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  4. Lived Name

Lived Name

Lived Name aims to have a student or employee's lived name to be used in all university communications and reporting, except where legal names are required by law, industry standard or legitimate business needs.

Why are we implementing this project?

On October 15, 2017, the state of California passed the Gender Recognition Act (SB179). The bill contributed to university discussions already taking place about revising procedures and practices to be more gender inclusive, including the 2014 recommendations from the UC Task Force & Implementation Team on Lesbian, Gay, Bisexual and Transgender Climate & Inclusion (the LGBT Task Force).

Gender identity is fundamentally personal, and the University of California should ensure that all individuals have university-issued identification documents and displays of personal identification information that recognize their accurate gender identity and lived name (first name, middle name and/or last name or surname).

The project will:

  • Enhance user experience in UCPath by providing employees the option to select a personal/preferred name, known as their lived name
  • Enable lived name to display on all UCPath pages where legal name is not required
  • Compliance with Gender Recognition and Lived Name Policy
  • Meet legal obligations: UCPath is a human capital application structured around legal name to meet legal obligations and maintain transaction accuracy

The University must provide the minimum three equally recognized gender options on university-issued documents and IT Resource systems — woman, man and nonbinary — and an efficient process for current students and employees and UC alumni and affiliates to retroactively amend their gender designations and lived names on university-issued documents, including eligible academic documents, and in IT Resource systems.

Why is it important to obtain and use a person's lived name?

  • Names hold meaning and value and are an essential part of our identity.
  • Names are a core part of how we are introduced and how others understand us.
  • For transgender people, choosing a lived name is a critical aprt of asserting their humanity and existence.
  • Respecting and using a person's lived name fosters an inclusive community.

What is the project timeline?

Lived Name was officially kicked off in January 2022 with an implementation date targeted for June 2023.

Below is a recap of Phase 1 of Lived Name prior to the project hold (July - November 2022):

  • What was completed?
    • Implemented PS Global Names Package
    • Added Preferred/Lived Name to Hiring process for WFA and TAM
    • Developed and tested the conversion routine
    • Updated Views, Report queries, Cognos reports and Email notifications
    • Completed page review and analysis for WFA, TAM, ePerformance, PY, AM, BN, and GL
      • Completed Search Criteria and Search Results updates on 10 delivered pages in WFA to hide Legal Name
      • Job Data, Modify Person: both pages approved to display both Preferred/lived Name and Legal Name fields
    • Completed UCPath Online Changes: Personal Information Summary page
    • Provided page access metrics to locations for review
  • What was pending?
    • Aligning with the Lived Name policy to minimize display of Lived/Preferred name and Legal Name side by side
    • Reconfirm the alignment of Search: Search Records and Search results should align with the "top of the page" display
  • Why do Lived Name and the Annual UCPath Upgrade now have aligned implementation dates?
    • With PS Tools 8.6, Oracle is releasing new Search Configuration features that will help implement the required changes

How will this impact me?

As an employee: if you choose to use a Lived Name, your data will now show your Lived Name.

To input your Preferred or Lived Name:

  1. Log into UCPath Online
  2. Select Employee Actions > Personal Information
  3. Under Legal/Preferred Name, select the arrow to expand the box
  4. Select Add Preferred Name
  5. Enter your information and click Save.

As a transactor: according to the initial assessment, this upgrade will impact the following:

Area Impacted Details
UCPath Online
  • Personal Information Summary Page
  • SOBO: Search by Preferred/Lived Name
  • All other ESS and MSS pages will display Preferred/Lived Name
PeopleSoft
  • Changes to Search Criteria will impact 20 out of 56 PeopleSoft pages currently reviewed
    • 5 components updated
    • 15 pending approval (Hide Legal Name)
WebServices/Interfaces
  • Mapping in WebServices: N-606 Salesforce Census Data, I-280 Person and Contingent Worker
  • Mapping in 3 flat file interfaces: I-357 LMS Feed - PIP, I-358 Cardinus, I-606 Salesforce Census Data
  • Retrofit to retain Legal Name: UC_I122_INTF (IVR interface - Employee outbound)
Systemwide Reports

(From an initial review of 66 reports including WFA, Profile Management, Compensation and Affirmative Action)

  • Retrofitting to retain Legal Name (8 reports)
  • Delete Legal Name and add Preferred/Lived Name (56 reports)
  • 2 Reports pending decision: R-180 Work Study Students over hours limit, R-219 Graduate Student File Creation Report
Impacted Tables
  • Data Mapping Changes to:
    • PS_NAMES, PS_EMPLOYEES, PSOPRDEFN, HRS_APP_NAMES, PS_DISABILITY, PS_DISABILITY_USA (not in RI), PERSONAL_DATA (not in RI), OPR_DEF_TBL_HR (not in RI)
  • New Fields Added:
    • PS_UC_POI_NAMES (not in RI)

Further information will be posted as it becomes available.

Project Participants

Location Roles Participant Names
Project Manager Kelly Aranaz
OCM Manager Monique Pascucci

Lived Name Preparation

What do transactors need to do to prepare for this project?

Transactors should be encouraged to Search by Employee ID to mitigate the risk around transaction validation.

