EPFL is committed to fostering an inclusive and respectful environment that embraces diversity. As part of this commitment, members of the EPFL community are offered the option to use a preferred/chosen (first) name. This approach aims to respect individuals’ right to personal identity and reflect their preferences in social and professional settings, while ensuring compliance with legal requirements for official documents. The Inclusive Name Change project ensured that all relevant EPFL services were aligned in this direction.
A preferred/chosen name refers to the (first) name a person chooses to use in everyday life, instead of the name that appears on their official identity documents.
Any member of the EPFL community — students, doctoral candidates, or staff — may request the use of a preferred name, provided the reason for the request is considered legitimate.
- Gender identity
To reflect a gender identity different from the one associated with the official name.
Example: a person who is transgender. - Alternative spelling
To use a different spelling of the first name.
Example: Chloe instead of Chloë, or transliteration from another alphabet, such as Александра becoming Alexandra. - Nickname or diminutive
To use a shortened or familiar version of the official first name.
Example: Parminder choosing to go by Mindy, or Jean-Baptiste using Jean. - Westernised name
To use a name that is easier to pronounce or integrate in intercultural or professional settings.
Example: Wei-Hua choosing to use William in an international work context. - Name shortening
For practical or personal reasons.
Example: Giuseppina opting to use Pina in a professional setting.
- Alternative spelling
Adopting a different spelling of the official surname.
Example: Müller opting to use Mueller when special characters are not supported. - Pre-marriage surname
Using a birth surname rather than a married name or registered partnership name.
Example: choosing to continue using Muta instead of Muta-Maathai. - Shortening
For practical or personal reasons.
Example: Constantinopoulos choosing to use Costa in day-to-day interactions.
Preferred/chosen names appear in:
- People page
- EPFL internal directories
- Email address
- Camipro card
- Collaborative work platforms
- Student-specific: course and exam lists generated in IS-Academia*.
*No other changes can currently be made in IS-Academia due to technical constraints. This system is set to be replaced in the future with a more flexible platform aligned with community needs.
Some documents must reflect the full legal name to meet legal requirements. These include:
- Diplomas and academic certificates
- Employment contracts
- Salary certificates
- Administrative documents submitted to official authorities
While EPFL strives to use preferred/chosen names wherever possible, certain limitations remain where interaction with external bodies is involved.
Once all procedures related to the use of a preferred/chosen (first) name have been duly completed, students, EPFL staff, and the general public no longer have access to the official identity data as recorded in civil status documents.
However, some discrepancies may persist in systems that have not yet been identified by the project team. Should you encounter such a case, please notify the Equal Opportunity Office without delay at: natasha.stegmann@epfl.ch
Certain identity data may remain accessible to professors and to individuals accredited through the EPFL ACCRED system. As with all sensitive information, its processing is strictly regulated and limited to the scope of professional duties, in accordance with applicable data protection legislation.
Follow the instructions under “Modify your (first)name”.
Need Help?
For any questions or support, please contact the Equal Opportunity Office (VPH-WINC-DEI) at natasha.stegmann@epfl.ch.