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Personal Information Change Requests

Your ³ÉÈË´óƬ (³ÉÈË´óƬ) Student Number and personal information are used to identify you and keep your student record accurate. To help us make sure your records stay correct, you must let us know if any of your information changes or needs to be updated.

Please refer to the ³ÉÈË´óƬ Notice of Collection for details on how your personal information is handled by the university.

The information on this page is mainly for current ³ÉÈË´óƬ students. However, name change information is also available for:

Record Item Definition
Student Name Your legal/primary first, middle (optional) and last names are collected at the time of admission. They are used on official documents like offer letters, financial documents and transcripts. Your chosen/preferred name is what's used within the ³ÉÈË´óƬ community.  
³ÉÈË´óƬ Student Number

A unique nine-digit student ID number given at the time of application carried through your entire academic career. 

Applicants: Your ³ÉÈË´óƬ Student Number is sent to you in the acknowledgement email from ³ÉÈË´óƬ after you have applied. You can also verify this information in your Choose³ÉÈË´óƬ Applicant Portal.  

Current students: Confirm your ³ÉÈË´óƬ Student Number on MyServiceHub by completing an account inquiry or referring to your unofficial transcript.

Former applicants or students: If you don't have access to MyServiceHub, recover your ³ÉÈË´óƬ Student Number by completing the .

Ontario Education Number

A unique nine-digit number given to all Ontario students by the Ministry of Education.

³ÉÈË´óƬ has to validate your OEN numbers by checking that your legal name and date of birth match on our student records. If we can't confirm your information, you will get an email from the ServiceHub asking you to send in supporting documents through the Personal Data Change Form.

Contact Information Your personal email address, telephone number and email address are collected when you apply to ³ÉÈË´óƬ. Your contact information needs to be up-to-date at all times and can be changed through your Student Center in MyServiceHub. Visit the MyServiceHub Support: Personal Information page for detailed instructions.
Date of Birth Collected when you are admitted to ³ÉÈË´óƬ and used to identify and maintain the integrity of your student record. Occasionally, an inaccurate date is reported and needs to be corrected. Corrections can be submitted using the Personal Data Change form.
Gender

Gender identity information is collected when you apply to ³ÉÈË´óƬ and included on ³ÉÈË´óƬ student records only for statistical reasons. This information is private and won't show up on transcripts, graduation awards, other university documents or class rosters.

Update your gender identity on your record using the Personal Data Change Form. For more information on student record updates for gender transitioning, transgender and gender non-conforming students, please visit Transitioning at ³ÉÈË´óƬ.

Residency and Immigration Status Your residency and immigration status are declared when you apply to ³ÉÈË´óƬ and is used to make sure you pay the appropriate tuition fee rate. Visit the Fee Rates page for more information, including how to request updates to your fee rate.
Social Insurance Number (SIN) Your SIN is collected and stored in accordance with the university’s Collection and Storage of Students’ SIN Numbers Policy, and is used for Canada Revenue Agency tax reporting purposes. For security, you will never be asked to email your SIN or related documents. To correct or update your SIN, contact the ServiceHub.

Change Your Personal Information

The Personal Data Change Form can be used for:

  • Legal names
  • Date of birth
  • Gender identity
  • Validating your Ontario Education Number (OEN)

You need to provide supporting documents for legal name changes and upload clear PDF copies with the form. The documents you submit will stay in your student record permanently.

Updates are made within five business days. If the change can't be made, you'll get an email asking for more information. Please check your MyServiceHub account five days after sending your request to make sure the updated information is correct.

A student poses with her bike. She is smiling and looking at the camera. 

Change Your Name

As a current ³ÉÈË´óƬ student, your legal name is on your record but you have the option to be identified using a chosen/preferred first name. The Student Names Policy informs how student names are collected, used on campus and updated.

Your chosen/preferred name is the name that is used within the university community. If you don't have a chosen/preferred first name included in your record, your legal first name will be used.

You have the option of reporting a chosen/preferred first name when you first apply to ³ÉÈË´óƬ.

If you are a current student, you can change this name at any time on your student record through MyServiceHub. Visit MyServiceHub Support: How to Update a Chosen/Preferred Name for more information.

  • You don't need any supporting documents to update your chosen/preferred name.
  • Updates must be submitted honestly and in good faith. Please note that ³ÉÈË´óƬ reserves the right to ask for more information or documents if needed.
  • There may be limits on the number of characters in names based on system requirements.
  • If you also work at ³ÉÈË´óƬ, information from the Human Resources system may affect how your chosen/preferred name appears outside of MyServiceHub.
  • Updating your chosen/preferred first name won't change the name on your official documents, like official transcripts or graduation documents.
  • OneCards are printed with the chosen/preferred name on file when you apply for your card. Please make any changes to your chosen/preferred name before you apply for your card.
  • Please aim to make any changes before the start of the academic term. If you change your chosen/preferred name after classes begin, your instructors may not know to use your updated name when communicating with you.
  • If you have previously used Zoom with your former/official name, you might need to manually change your name on Zoom within the app to have your updated name appear.

