Updating Personal Information
Keeping your personal information up to date is very important. Having the right information in our systems will ensure that information you receive from us will match your current information and arrive at the right destination. It is the student's responsibility to ensure that this information is kept up to date at all times.
Changing your Address
The Office of the Registrar maintains only one address for each current student on behalf of Western University. All official correspondence mailed to current students is sent to the student's "Home" address as noted on your Student Center. Please log into your Student Center to ensure your HOME address reflects where you will be living while attending Western so that you receive important correspondence from Western. Mail that is returned to the Office of the Registrar will not be redirected.
Your Legal Name
Your legal name is the name under which you were registered in a Canadian province or territory. Generally, this is the name you were given at birth. For non-Canadian students, the legal name is the name found on your immigration documents or passport.
Your legal name is the name that is used on all official documentation and records (Diploma, transcripts, tax forms, etc.) at Western University.
Your legal name forms the basis for all of your academic accomplishments. As such, it is expected that students will provide a complete and accurate legal name upon application for admission and maintain and update this name as circumstances warrant.
Requests to change all or part of a name by way of alteration, deletion, substitution or addition must be made in writing by completing the University’s official Legal Name Change form.
Students who wish to change their name used for official registration purposes are required to provide acceptable documentation (as outlined below) and photo identification reflecting the change.
In these cases, the following documentation is acceptable:
- Marriage certificate
- Notarized letter
- Annulment certificate
- Driver’s license
- Death certificate of spouse
- Government-issued photo identification
- Joint declaration of conjugal relationship
- Divorce papers/Divorce order/Certificate of divorce/Decree Nisi
Employees are required to submit their request to Human Resources.
Note: If you legally change your name during your time at Western and would like the name change reflected on your Western ONECard, you may request this after your name change has been processed. A replacement fee will apply.
Your Preferred/Chosen First Name (Option available beginning February 15, 2019)
While we use the phrase “preferred name”, for some students, this is not just a preference: it is the only name they use and it is essential to their identity. For this reason, this page also uses the phrase “chosen name.” Your preferred or chosen first name is the first name you commonly go by, and differs from your legal first name. Western University, like many other large institutions, requires that individuals use their legal name on all legal records and official documents. However, the University also recognizes that, as an inclusive community, many of its members use first names other than their legal first names to identify themselves.
Situations where a student may request the use of a chosen or preferred first name may include:
- Students who have a given name they are commonly known by (e.g., Ellie for Eleanor; JD for John Daniel).
- Students who have a given name that may potentially be mispronounced (e.g., Nikolaj, Siobhan).
- Students who use an anglicized or westernized first name (e.g., Jane instead of Xuan; Henry instead of Heydar).
- Trans, Two-Spirit, and gender-nonconforming students who choose a name that reflects their gender identity or expression (e.g., Ben instead of Elizabeth; Allie instead of Alexander).
The University acknowledges that a preferred or chosen first name can and should be used wherever possible in the course of University student business and education. For this purpose,
At present, the preferred/chosen first name is fully supported in the following systems:
- Western ONECard (replacement fee will apply)
- Display name on Western email (@uwo.ca)
- Greeting on Student Center
- Class Lists and Grading
- Display name on OWL
It is important to remember however that many people with first names that are unfamiliar or harder to pronounce to English speakers want to use their legal name. In order to help build a culture of inclusion, staff, faculty and students are strongly encouraged to familiarize themselves with names that are new to them.
Requests to add/update/remove the preferred/chosen first name can be made by completing Preferred/Chosen First Name Change Request Form. No supporting documentation is required; however, it is assumed that the request will be made in good faith.
Change requests will be actioned within 5 business days and reflected in the systems indicated above.
Once you change your preferred/chosen first name or legal name, you can request a replacement Western ONECard. A replacement fee will apply.
Your Diploma Name
As an official document relating to your academic studies at Western, your degree diploma is generated using your legal name. Students who wish to include a variation of their complete legal name for the purpose of their printed degree are required to complete the appropriate request form. The name variation for the printed degree will be retained as part of your permanent record and displayed separately on official transcripts with the degree conferral information. Students are advised to carefully consider the impact of requesting a Diploma Name when the name being requested will not match with their other legal documents that may be used for visa, travel or identity purposes.
For information about acceptable documentation and deadlines for submission to update your residency, visit: Who pays Canadian Tuition Fees
All primary communications from the Office of the Registrar, Dean's offices, and departments will be addressed to your @uwo.ca email. It is expected that you will keep your email in good working order. For more information see Western's Central E-mail Service FAQ.
The Directory Removal service allows you to notify the Office of the Registrar if you wish to be removed from the Western online student directory listing that provides your Western e-mail address.
To access the Directory Removal service, log into your Student Center and click on "Directory Removal" under "Personal Information".