This page provides some information about how you can change your name, title and gender marker within the University of Oxford. This may rely on various legal documents, depending on the level to which you wish to change these markers (eg. your degree certificate has to be in your legal name, matching your passport and, if you’re an international student, possibly your visa). Where appropriate, we have included links to change your markers legally in the UK - international students should make sure to check your own country’s procedures, as unfortunately, changing your details is usually more complicated.
The University Trans Policy including information in regards to changes of records can be found here.
Changing Your Name:
On an informal level, anybody can select a ‘preferred first name’ on the Student Self Service, which can be used on your ‘Bod card’ (your University ID card that you use to get into libraries and faculties), in University email addresses, and informal correspondence and documentation. You do not need to disclose that you’re trans to change your preferred name, and you do not need to provide any legal documentation.
To change your name on your Bod card, you should contact your college’s Student Records Officer, who will be able to order a new card for you from the University Card Office. Your new card will be sent to the Student Records Officer and you will be required to hand in your old card. You should not have to pay for a new Bod card if you’re changing your name. You can also request to change the photo on your Bod card if your original photo makes you uncomfortable or no longer reflects your gender expression.
To change the name on your Oxford email account, you should contact your Student Records Officer again, who will correspond with IT to set up a new email address for you. You will still receive emails to your old account for about a month, and then it will be deleted. It is your responsibility to make sure tutors, departments and societies are aware of your new email address, although you can ask your Student Records Officer or Senior Tutor to contact departments, tutors and college staff on your behalf.
Unfortunately, formal documentation, including your Degree Certificate and exam transcript, will retain your legal name, unless you undertake to change this on the student records. This is because your Degree Certificate is a legal document, so it needs to match official records. To change your name on student records (if you’re a British citizen), you need to provide documentary evidence to support your request, which could include:
If you are not a British citizen, the University requires a copy of your passport as evidence of your name change. For students who require a visa to study in the UK, the University’s record of your name has to match the name in your passport and visa. More information about your student record can be found here.
Although the Student Records Officer will deal with changes your personal details on university and college records, you may also want to contact the senior tutor about updating your information. The senior tutor is your central point of contact and can put you in touch with the members of staff most appropriate to dealing with each individual circumstance, whether pertaining to administration, welfare or academic affairs, so it’s a good idea to keep them informed about changes to your personal details. Your senior tutor can also contact your tutors and department on your behalf if you would rather have someone else tell them about changes to your personal details.
Finally, you may want to get the name on your pigeon hole (‘pidge’) changed, if you are expecting to receive mail in your new name. Your Student Records Officer or Senior Tutor can contact your college’s porters for you, but you may need to remind them. It’s also worth talking to them directly so they can update their own system, otherwise you may not receive all your mail!
If you experience any difficulties with changing your name through your college, you should contact the Academic Records Office directly at aro@admin.ox.ac.uk.
Changing Your Title:
You should notify your college and department of your preferred title, which should be thereafter used in all circumstances. You can do this through contacting your Student Records Officer. You do not need to provide any documentary evidence to support your request to change your title, as titles have no legal status. You can pick any title, regardless of your gender or legal sex. However, the student record currently does not currently permit 'Mx', although you may use this informally. You can choose to have no title. No title will appear on your Bod card, regardless of which title you select for use on the system. Your Bod card will only show your first name, your middle initial(s), and surname(s).
Changing Your Gender Marker:
To change your gender marker on college, department and university systems, you should contact your college Student Records Officer (or contact the Academic Records Office directly at aro@admin.ox.ac.uk), who will update your details on the University’s central student record system (SITS). The Academic Records Office will then instruct your college to update their databases. Information relating to your previous identity should be stored confidentially and separately from your current record. You do not need to present medical evidence or documentation, but you do need to present a written statement declaring your intention to permanently transition to a different gender. You can also present a birth certificate showing a different gender from that on the University’s student record system. It is illegal for the University to ask to see a Gender Recognition Certificate. If you obtain a GRC, the University is required by law to change your gender to that on the GRC, although University Offices should not request to see it, but may ask for documentary evidence such as a birth certificate.
Overseas students must have name and gender details on their student record that matches their passport and visa. Those who encounter difficulties amending their passport and visa details should discuss their circumstances with the college’s Student Records Officer or the University’s Academic Records Office. Trans foreign nationals whose national authorities do not recognise changes to name/gender in their passports or national identity cards can obtain a biometric residence permit in their chosen name and self-identified gender - click here for more info.
The University is required to keep records of original gender of foreign nationals for immigration records, although this should be confidential.
There is also an option to select a ‘preferred gender’, either while you transition or permanently. The options available on the student record are currently ‘male’, ‘female’ and ‘other’. Your preferred gender will appear on all student-accessed records, such as online student self-service, and in data returned to HESA.
You can obtain more information about support for trans students from the Equality and Diversity Unit (EDU) from - equality@admin.ox.ac.uk. The University trans policy and guidance can be found here.
