This document is to help you understand how your school will use the information you provide in your application. Please see below for details for each campus.
Legal Sex
How does your campus use Legal Sex information?
Campus
Campus Usage
UW-Eau Claire
Scholarships, athletics, housing, financial aid, reporting for demographics and other required areas. Students are encouraged to contact the admissions office if they need more information.
UW-Green Bay
Admissions – used for admissions files/records, Institutional Research – uses for most reporting purposes, Financial Aid uses for some internal reporting, Housing assignments and roommate pairing outside the gender inclusive living floor.
UW-La Crosse
Legal sex is referenced for institutional research reporting, mandatory financial aid reporting, athletics, as well as reporting to UW System, IPEDS and CDR. Legal sex is also used for residence life room assignment process.
UW-Madison
Legal Sex is populated and used in a variety of ways. This is data reported to UW System and government agencies (CDR/IPEDS). Legal Sex is a data value used in matching official test scores to a person’s record, matching FAFSA data, displayed in the application review process, used by campus offices and departments for communications, and etc. A campus of UW-Madison’s size makes it difficult to know all the ways that legal sex is used (e.g. some people may use it for targeted communications).
UW-Milwaukee
UWM uses Legal Sex in a variety of ways. For example, UWM reports aggregate demographic data to UW System and government agencies (CDR/IPEDS) to provide its enrollment, retention, and graduation rates. Legal Sex is also a data value used by UWM in matching official test scores or FAFSA data to an applicant or student’s record, to make University housing assignments, and for targeted communications, etc. This information is securely stored and only shared as required or expressly permitted by law.
UW-Oshkosh
Federal reporting.
UW-Parkside
State/Federal reporting. Athletics.
UW-Platteville
Legal sex is referenced for institutional research reporting, mandatory financial aid reporting, athletics, as well as reporting to UW System, IPEDS and CDR. Legal sex is also used for residence life room assignment process.
UW-River Falls
The Residence Life Department uses legal sex for the room selection and assignment process. In general, we not disclose legal sex information, except for internal requests where there is an established “need to know”, such as some mandatory System, state, or national reporting requirements or for grants and analysis work that is available only to limited individuals and stored securely. We also use Legal Sex for demographic reporting, which is only provided in a de-identified and aggregated context.
UW-Stevens Point
Not yet published.
UW-Stout
Legal sex is referenced for institutional research reporting, mandatory financial aid reporting, athletics, as well as reporting to UW System, IPEDS, and CDR. Legal sex is also used for the residence life room assignment process. Students are encouraged to contact the admissions office if they need more information.
UW-Superior
Admissions – uses for admissions records, Institutional Research – uses for reporting purposes, Financial Aid uses for internal reporting, Campus Life – uses for housing assignments outside the gender inclusive living.
UW-Whitewater
Not yet published.
Gender
How does your campus use Gender information?
Campus
Campus Usage
UW-Eau Claire
Currently only the Director of Gender & Sexuality Resource Center accesses and uses this data to serve the student. The Director can supply this data to other staff/areas if it is needed to assist a student.
UW-Green Bay
Campus research and reporting purposes.
UW-La Crosse
Housing related purposes.
UW-Madison
The Office of Admissions and Recruitment does not load Gender Information into the Student Information System, but a person’s Gender Information may be viewed during the admissions process. Additionally, campus offices (e.g. University Housing) may collect this information, but it is not stored in a central database.
UW-Milwaukee
Students are not required to specify their gender identify in their application but may voluntarily do so. Students can update this information through the Registrar’s Office. It is not displayed anywhere and is considered protected information.
UW-Oshkosh
Not yet published.
UW-Parkside
Not yet published.
UW-Platteville
Residence life may review this information if a student initiates outreach and requests their gender be considered for room assignment.
UW-River Falls
Not yet published.
UW-Stevens Point
Not yet published.
UW-Stout
For housing purposes.
UW-Superior
The Office of Admissions stores Gender Information in our Student Information System, but this information is not shared or distributed with other areas of our campus.
UW-Whitewater
Not yet published.
Preferred Name
How does your campus use Preferred Name?
Campus
Campus Usage
UW-Eau Claire
Admissions information and communication. Most professors, when communicating, also use a student’s preferred name. It is in the online directory, Canvas, advisor center/student center/class roster/grade roster/degree audit.
