Biographical Information Change Requests

Biographical Information Updates

The Office of the Registrar requires specific documentation before a biographical change can be processed. Current and former students requesting a change to personal information are required to submit government-issued photo ID and official documentation that supports the request along with completing a Biographical Change Request form.

If you are or have ever been employed by the university (student employee, faculty or staff), changes must be made with Human Resources. Contact your assigned Business Center.

Legal Name

To update your legal name of record, complete the Biographical Change Request form and collect the required legal documents. Documents include: a marriage license, divorce decree (only the page stating your name change is required), 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 will need to present your legal documents in-person or remotely via a Zoom video appointment. Notarized copies of your documents and current government-issued photo ID can also be mailed to the Office of the Registrar.

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

Once your change is processed, you should visit the OSU ID Center for a new OSU ID card.  You may be assessed a replacement card fee.

Legal Sex Change

To update your legal sex, complete the Biographical Change Request form and collect the required court documentation of legal sex change. You will need to present your legal documents in-person or remotely via a Zoom video appointment. Notarized copies of your documents and current government-issued photo ID can also be mailed to the Office of the Registrar.

Social Security Number Update

To update your Social Security Number (SSN) or add a previously missing SSN, complete the Biographical Change Request form and present a copy of your new social security card along with current government-issued photo ID in-person or remotely via a Zoom video appointment. Notarized copies of your documents and current government-issued photo ID can also be mailed to the Office of the Registrar.

Preferred Name/Name-in-use

Students may opt to go by a preferred name (or name-in-use) that is different from their legal first name. The preferred name 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. To change your preferred name, complete the complete the Biographical Change Request form and submit it to the Office of the Registrar.

Examples:

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

Example: A person’s name is Nathan Daniel Jones, but that person is known professionally and academically as Daniel Jones.

Example: 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.

Example: 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.

Example: A person’s legal first name is Christine, but that person is known professionally and academically as Jackson

Faculty, academic advisors, and most staff at the University should see your preferred name (name-in-use change) unless the business of the office requires legal name for legal purposes. Some records and all legal documents, such as official transcript or financial aid, that require the use of a legal name, will display your legal name and will not change to preferred name. Business Affairs will continue to use your legal name.

For more information on restrictions to changing your name, please see the Name-in-Use policy. The Change Your Name In Use brochure also provides key information on how this information will appear in OSU systems.

**We are not able to guarantee every system displays preferred name, as not all systems used on campus link to the main student information system. If you encounter issues, please contact the Office of the Registrar.**

Pronouns

As a current student, you can select your pronouns in your MyProfile Dashboard as follows:

  • Log into MyOregonState.
  • Under the Resources tab, look for ‘My Profile
  • Under the Personal Details section, edit Personal Pronoun or Gender Identification

Selecting your pronouns in your MyProfile will not show up (yet) in any class roster, student-facing information systems, or other readily visible place.

You can also select your pronouns to display in Canvas. Please see this how-to guide from Academic Technology.

With the implementation of OR Senate Bill 473, students may voluntarily report their gender identity as part of their demographic information; the ability to report sexual identity information is forthcoming.