Name, Gender, Sexual Identity and Pronoun Data Policy

MSU is committed to increasing diversity, ensuring equity and promoting inclusion. To provide data for our campus community that is accurate and inclusive, MSU has established the Name, Gender, Sexual Identity, and Pronoun Data Policy for collecting, maintaining and appropriately using identity information. We are committed to collecting data that supports the inclusion and success of all campus community members while maintaining privacy. Appropriate data collection and use is a method of promoting and practicing inclusion. This policy supports our institutional commitments to promoting health, dignity and respect for each other, furthering our community’s ability to pursue rigorous study, and fulfilling the mission of our land grant institution. To access the university policy, visit policies.msu.edu. 

SCOPE 

This policy applies to all campus data systems identifying individuals (name, pronoun, honorific, etc.) or collecting demographic data (gender, sexual identity). 

EXECUTIVE SPONSORS 

Jabbar R. Bennett, Ph.D., Vice President and Chief Diversity Officer 

Thomas Glasmacher, Ph.D., Interim Executive Vice President for Administration

Richard Czarnecki, Interim Chief Information Officer

 

Authority title 

Name 

Approval Authority 

Executive Vice President for Administration 

Responsible Executive 

Vice President and Chief Diversity Officer 

Responsible Officer 

Director of Equity and Compliance 

Affiliated Offices 

Office for Institutional Diversity and Inclusion, Office of the Executive Vice President for Administration 

PHASES 

  • Feasibility assessment  
  • Project roadmap (current) 
  • Design 
  • Implementation 

KEY MILESTONES 

 

  • FREQUENTLY ASKED QUESTIONS
    Why is the university collecting identity information?   

    MSU is committed to increasing diversity, ensuring equity, and promoting inclusion. We want to enable individuals to appropriately self-disclose identity information in ways which cultivate a safe, inclusive and respectful campus community. Creating a more inclusive campus ensures we promote health, dignity, and respect for all.  

    What information will be shared with university staff and faculty?  

    Under FERPA, school officials with a legitimate educational interest may access personally identifiable information that they need to complete their role. For example, Housing may need to access legal sex and gender to complete housing assignments; a department may need to use legal name on contracts or other legal documents; or use legal name as required by local, state, federal law or university policy.  

    What information can be shared without my consent?  
    • Student Information: Under the Family Educational Rights and Privacy Act (FERPA), the University may disclose directory information about students without obtaining their written consent, which includes a student’s name. Name, if provided, will be used, otherwise it would defer to legal name. Students have the right to restrict their directory information and can do so by visiting their student profile at student.msu.edu. Please contact ferpa@msu.edu to share specific questions. 
    • Employee Information: If there is a Freedom of Information Act (FOIA) request for employee data, there is a likelihood that any voluntarily disclosed employee information may be provided. 
    What if I have more questions about how my student information will be shared?  

    You can e-mail the FERPA Compliance Officer at FERPA@msu.edu with any specific questions. 

    What steps do I take if a vended data system does not align with this policy?  
    1. Communicate policy expectations with the vendor and ask what solutions they can provide.
    2. If the vendor is unable to bring the product into immediate compliance, determine what steps would be necessary to remediate the product and what accommodations may be made to fulfill compliance expectations.
    3. Either commit to a remediation plan or seek an alternate product.
    4. If there are no alternative products and the vended product cannot be made to comply with university policy, contact the Office of Audit Risk and Compliance, or OARC, to discuss a potential exception. 
    How do I legally change my name in the State of Michigan and update it with MSU? 
    • Steps for legal name changes in Michigan 
    • Change legal name on student records: You should bring a driver's license, official state ID card, Social Security card, court order of legal name change, current passport, or official proof of identity certified by U.S. embassy abroad or by the appropriate foreign embassy in the United States to the Office of the Registrar, 150 Administration Building. You may also submit your request by mail or fax, (517) 353-1935, including legible copies of your documentation. 
    • Complete the MSU Human Resources Employee and Dependent Personal Data Change Form and submit via email to the Compliance Team at hr.i9admin@hr.msu.edu but can also be sent to the Solutions Center at SolutionsCenter@hr.msu.edu 
    • Where should I report known misconduct as it relates to interpersonal engagement of campus stakeholders? 
    • Situations of harassment, discrimination, relationship violence, stalking, sexual assault should be reported to the Office of Institutional Equity (OIE) 
    • Report online at: https://msu.publicincidentreporting.com/ 
    • Call OIE at (517) 353-3922 or email oie@msu.edu 
    • Situations of behavioral threat should be reported to Behavioral Threat Assessment Team (BTAT) – referral form 
    • Situations of misconduct regarding athletics, conflict of interest, discrimination and harassment, employment, fiscal misconduct, hazing, medical and HIPAA, privacy, research, retaliation and safety should be reported to the Misconduct Hotline – local options for reporting misconduct. 
    What should I do for race, ethnicity or other protected categories?  

    MSU recently convened a Short-Term Work Group on Race and Ethnicity that is charged to address. 

For questions or to provide feedback, email inclusion@msu.edu.