Chosen Name Policy

Also known as preferred names, names in use or nicknames, chosen names are unofficial names that differ from legal names. All DAE students, employees, freelancers and alumni can register any chosen name or alter a previously registered chosen name.

Many people use chosen names. Some choose to start using a different name as they find it easier to use a name that is common where they live. Others have multiple registered legal names and prefer to either use only one of those names, start going by their second legal name (instead of their first name), or use a shortened version of a legal name. Some change their names to better fit with their gender identity. If you want to alter the chosen name you registered at DAE for whatever reason, you can.

This procedure came in effect in July 2023, and was renewed by the Executive Board in April 2025 for a period of 3 years and will be tacitly renewed unless decided otherwise for updates.

Quick Tips

• If you struggle to remember a new name, it can make it easier to use it more often.
• If you don’t know someone’s pronouns, it is great to start by saying your own before asking. “My pronouns are [they/them, she/her, he/him]. By the way, what are yours?”
• If you struggle to remember pronouns, you can’t go wrong using someone’s chosen name.
• You are likely to make mistakes. People who adjust their name or pronoun understand that. If you make a mistake, quickly apologise, correct yourself, and continue with what you were doing and making an effort in the future. 

Students

1 – Change your preferred first name in your Studielink account under the tab ‘Details’.

2 – Fill in this form and send it to Student Administration to alter your name in Osiris. You are also welcome to drop by Student Administration to deliver it in person.

This alters your email address, your name in Canvas, and you can request a new student ID (with a new photo). To request a new photo email Student Administration the new photo, alongside the previously mentioned form. The photo format should be .jpeg.

Student administration informs ICT to request a change in your email address. After your name is changed in Osiris, your name will visibly change in your email account and Teams.

The change in email address will generally take less than five working days, but may take longer in case of holidays or illness. Access to old emails remains, and emails sent to the previous email address will still be received.

The new student card will be free in exchange for the old card. The new student card will be available at reception within a maximum of five working days.

3 – Inform your tutors; you can contact the Student Counsellors for support in informing your tutors. Your new chosen name is automatically included in student lists sent out to tutors at the beginning of each term.

4 – Contact the Communications, Presentations and PR department if your old name appears anywhere on the website and you would like it altered. 

Employees

1 – Change your name in AFAS and indicate which name option you would like for an email address. HR will inform ICT to request a change in your email address.

The change in email address will generally take less than five working days, but may take longer in case of holidays or illness. Access to old emails remains, and emails sent to the previous address will still be received.

2 – If needed, new stickers for your employee card can be made at reception.

3 – Contact the Communications, Presentations and PR department if your old name appears anywhere on the website and you would like it altered. 

Freelancers

1 – Change your name in Outside.

2 – Email or drop by HR to request a change in email address.

3 – If needed, new stickers for your employee card can be made at reception.

4 – Contact the Communications, Presentations and PR department if your old name appears anywhere on the website and you would like it altered. 

Alums

Update your contact details by emailing alumni@designacademy.nl Please indicate if your name is included somewhere on the DAE website and should be altered.

→ When will my chosen name or legal name be used?

Your chosen name will be used in all unofficial internal communication, such as your email address and day-to-day interactions.

Your legal name remains in use on all official documents (including diplomas). International and Dutch laws require using legal first names in official documents. Therefore, it is impossible for DAE

to allow changes to legal names within the DAE administrative systems unless your legal name was altered in the country where you are a citizen.

→ What about gender registration?

DAE student administration and HR include the legal gender registration following the legal requirements of the Dutch government. To alter your registered gender marker a legal change needs to be made in the country where you are a citizen.

Information regarding legal gender registration is accessible only to those who need this information for work purposes. Gender markers are not included on diplomas.

→ How do I alter a legal name or gender marker change in the DAE administrative systems?

Legal name and gender marker changes must first be updated in the Basisregistratie Personen (BRP). The BPR is a database containing personal data of persons who live or have lived in the Netherlands. Dutch municipalities manage the data of the inhabitants of the Netherlands - this includes data such as name, citizen service number (BSN), gender, date of birth, place of birth and address. Each municipality has its own population records for this purpose.

To alter a registered legal name change in the DAE systems, first register your name or gender marker change with your municipality. 

Students 

DAE registration of personal data is linked to BRP and automatically updated when chances occur. Follow the other steps described above for altering chosen names as desired such as contacting Student Administration to update your student card or email address.  

Your legal name will be used on all official communication, including on your diploma. Gender markers are not included on diplomas. 

Employees/freelancers 

Please contact HR to update your records and if desired to alter your email address.  Follow the other steps described above for altering chosen names to adjust any other details containing your legal name. 

→How often can I alter my chosen name? 

Chosen names can be altered multiple times; DAE understands selecting a new name can be a process. 

However, if Student Administration or HR suspects that a person is requesting multiple alterations in a chosen name in bad faith, they may refuse and refer to either the diversity and inclusion officer, or the student counsellors, before allowing or disallowing further changes. 

→Are there limitations? 

We assume anyone desiring an alteration in their chosen name does so from a personal conviction and after careful consideration.  

There are a few limitations to chosen first names. A chosen name may be comprised of only alphabetical characters, a hyphen (-), an apostrophe (’), and a space. Offensive terms, slurs, and terminology violating the Code of Conduct are prohibited. 

→What about pronouns? 

DAE has the goal that all students, tutors and staff are addressed by their preferred pronouns as described in the Code of Conduct. We expect all within the DAE community to make a good faith effort to address everyone with the name they choose to go by. 

All can add their pronouns in their email signature. Students can add their pronouns in Canvas via settings.  

If you experience issues using your pronouns at DAE you can address this with the person directly, their direct supervisor, and reach out to the Student Counsellors or the Diversity and Inclusion Officer for support. 

→I want to address everyone as they choose, but struggle sometimes, any tips? 

If you struggle to remember a new name, it can make it easier to use it more often. 

If you don’t know someone’s pronouns, it is great to start by saying your own before asking. “My pronouns are [they/them, she/her, he/him]. By the way, what are yours?” 

I, you, we and they are gender-inclusive pronouns. 

Morning folks, good afternoon students, hello all, hey friends, etc are inclusive ways to address groups.  

If you struggle to remember pronouns, you can’t go wrong using someone’s chosen name when praising their work without them present.  

You are likely to make mistakes. People who adjust their name or pronoun understand that. If you make a mistake, quickly apologise, correct yourself, and continue with what you were doing and trying in the future. Your efforts are appreciated. 

→Why does DAE allow alterations in chosen names? 

Allowing alterations in chosen names is in line with DAE’s organisational values and the academy’s Code of Conduct. We expect all within the DAE community to make a good faith effort to address everyone with the name they choose to go by. 

Only citizens can change legal names in the Netherlands. Some countries have simplified administrative processes to change legal names. In some other countries, adjusting legal names is difficult or even impossible. This policy provides a low threshold option to be addressed by the name you want at DAE as fast as possible. 

→Where do I go with recommendations, concerns or complaints? 

If you have suggestions, experience issues, or are dissatisfied with the process, please contact Diversity & Inclusion Officer, Leigh Tukker at leigh.tukker@designacademy.nl 

A common concern is the potential for fraud if an unofficial chosen first name is permitted to be adjusted. However, research has shown that more extensive changes in legal name and gender marker do not cause these issues. 

This policy came into effect in July 2023.