Your chosen/preferred name appears in the following places: 

  • D2L Brightspace
  • Zoom display name 
  • Google Workspace display name
  • Class rosters and grade rosters
  • OneCard

Processing Times:

Changes will appear in MyServiceHub immediately. They should also show on other applicable systems, like D2L Brightspace, Zoom and Google Workspace, within 24 to 48 hours.

Your legal/primary first, middle and last name on your student record will appear on your graduation award document (parchment).  

Any middle names on file will also appear on your graduation award document. If you only have a middle initial on file, it will be followed by a period (e.g. Ethan J. Chan). If you don't want your middle name or initial to appear on your graduation award document, you must update your legal name to have it removed. 

When you apply to graduate, you'll receive an acknowledgement email with your legal name as it will appear on your award document.  It's your responsibility to review your legal name and request any needed updates ahead of the published deadline dates for your convocation. Please visit the Undergraduate Calendar for all applicable significant dates.

Name Changes for Applicants, Former Students and Faculty/Staff

Chosen/Preferred Name

If you applied through the OUAC you can add or change your chosen/preferred name on your OUAC account.  Your ³ÉÈË´óƬ record will be updated with your chosen/preferred name within three business days.

If you applied using the ³ÉÈË´óƬ Application or the ³ÉÈË´óƬ International Application Form, you can update your chosen/preferred name using the ³ÉÈË´óƬ Change Form.

Legal/Primary Name

If you applied through the OUAC you can change your legal/primary name on your OUAC application by .  Your legal/primary name will be updated on your ³ÉÈË´óƬ record within three business days of it being changed on your OUAC application.

If you applied using the ³ÉÈË´óƬ Application or the ³ÉÈË´óƬ International Application Form, you can update your legal/primary name using the ³ÉÈË´óƬ Change Form.

Former students don't have to update their legal name on their ³ÉÈË´óƬ student record. In fact, doing so might cause unintended issues. It's usually best for former students to keep their original name on their record. 

If you are an alumni or former student and would like to update your legal name on your ³ÉÈË´óƬ record, please consider the following:

  • Names on previously-issued ³ÉÈË´óƬ official transcripts, letters and graduation award documents (parchments) won't match the new name on your student record. You might need to request new documents. Please note that service fees and processing times will apply. 
  • To get an official transcript, letter or reissued graduation award document (parchment) with your new name, you will need to submit your request after you have updated your name on your student record. Note: MyCreds digital parchments will show the name you had when you graduated unless you order a replacement graduation award document.
  • Alumni name changes on the Graduation Verification Service won't get updated at the same time as your student record. This can cause mismatched search results and can make it difficult for  third parties to verify your graduation status and successfully complete employment checks. Alumni name changes processed before the graduation name change deadlines in April and September will be updated in the Graduation Verification Service after the June and October convocation ceremonies. 
  • Names on your ³ÉÈË´óƬ record might not match other academic records from other institutions like secondary, post-secondary and professional licensing boards (e.g. nursing colleges). Transcripts and graduation award documents with updated names may cause issues with identification or authentication for other academic institutions and third parties.
  • Visa and immigration applications might need official transcripts and graduation award documents as supporting documents. If your names don't match on your passport and other government IDs, your application might get delayed or denied. 

To change your name on your ³ÉÈË´óƬ record, you will need to provide the supporting documents outlined in Legal/Primary Name section. The change will be permanently recorded.

If You Don't Have Access to MyServiceHub

Please recover your ³ÉÈË´óƬ Student Number by completing the .

If You Still Have Access to ³ÉÈË´óƬ Email

If you still have access to your @torontomu.ca email, please submit your name change request and supporting documents by using the Personal Data Change Form

If You Don't Have Access to ³ÉÈË´óƬ Email

If you don't have access to your @torontomu.ca email, please send an email to studentrecords@torontomu.ca.

  • Include your ³ÉÈË´óƬ Student Number, your current primary/legal name on your ³ÉÈË´óƬ student record, and the update you want to make. 
  • Attach scanned copies of two pieces of supporting documents (refer to the supporting documents listed under the Legal/Primary Name section above). 
  • For privacy and security reasons, this email must be sent from the personal email address on your ³ÉÈË´óƬ record. 
  • For help, please check MyServiceHub Support: How to Update an Email Address or contact CCS Login Help.

Faculty name changes can be made using the Instructor/Lecturer Personal Data Change form available on the RO Forms and Documents page.

Staff name changes can be submitted with ³ÉÈË´óƬ’s Human Resources Department. Please refer to AskHR (opens in new window)  for more information on this process.

Other questions? Contact the ServiceHub.

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