INCLUSIVE ID BADGE GUIDELINES AND INSTRUCTIONS

How to add, and or change your pronoun(s) and request a new ID badge

DEFINITIONS & TERMS:

Pronoun(s):

A pronoun is a word that refers to either the people talking (“I” or “you”) or someone or something that is being talked about (like “she”, “it”, “them”, and “this”). Gender pronouns (he/she/they/ze etc.) specifically refer to the person you are referring to.

Pronouns are part of someone’s gender expression, and people can have multiple sets of pronouns for themselves (such as using both he/him/his and they/them/theirs). Pronouns are not “preferred” but instead are required for respectful communication. Not only transgender or nonbinary communities use pronouns, as it is something we all use and have since we were little.  [For more Information on Inclusive Pronouns Click Here]

[For more Definitions and a Glossary of Terms CLICK HERE]

Chosen (Preferred) Names:

A chosen name (sometimes known as a preferred name, a nickname, or a name-in-use) is the use of a name, usually a first name, that is different from a person’s legal name. There are many reasons why someone may use a chosen name. While the most visible may be to reflect gender identity, other reasons why someone might use a preferred name include using a nickname, going by an “Americanized” name, or distinguishing oneself from someone with a similar name. [For More on Chosen or Preferred Names Click Here]

INSTRUCTIONS TO ADD/CHANGE PRONOUNS:

Step one: Update your personal information in Banner using the instructions below:

1. Please go to the My.WesternU Portal page:  Home - my.WesternU (elluciancloud.com)

• If you are not logged in, this link will take you to the University’s single sign-on log-in page shown below. You do not need to be physically on campus to submit this form. For employees, you do not need to be logged into Global Protect (VPN) to submit this form.

• After logging in, you will reach the page shown below.

• Please navigate on screen to the various cards (screen shot example below) on this page:

STUDENTS will see the link under the Personal Information, Student Registration, and Student Resources cards. 

EMPLOYEES will see the link under the Employee Resources and Personal Information cards

• Please click on the ‘Personal Pronouns and Chosen Preferred Name Update Form’ link (see screen shot below).
• Please select your pronouns from the drop-down list or the option to “write-in”. If you choose from the drop-down list, your information will be updated post-submission and you will receive an automatic approval notice.

• Note: If you choose to submit a “write in” option, your request will be reviewed by the University Registrar for students or Human Resources (HR) for employees prior to approval.
• Remember to select Yes/No to display your pronouns on your ID Badge. If you make no selection to the “Display Pronouns on your WesternU badge?” option, then a new pronoun inclusive badge will not be printed. If you change your mind and would like a newly printed, pronoun inclusive ID badge, you can request this by visiting the Office of Campus Security in person. Do note that you should have received an approval notice for your requested pronouns prior to your visit.

• Optional: You also have the option to add a Chosen/Preferred Name. This does not print or display on ID badges for students or employees but will update University records and be included in future printings of Class Rosters for students. If you do not wish to add a Chosen/Preferred Name, please skip this option and leave this line blank.
• When ready, please remember to click on the “Submit” button (see screen shot below).

• You should receive the following confirmation screen.

STEP TWO: You will receive an emailed acknowledgement of your request. If you selected pronouns from the drop-down list, your request will be automatically approved, and your information will be updated within 7-10 business days. If you "Write In” requested pronouns, it will be reviewed by Human Resources for Employees or University Registrar and University Student Affairs for Students and the HEAR Office as applicable, prior to approval.

STEP THREE: Once you receive an approval notice you can pick-up your pronoun inclusive ID badge in person from the locations below for WesternU California and Oregon respectively. Please allow 7-10 business days for ID badge preparation and pick-up after you receive your notice of approval. There is no charge for your first WesternU ID badge and the first reprint of your pronoun inclusive ID badge. Any additional prints, including lost ID badges, will incur a $10 charge. Please pick up your pronoun inclusive ID badges IN-PERSON as follows:

• WesternU California Students & Employees: Campus Security will email students and employees when ID badges are ready for pickup at the Pomona campus. Please pick up your pronoun inclusive ID badge from the Pomona University Services Center Security desk (Phone: 909.706.3000) once you are notified by Campus Security.
• WesternU Oregon Students and Employees: Campus Security will email the students and employees ID badges are ready for pickup at the Lebanon campus. Please pick up your pronoun inclusive ID badge from the following locations:
• • College of Health Sciences Northwest (CHSNW) = CHS Security desk (541.954.7900)
  • College of Osteopathic Medicine of the Pacific Northwest (COMPNW) = COMP NW Security desk (541.259.0301).

Font and space restrictions to note:

• Each employee or student ID badge will have to account for space restrictions on the badge. 
• The smallest font permitted is 12 pt. size font and each line has a maximum of 18 characters. 

1. Line 1: Legal first name – required by law 
2. Line 2: Legal last name - required by law 
3. Line 3: Pronouns (if none are selected, this will not show) 

Examples of how the ID badge will look with pronouns:

Student ID Badge	Employee ID Badge