the already collected sex information. The collection of gender identity and pronouns is optional and will not be used in admissions decisions.

Why are we collecting this information?

  • Preferred Name: The University recognizes that many members of our community use names other than their legal or official names first provided to the University (official/legal name) to identify themselves. For some students, a chosen or preferred name is an important part of their identity. Therefore, the University has established guidelines that allow students to indicate their chosen or preferred first names to the University community even if they have not changed their official/legal names.
  • Sex for Compliance Purposes: The University of Arizona is required to collect this information in order to comply with mandatory federal reporting obligations and other compliance purposes. If you are (or plan to be) a university employee or anticipate receiving federal financial aid (federal student loans or the federal Pell Grant), your sex designation must match the designation on file with the Social Security office. If you are an international student, your sex designation must match the sex designation on your passport.
  • Gender Identity: We recognize that gender identity is not limited to, nor always congruent with, the binary sex options required for federal reporting and other compliance purposes. We collect gender identity information to affirm this and provide students with more inclusive options.
  • Pronouns: Pronouns are used in everyday speech and writing and are often used in place of people’s names. Often times pronouns have an implied gender and using someone’s correct pronouns is an important way to respect their identity. The University of Arizona collects pronoun information in an effort to create an inclusive campus experience.

Who will have access to this information?

  • Preferred Name: University of Arizona students may choose to identify themselves within the University community using a preferred first name that differs from their official/legal name. A student or employee’s preferred name will appear instead of the person’s official/legal name in select University-related systems and documents, provided that the preferred first name is not being used for the purpose of misrepresentation. The official/legal name will continue to be used in all University-related systems and documents that require a verified legal name. You can learn more by reviewing the Preferred Name Guidelines.
  • Sex for Compliance Purposes: Staff members involved in complying with federal reporting requirements and other required compliance activities will have access to sex data in a deidentified aggregate form, in addition to personnel with a demonstrated educational need to know.
  • Gender Identity: Individual responses (i.e. your name connected to your response) will not be shared with individuals, programs, or departments across the university. However, limited personnel with a demonstrated educational need to know will have access to individual responses. Additionally, gender identity information may be shared in aggregate form (i.e. percentages or category totals) with individuals or departments deemed to have an educational need to know.
  • Pronouns: Student pronouns may be visible to and used by a variety of University employees, including, but not limited to, instructors, advisors, housing staff, and business managers (for student employees). Students who do not feel comfortable having this information available to or used by these types of individuals should select "prefer not to answer."

How will this information be used?

  • Preferred Name: For details on where your preferred name will be used please refer to the Guidelines for Preferred Names. This guide also outlines where your official/legal name must be used.
  • Sex for Compliance Purposes: Sex data will be used to comply with mandatory federal reporting obligations and other required compliance activities including, but not limited to, the Integrated Postsecondary Education Data System (IPEDS), Arizona Board of Regents (ABOR) reporting, grant writing/reporting, student employment records, and the administration of federal financial aid. Additionally, should an equity issue be identified in the aggregate data, executive level leadership may perform further analysis at the personal record-level for the limited purpose of addressing the issue.
  • Gender Identity: Aggregate gender identity information may be used to track outcomes related to access, student success, and retention. These data allow the university to identify additional ways to support students and communities. Additionally, should an equity issue be identified in the aggregate data, executive level leadership may perform further analysis at the personal record-level for the limited purpose of addressing the issue.
  • Pronouns: Pronoun information may be used in a variety of places across campus including, but not limited to, the public University of Arizona Phonebook, class rosters, dorm rosters, advising reports, etc., to support accurate use of pronouns.

 

The University of Arizona’s Nondiscrimination and Anti-Harassment Policy “prohibits discrimination, including harassment and retaliation, based on a protected classification, including race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information.”