Changing your name on your student record

You will need your legal name listed for the documents below:

• Official letters (including but not limited to admission, enrolment, award letters, and student loans)
• Tax forms
• Transcripts
• Parchments (diplomas)
• Residence contracts

Changing your legal name on your parchment (diploma)

You must follow a separate process to change your name on your parchment (diploma). There is a deadline to submit name change requests before graduation.

What is a preferred or chosen name?

A preferred or chosen name is a name that you commonly use that is different from your legal name. It is what you want to be called.

While we use the term “preferred name”, for many people, this is not just a preference. It is the only name they use and it is essential to their identity. It is especially important for transgender and non-binary students whose university experience and wellbeing are negatively impacted when their preferred or chosen name is not used. Read more about names and their impact at UBC.

Updating your preferred or chosen name

Inappropriate use of a preferred or chosen name such as attempts to avoid a legal obligation via misrepresentation, or the use of inappropriate language, will result in the denial and/or reversal of the request and can be disciplined through Academic or Non-Academic Misconduct.

The earlier you update your preferred or chosen name, the more likely you will experience the consistent use of your preferred or chosen first name by UBC faculty, instructors, and staff.

Learn how to update your preferred name in Workday.

You should do this even if you have provided your preferred or chosen name when applying to UBC.

Use of a preferred or chosen first name

Below are places where UBC uses a student’s preferred name:

• Class lists
• UBCcard (if requested)
• Canvas
• Student Information System
• Student Information Services Centre (so staff can see your preferred or chosen name)
• Faculty Service Centre (so faculty can see your preferred or chosen name)
• Student Housing Online Service Centre
• UBC Recreation
• Counselling Services
• Student Health Services (except in places where MSP requires use of your legal name)
• Graduation ceremony booklet (if requested)
• Graduation ceremony (read aloud as you cross the stage, if requested)

Find more information on requesting your preferred name to be printed in the graduation ceremony booklet and read aloud as you cross the stage.

Students may still see their legal name in some online systems and communications due to the complexity of UBC’s information systems and the inability of some systems to share information. UBC is working to create a more unified experience that would only display legal given names when legally required.

Possible impact of using a preferred or chosen name

While UBC allows students to indicate their preferred or chosen name without changing their legal name, it’s important to think about the possible impact of this practice:

• Official documents are often used to verify one’s identity when applying for work or additional education. Some employers, licensing bodies, or other educational institutions may question the use of a preferred or chosen name in daily or informal correspondence. This discrepancy happens when institutions rely on legal names to be used consistently.
• If someone is using a preferred or chosen name consistently, this may cause some confusion in situations where official documents have to be provided. For example, employers might be confused about a UBC student portfolio that uses a preferred or chosen name while the transcripts use a legal name.

Update your UBCcard

Your preferred or chosen name can be displayed instead of your legal name on your UBCcard.

1. If needed, update your preferred name in Workday. Please wait 48 hours for the change to appear on the system.
2. Contact the UBC Access Desk in the UBC bookstore and request a card renewal with your preferred or chosen name.

There is no charge to get a new UBCcard with your preferred or chosen name on the card. Find more information about UBCcard renewals under Name and Status Changes.

UBC has a number of unique programs and services for Indigenous students, including scholarships and bursaries. Indigenous self-identification helps UBC offer and manage these programs and services. 

As an Indigenous student, you can self-identify when you apply to UBC, or through your student information system. Learn how to add your Indigenous Self-Identification in Workday.

If you have questions, please contact your Enrolment Services Advisor directly.

For general questions, please call 604 822 9836 or submit a question through the online form.