Labels on Search Criteria and Search Results

  • Below is the list of Labels and values they will hold in the future state once Lived Name is implemented (BN and GL pending)
  • Label on Search Results will match the label on Search Criteria

Field Name

Future State

Recommendation

Name
  • Some pages will search on Preferred or Lived Name
  • Some pages will search on Legal Name
  • Impact analysis document has details
  • Train transactors to start search with Employee Id whenever possible
  • Review Search Results
  • If Name column has data displayed as Last Name, First Name then search by  Name is on Legal Name else it is on Preferred or Lived Name

First Name
  • TAM and ePerformance
  • This will search on Preferred or Lived First Name
  • Payroll
  • This will search on Legal First Name
  • Train transactors that TAM and ePerformance will always search on Preferred or Lived Name

Last Name
  • TAM and ePerformance
  • This will search on Preferred or Lived Last Name
  • Payroll
  • This will search on Legal Last Name
  • Train transactors that TAM and ePerformance will always search on Preferred or Lived Name

Middle Name
  • Will always search on Legal Middle Name

Second Last Name
  • Will always search on Preferred or Lived Middle Name

Alternate Character Name
  • Not used, not customized to hide this

Preferred or Lived First Name Preferred or Lived Last Name  Preferred or Lived Middle Name
  • Label on custom pages where search by Preferred or Lived First Name, Last Name and Middle Name is used
  • 1 custom page with this behavior (POI page)

 

Changes for Lived Name

  • Custom solution to store Lived Name
  • Preferred Name fields will always have a value. In case if an employee does not have a Preferred name, it will store the Legal Name
Current UCPath Implementation Future Implementation 
Field Name Description
FIRST_NAME

Preferred First Name
MIDDLE_NAME

Preferred Middle Name
LAST_NAME

Preferred Last Name
NAME_SUFFIX

Preferred name suffix
Field Name Description
FIRST_NAME

Legal First Name
MIDDLE_NAME

Legal Middle Name
LAST_NAME

Legal Last Name
NAME_SUFFIX

Legal name suffix
PREF_FIRST_NAME

Preferred First Name
SECOND_LAST_NAME

Preferred Middle Name
PARTNER_LAST_NAME

Preferred Last Name

Are there any actions required by departments?

Departments should identify all systems and processes that consume name data to make sure it can intake Lived Name and display Lived Name.

Departments should use Lived Name in all cases except when a legal name is required to meet legal obligations.

For reporting, any exceptions to using Lived Name will require COE approval.

Lived Name Terms & Definitions

Term Definition
Affectional Orientation A descriptor for the gender(s) of people with whom a person is interested in romantic relationships.
Asexual Describes a person who is not drawn to people sexually and does not desire to act upon attraction to others in a sexual way. The asexual spectrum may also include people who experience forms of attraction that can be romantic, aesthetic or sensual in nature.
Bisexual Describes a person whose sexual and/or affectional orientation can be toward people of their own or other genders.
Cisgender Denotes or relates to a person whose gender identity corresponds with an ascribed sex.
Dead Name Refers to the name a trans person was given at birth but is no longer using. The term is intended to stress the inappropriateness of referencing a person’s name given at birth instead of their chosen name and effectively misgendering their identity. Legal name rather than dead name will be used for purposes of this policy.
Downstream Information Technology (IT) Resources An IT Resource system that receives data from a collaborative system.
Eligible Academic Documents Academic documents that include transcripts, diplomas, dissertation title pages and other submissions of academic work.
Gay Describes a person whose sexual and/or affectional orientation is toward people of one’s own gender. Also, describes a man whose sexual and/or affectional orientation is toward men.
Gender Identity The gender(s), if any, with which a person identifies. An individual’s gender is their gender identity, which can be the same or different from their sex assigned at birth.
Genderqueer / Gender Nonconforming A person whose gender identity and/or gender expression falls outside of dominant social norms.
Heterosexual / Straight Describes a person whose sexual and/or affectional orientation is toward people of another gender.
Intersex Intersex is an umbrella term that describes a wide range of natural bodily variations that do not fit typical definitions of male and female bodies. These variations may include, but are not limited to, unique chromosome compositions, hormone concentrations, and external and/or internal biology.
Information Technology (IT) Resources

A term that broadly describes IT infrastructure, software and/or hardware with computing and networking capability.

  • These include, but are not limited to: portable computing devices and systems, mobile phones, printers, network devices, industrial control systems (SCADA, etc.), access control systems, digital video monitoring systems, data storage systems, data processing systems, backup systems, electronic media, Logical Media, biometric and access tokens and other devices that connect to any UC network.
  • This includes both UC-owned and personally owned devices while they store Institutional Information, are connected to UC systems, are connected to UC Networks, or are used for UC business
Legal Name A name appearing on an official government-issued document.
Lesbian A woman whose sexual and/or affectional orientation is toward women.
LGBTQ An acronym that stands for lesbian, gay, bisexual, transgender, queer and/or questioning of one’s sexual orientation or gender identity. Sometimes the acronym is expanded to LGBTQIA+ to include intersex, as well as asexual, agender and aromantic people, plus other associated communities.
Lived Name A self-chosen or personal and/or preferred professional name used instead of a legal name.
Nonbinary Gender An umbrella term for genders other than woman or man, including genders with aspects of both or neither. Nonbinary people may identify as agender, genderqueer, gender fluid, Two Spirit, bigender, pangender, gender nonconforming or gender variant.
Pansexual Describes a person whose sexual and/or affectional orientation is toward people of all genders.
Preferred Name Preferred name, like lived name, is a self-chosen personal and/or professional name used instead of a legal name.
Primary Information Technology (IT) Resource The initial IT Resource information system that collects the raw data that is later transferred to downstream IT Resource systems.
Sexual Orientation A descriptor for the gender(s) of people with whom a person is interested in a sexual relationship.
Transgender Woman / Trans Woman A woman who was assigned male sex at birth
Transgender Man / Trans Man A man who was assigned female sex at birth
Transgender / Trans An umbrella term describing a person whose gender differs from their sex assigned at birth. A trans person may take social, medical and/or legal steps to transition. A person may identify as trans before/without taking any steps to transition, as gender is self-determined and not based on social, medical or legal recognition.

Resources & Useful Links