Change of name

Your university student record contains your full legal name.

To change or update your legal name on file, you will need to submit a Student Change of Information Form with official documentation and email it to Academic Records.

Any change of name request must be accompanied by official government-issued documentation. Requests will not be processed without a copy of one of the following documents:

• Name Change Certificate from Vital Statistics
• Driver’s License
• Provincial Photo ID
• Canadian Citizenship Card
• Permanent Resident Card
• Canadian Passport
• International Passport

Please note that Healthcare Cards and Marriage, Divorce, and Birth Certificates are not accepted as proof of legal name change.

To obtain a new student ID card, please complete a Student ID Request Form and email it to Academic Records.

Some students may use a name that does not match their legal name. There are many potential reasons why an individual may use a name that differs from legal documents.

Athabasca University is dedicated to creating safe environments for all, including gender-diverse, religious and/or culturally diverse members of our community. By making an affirmed/chosen name option available, you can advise us on how you want to be represented.

The use of an affirmed/chosen name is optional. If you don’t enter an affirmed/chosen name, the name used will be the name you provided when you applied to the university.

You can update your name across many university systems, even if you have not changed your legal name. Athabasca University systems exist across several tools and software. Once a name change is requested, it may take several weeks to show up on your student record.

How do I change my affirmed/chosen name?

For prospective students, you can add an affirmed/chosen name on your General Application Form.

For current students, please email Academic Records with a request to change or add your affirmed/chosen name. Don’t forget to include your student ID.

Where will my affirmed/chosen name appear?

Once you’ve added or updated your affirmed/chosen name with Academic Records, Office of the Registrar, or declared it on your General Application Form, it will be displayed in the following applications:

• Microsoft Office 365 applications: SharePoint, Teams, Outlook, OneDrive, Forms, etc.
• Learning management systems: Moodle and/or Brightspace

Please note that you may need to manually adjust what displays in the discussion boards in your settings.

Your affirmed name will not change in any of the following systems, because these systems use your legal name:

• Office of the Registrar Online Services (OROS)
• myAU Student Portal
• Library
• Student Relationship Management (SRM)
• Official Transcripts
• Parchments
• Auto-generated emails from Student Information System
• Student Financial Aid Forms

Can I get a new student ID Card with my affirmed/chosen name?

Yes. You will need to complete a Student ID Request Form indicating the name you would like displayed on the card and email it to Academic Records. If this ID card is used for access to practicum requirements, you will want to verify that changing the name on your ID card does not negatively impact your access by contacting your nursing regulatory body.

Can I update my email alias with my affirmed/chosen name?

No, but you can use any personal email address to correspond with the university. You can update your personal information within your myAU Student Portal at “Change my Personal Information”.

What if I am a staff member and a student?

Please follow the student instructions if you are both a student and a staff member and contact Human Resources, Payroll and Benefits.

The Change of Name Statutory Declaration is a way for you to declare your intention to change your name and connect your updated name to your Athabasca University student record. This will only change your name within Athabasca University.

If you are unable to provide government-issued documentation confirming a legal name change, you can change your legal name with Athabasca University by completing the Athabasca University Student Change of Name Statutory Declaration Form. You are required to have the form signed and sealed by a commissioner of oaths. You can submit this form as the official supporting documentation for your legal name change to the Registrar’s office.

If all requirements are properly satisfied, the name change will be processed and reflected in the student system.

This process will change your legal name in all AU systems and on your Athabasca University student record, which is the name used for all official documents including:

• Official Transcripts
• Parchments
• Tax receipts
• All documents sent to:
  • government student loans and other government funding bodies
  • RESP providers
  • potential employers
  • other universities
  • Citizenship and Immigration Canada
  • health insurance providers
  • graduate school applications

External organizations will continue to use your legal name and will likely require further proof that any Athabasca University student records or documents are your legitimate records. Inconsistencies between the name on your Athabasca University student record and the name used by an external organization may cause unexpected difficulties. For example, you may be unable to receive student loans or connect your T2202 to your legal name to complete your taxes.

Once you receive notification that your name has been changed, you can apply for a new student ID card. Please complete a Student ID Request Form and email it to Academic Records. If this ID card is used for access to practicum requirements, you will want to verify that changing the name on your ID card does not negatively impact your access by contacting your nursing regulatory body.

The email alias, namechange@athabascau.ca, is only accessible by the Registrar and Coordinator, Enrolment Services and Academic Record; both are committed to maintaining anonymity, affirming practices, and creating a safer space at the University. All students who have questions or concerns about name change are welcome to email this alias.