UW-Green Bay
Admissions uses for most of their communications. Financial Aid – displayed in the scholarship system. Registrar – class rosters. Housing – e-mail communication when not related to the contracting process and in all Residential Education & Desk/Mailroom services/communications (phone, email, and in person)
UW-La Crosse
Preferred name is used in the majority of communication from the admissions office and other offices around campus. Occasionally, legal name may be used on official communication from an area of campus.
UW-Madison
a. The Office of Admissions and Recruitment does not load Preferred Name into the Student Information System, but the application’s Preferred Name is used within the internal application review process. b. Additional resources regarding preferred name/name in use for current students and faculty/staff can be found here, here and here c. If a member of campus has a preferred
name/name in use set via the app in MyUW, it will display in most campus systems. Additionally there are certain times when a legal name must be used
(transcript, ISS/Visa documents, etc.)
name/name in use set via the app in MyUW, it will display in most campus systems. Additionally there are certain times when a legal name must be used
(transcript, ISS/Visa documents, etc.)
UW-Milwaukee
Preferred names are used in a variety of visible places across campus, including in the Student Information System (Student Center, Class Roster, etc.), on the Campus ID, in the Student Directory, and on the student email accounts.
UW-Oshkosh
Internal communication only, including the Student Center and Grade Rosters.
UW-Parkside
Please see the Student Preferred Name section of our website.
UW-Platteville
Preferred name is commonly used in communications with a student, including U.S. postal mail, e-mail, text messaging, phone calls, and appears in class rosters.
UW-River Falls
In communications with the student, including mail, email, and face-to-face interactions. For campus reports, both primary and preferred names are indicated.
UW-Stevens Point
Not yet published.
UW-Stout
Text Messaging, Email Communication, Mailed Communication, On-Campus Events – name badges, itinerary cards, welcome screen etc.
UW-Superior
Preferred name is used in the majority of communication from the admissions office and other offices around campus. Occasionally, legal name may be used on official communication from an area of campus.
UW-Whitewater
Not yet published.
Does your campus use preferred name in physical mail to applicant’s home?
Campus
Campus Usage
UW-Eau Claire
Yes.
UW-Green Bay
Yes.
UW-La Crosse
Yes.
UW-Madison
No.
UW-Milwaukee
This depends on the nature of the mailing. Where legal name is not a requirement, UWM promotes the use of preferred name in student communications.
UW-Oshkosh
No.
UW-Parkside
No.
UW-Platteville
Yes.
UW-River Falls
Yes.
UW-Stevens Point
No.
UW-Stout
Yes.
UW-Superior
Yes.
UW-Whitewater
Not yet published.
Information Change
How can students change their preferred name, legal sex or gender once they are on campus?
Campus
Campus Usage
UW-Eau Claire
Preferred name and legal sex can be changed through Blugold Central (student portal). Preferred name has an eform for the process (only first and middle). Gender (identity) can be changed by the student through self-service.
UW-Green Bay
Students would need to work with the Records Office to make any official changes.
UW-La Crosse
Students can contact the Records and Registration Office to make changes to their preferred name, legal sex, and gender.
UW-Madison
a. For legal name/sex/date of birth they can request these changes via an eForm located in their student center. b.
For changes to preferred name/name in use they can make changes via the Name in Use app in MyUW.
For changes to preferred name/name in use they can make changes via the Name in Use app in MyUW.
UW-Milwaukee
Preferred Name and Gender can be changed by submitting a secure online request form.
UW-Oshkosh
Contact the Registrar’s Office and follow the policy instructions.
UW-Parkside
Please see the Student Preferred Name section of our website.
UW-Platteville
Preferred name can be changed via submission of an eform to the Office of the Registrar. Legal sex can be changed through the Office of the Registrar with documentation. Students are able to change gender on their own via their student portal, PASS.
UW-River Falls
There is a form that can be submitted to change their preferred name. Legal sex or gender can be changed through the Registrar’s Office, with documentation.
UW-Stevens Point
Not yet published.
UW-Stout
Students can log into their Access Stout (student portal) to update preferred name or gender. Legal sex can only be changed by the Registration & Records or Admissions office after legal documentation of legal sex change has been received.
UW-Superior
Students can change/update this information through a form in the Registrar’s Office. Please reach out at registrars@uwsuper.edu or 715-394-8228 with any questions.
UW-Whitewater
Not yet published.