Effective Date: January 1, 2026

Name Change Policy

Purpose

Cape Breton University (CBU) is committed to fostering an inclusive, respectful, and welcoming environment for all students. This policy outlines how the University collects, records, and uses legal names and chosen names in official and unofficial university systems and communications. The purpose of this policy is to ensure students are addressed in ways that affirm their identity while meeting all legal, regulatory, and reporting obligations.

Legal Name

A legal name is the name that appears on government issued identification (e.g., birth certificate, passport, driver’s license, Permanent Resident Card, or court ordered name change documentation). The University is required to use legal names on all official documents and in all circumstances where mandated by law or government reporting requirements, and issued identification (e.g., birth certificate, passport, driver’s license, Permanent Resident Card, or court ordered name change documentation).

Chosen Name

A chosen name (also known as a preferred name) is a name a student uses in place of their legal name. A chosen name may be a first name, middle name, or both, and reflects how a student wishes to be addressed in day-to-day interactions. Using a chosen name consistently and respectfully is critical to supporting student wellbeing and fostering a safe learning environment. Using a chosen name consistently and respectfully is critical to supporting student wellbeing and fostering a safe learning environment.

Use of Legal Name

The student’s legal name will appear on all official university documentation, including but not limited to:

• Official transcripts
• Degree parchments
• Confirmation of enrolment letters
• T2202 tax forms
• Financial aid documentation
• Immigration forms and study permit documents
• Government and regulatory reporting

Legal names are required in these instances to ensure compliance with federal and provincial legislation, funding and reporting requirements, and external accreditation and audit processes.

Use of Chosen Name

A student’s chosen name will be used wherever possible in University communication and internal systems that do not require the use of legal name. This includes, but is not limited to:

• Class lists and grade rosters
• Learning management systems (e.g., Moodle)
• Email display name
• Advising and academic support interactions

The University will make reasonable efforts to ensure that chosen names are used consistently by faculty and staff in all appropriate contexts.

Updating a Chosen Name

Students may update their chosen name through the designated University process, accessible via the Registrar’s Office Service Request Change of Information Form.

No legal documentation is required to update a chosen name.

Chosen names must not be used for fraudulent or misrepresentative purposes. The University reserves the right to deny or remove chosen names that include inappropriate, offensive, or misleading language.

Privacy and Confidentiality

The University recognizes that chosen name use may involve sensitive personal information. Where systems require display of both legal and chosen names, the University will take responsible steps to protect student confidentiality.

No student should be required to disclose the reason for using a chosen name.

Responsibilities

Students

• Provide accurate chosen name information through official channels
• Update the University of any changes to legal name as required
• Use chosen names in a manner consistent with University expectations for respectful communication

Faculty and Staff

• Use students’ chosen names in all interactions and communications unless a legal name is mandated
• Ensure classroom and service environments are respectful and inclusive
• Safeguard the privacy of students using chosen names

Registrar’s Office

• Maintain accurate records of legal and chosen names
• Ensure appropriate use of legal and chosen names across University systems
• Provide students with accessible guidance on updating chosen legal names

Review of the Policy

This policy will be reviewed every three years, or as required, to ensure alignment with legislation, best practices, and the needs of the University community.

Additional information can be found by Clicking Here.