The University Trans Policy including information in regards to changes of records can be found here.
Changing Your Name:
On an informal level, anybody can select a ‘preferred first name’ on the Student Self Service, which can be used on your ‘Bod card’ (your University ID card that you use to get into libraries and faculties), in University email addresses, and informal correspondence and documentation. You do not need to disclose that you’re trans to change your preferred name, and you do not need to provide any legal documentation.
To change your name on your Bod card, you should contact your college’s Student Records Officer, who will be able to order a new card for you from the University Card Office. Your new card will be sent to the Student Records Officer and you will be required to hand in your old card. You should not have to pay for a new Bod card if you’re changing your name. You can also request to change the photo on your Bod card if your original photo makes you uncomfortable or no longer reflects your gender expression.
To change the name on your Oxford email account, you should contact your Student Records Officer again, who will correspond with IT to set up a new email address for you. You will still receive emails to your old account for about a month, and then it will be deleted. It is your responsibility to make sure tutors, departments and societies are aware of your new email address, although you can ask your Student Records Officer or Senior Tutor to contact departments, tutors and college staff on your behalf.
Unfortunately, formal documentation, including your Degree Certificate and exam transcript, will retain your legal name, unless you undertake to change this on the student records. This is because your Degree Certificate is a legal document, so it needs to match official records. To change your name on student records (if you’re a British citizen), you need to provide documentary evidence to support your request, which could include:
- Passport;
- Deed Poll;
- Statutory Declaration of Change of Name;
- Marriage certificate/civil partnership certificate and decree absolute/final order;
- Public announcement: a copy of an advertisement in a local or national newspaper stating that you have stopped using your previous name and have assumed a new one;
- Police report or solicitor’s letter if you have adopted a pseudonym for personal reasons, including personal safety, while a student at Oxford.
If you are not a British citizen, the University requires a copy of your passport as evidence of your name change. For students who require a visa to study in the UK, the University’s record of your name has to match the name in your passport and visa. More information about your student record can be found here.
Although the Student Records Officer will deal with changes your personal details on university and college records, you may also want to contact the senior tutor about updating your information. The senior tutor is your central point of contact and can put you in touch with the members of staff most appropriate to dealing with each individual circumstance, whether pertaining to administration, welfare or academic affairs, so it’s a good idea to keep them informed about changes to your personal details. Your senior tutor can also contact your tutors and department on your behalf if you would rather have someone else tell them about changes to your personal details.
Finally, you may want to get the name on your pigeon hole (‘pidge’) changed, if you are expecting to receive mail in your new name. Your Student Records Officer or Senior Tutor can contact your college’s porters for you, but you may need to remind them. It’s also worth talking to them directly so they can update their own system, otherwise you may not receive all your mail!
If you experience any difficulties with changing your name through your college, you should contact the Academic Records Office directly at aro@admin.ox.ac.uk.
Changing Your Title:
You should notify your college and department of your preferred title, which should be thereafter used in all circumstances. You can do this through contacting your Student Records Officer. You do not need to provide any documentary evidence to support your request to change your title, as titles have no legal status. You can pick any title, regardless of your gender or legal sex. However, the student record currently does not currently permit 'Mx', although you may use this informally. You can choose to have no title. No title will appear on your Bod card, regardless of which title you select for use on the system. Your Bod card will only show your first name, your middle initial(s), and surname(s).
Changing Your Gender Marker:
To change your gender marker on college, department and university systems, you should contact your college Student Records Officer (or contact the Academic Records Office directly at aro@admin.ox.ac.uk), who will update your details on the University’s central student record system (SITS). The Academic Records Office will then instruct your college to update their databases. Information relating to your previous identity should be stored confidentially and separately from your current record. You do not need to present medical evidence or documentation, but you do need to present a written statement declaring your intention to permanently transition to a different gender. You can also present a birth certificate showing a different gender from that on the University’s student record system. It is illegal for the University to ask to see a Gender Recognition Certificate. If you obtain a GRC, the University is required by law to change your gender to that on the GRC, although University Offices should not request to see it, but may ask for documentary evidence such as a birth certificate.
Overseas students must have name and gender details on their student record that matches their passport and visa. Those who encounter difficulties amending their passport and visa details should discuss their circumstances with the college’s Student Records Officer or the University’s Academic Records Office. Trans foreign nationals whose national authorities do not recognise changes to name/gender in their passports or national identity cards can obtain a biometric residence permit in their chosen name and self-identified gender - click here for more info.
The University is required to keep records of original gender of foreign nationals for immigration records, although this should be confidential.
There is also an option to select a ‘preferred gender’, either while you transition or permanently. The options available on the student record are currently ‘male’, ‘female’ and ‘other’. Your preferred gender will appear on all student-accessed records, such as online student self-service, and in data returned to HESA.
You can obtain more information about support for trans students from the Equality and Diversity Unit (EDU) from - equality@admin.ox.ac.uk. The University trans policy and guidance can be found here.
