Biographical Information Change Requests

This page provides information on how to make biographical changes to your student record.
Index:

Legal Name Change

Name-in-Use Change

Social Security Number Change

Ethnicity Designation Change

Go To Biographical Changes Request Form


Legal Name Change

What will this change affect?

This will change your name in all OSU administrative systems, including, but not limited to Canvas, MyDegrees, Online Services, class rosters, transcripts, et al.

How do I go about making this change?

Students wishing to change their legal name must submit a request in person. Those who are unable to do so in person must submit notarized copies of the name change form and of your pieces of identification.

For students who are not employed by OSU (as a student staff or staff member): 

  • For current, on-campus students:  Please bring your OSU ID card to the Office of the Registrar on the first floor of the Kerr Administration Building. In addition to your OSU ID, you will need to bring an official document that shows your change of name from your prior to your current name. Some examples of these documents include: a marriage license, divorce decree, naturalization papers, legal name change decree, adoption decree, et al.). If you have any questions about what is acceptable documentation, please call the Office of the Registrar. Following the processing with the Office of the Registrar, you should visit the OSU Card Center for a new OSU ID card. Note that you will be assessed a replacement card fee (currently $25) for a new ID card.
  • For Ecampus/distance students:  You will need to mail to the OSU Office of the Registrar the following: 1) a notarized copy of a government issued ID, 2) a notarized copy of a name change document showing the previous and new name, & 3) a completed biographical change request form. Some examples of these documents include: a marriage license, divorce decree, naturalization papers, legal name change decree, adoption decree, et al.  If you have any questions about what is acceptable documentation, please call the Office of the Registrar. You can request a new OSU ID Card with your new name. Note: you will be assessed a replacement card fee (currently $25) for a new ID card.
  • For former students: Please bring in your current government-issued ID card, as well as official documentation that shows your change of name from your prior to your current name, to the Office of the Registrar. Some examples of name change documents include: a marriage license, divorce decree, naturalization papers, legal name change decree, adoption decree, et al.). If you have any questions about what is acceptable documentation, please call the Office of the Registrar.

If you are an employee (faculty, staff, or student) of OSU:

Federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's social security card to ensure proper tax reporting. Thus, in order to reflect your name change on your personnel and payroll records, you must present your photo ID reflecting your new name to your business center human resources staff. At that time you will be asked to complete an OSU Name Change form and I-9 form. Be prepared to provide acceptable I-9 supporting documents (examples: driver’s license and social security card, or passport). You may find more information on changing your legal name with HR by clicking on the “Personal Information” tab in Online Services.

For additional information on how to apply for, replace, correct, or change your name on your Social Security Card, https://www.ssa.gov/

Name-in-Use Change

What will this change affect?

This will change how your first name appears in the systems that are considered more public to student services, such as advising and the classroom setting. These systems include Canvas, Web for Advisors, MyDegrees, the OSU directory, and class rosters. You may also elect to obtain a new ID Card; fees may apply. Faculty, academic advisors, and most staff at the University should see your name-in-use change unless the business of the office requires legal name for legal purposes. All legal documents (e.g., your transcript, many Financial Aid documents) will display your legal name. Business Affairs would continue to use your legal name.

What is the purpose of doing this?

The purpose of this form is to reflect the first name used by you in professional settings even though that name may not be your legal first name. Some examples of when this might be applied are:

You use your middle name or a shortened version of your first name instead of your legal first name.

  • E.g., A person’s name is Nathan Daniel Jones, but that person is known professionally and academically as Daniel Jones.
  • E.g., A person’s legal first name is Catherine, but that person is known professionally and academically as Cathy.

You are an international student who prefers to use a different name in the context of attending school in the United States.

  • E.g., A person’s legal first name is Zheng, but that person is known professionally and academically as Sam.

You are using a name, different from your legal name, that you feel more aptly reflects your gender identity and/or gender expression.

  • E.g., A person’s legal first name is Christine, but that person is known professionally and academically as Jackson

How do I go about making this change?

In order to change your preferred name, please fill out the Biographical Changes Request form and submit it to the Office of the Registrar. For more information on restrictions to changing your name, please see the Name-in-Use policy. This brochure also provides key information on how this information will appear in OSU systems.

Social Security Number Change

What is the purpose of this?

The purpose of this is to add a previously missing Social Security Number (SSN) or correct an erroneously recorded SSN.

What will this change affect?

This change will be reflected in all OSU systems in which your Social Security Number is stored. It is important that U.S. domestic students have the correct SSN on file as it is correctly identifies you as the person attached to your student record.

How do I go about making this change?

A request to change your social security number in the OSU Administrative Information System must be made in person at the appropriate office.

For students who are not employed by OSU (as a student staff or staff, or faculty member):

Please bring your social security card to the Office of the Registrar on the first floor of the Kerr Administration Building.

If you are an employee (faculty, staff, or student) of OSU:

Federal regulations require employers to validate that each employee's social security number and name on record exactly matches the social security number and name which appear on the individual's social security card to ensure proper tax reporting. Thus, in order to change either your social security number or your name in your personnel or payroll records, you must present your social security card which reflects your correct social security number to the appropriate business center for your hiring unit or, if your unit does not have a business center, the Office of Human Resources in the Kerr Administration Building.

If you have any questions or concerns, please call the appropriate office.

For additional information on how to apply for, replace, correct, or change your name on your Social Security Card, https://www.ssa.gov/

Ethnicity Designation Change

What will this change affect?

This will change your race or ethnicity designation in OSU information systems.

How do I go about making this change?

  • For students:
    Students must bring in a Biographical Changes Request form reflecting the ethnicity designation change and a form of photo ID to the Office of the Registrar.
  • If you are an employee (faculty, non-student staff) of OSU:
    You may change your ethnicity designation via your MyOSU account. In the Online Services box, click on Banner Self-Service, then click on Personal Information, then click on “Update Ethnicity, Race, or Veteran Status” (see image below).

Race, Ethnicity, Veteran Status screen shot