Name, Gender, Sexual Identity and Pronoun Data Policy announcement

July 26, 2023 - Melissa Woo, Ph.D., and Jabbar R. Bennett, Ph.D.

Michigan State University students, staff and faculty,

We are pleased to announce the implementation of the Name, Gender, Sexual Identity and Pronoun Data Policy at MSU. This policy ensures that all internal and external/vendor systems collecting, maintaining and using identity and demographic data align with our commitment to inclusivity and respect.

Under this policy, all database categories and labels utilized in data collection systems will support and align with gender, legal name, legal sex, name, prefix, pronouns, sexual identity, and honorifics, unless otherwise required for legal compliance, operational needs, accreditation and external research conditions. MSU systems will eventually be required to undergo the appropriate modifications to support and align with the policy.

Participants will have the right to voluntary participation, and MSU will not disclose identity information except when legally mandated or out of legitimate institutional necessity. To protect privacy, data collection forms and surveys will include explicit statements regarding the purpose, access permissions, confidentiality and informed consent related to the information collected.

The Office for Institutional Diversity and Inclusion and the Office of the Executive Vice President for Administration is collaborating with the project management office and workgroup to create an implementation road map to advance the policy requirements across enterprise data systems. In addition, instructions have been sent to system managers to help assess current data collections practices.

For more information, refer to the frequently asked questions (FAQs) in the policy, contact the MSU IT Help Desk or reach out to the appropriate offices for guidance.

We believe that this policy, listed on University Policies, is an important step toward creating a more inclusive and respectful environment at MSU. By respecting and valuing individual identities, we strengthen our community and foster a culture of belonging.

Sincerely,

Melissa Woo, Ph.D. (she/her)
Executive Vice President for Administration and Chief Information Officer

Jabbar R. Bennett, Ph.D. (he/him)
Vice President and Chief Diversity Officer