Student ID and Personal Information
To ensure the integrity of Toronto Metropolitan University (TMU) student records, all students must be associated with one TMU Student Number. This TMU Student Number encompasses all of the students’ academic history, class enrolments and financial information at the university.
To assist TMU in maintaining accurate records, students have the responsibility to ensure that the university is informed of any changes or corrections to their personal information. This information may include, but is not limited to the following:
- First legal name or last legal name
- Chosen first name
- Home or mailing address
- Email address
- Phone numbers
- Date of birth
You can review the personal information TMU has on file through the Student Center in your MyServiceHub account.
Changes or corrections to your legal name or date of birth may be submitted to Student Records by using the Personal Data Change Form.
Note: Supporting documentation is required for all legal name changes and you will need to upload legible scanned copies of all documents when you submit the form. For more details on the types of supporting documentation needed, please review the Personal Information Update section of the Academic Calendar.
Updating Your Name(s) on Your Student Record
Legal Name
Your legal name is the official name on your student record and is used on all legal records and official university documents as outlined in (PDF file) Senate Policy 172: Student Names.
Your legal name is used for purposes such as:
- Official documents including official transcripts and graduation award documents (parchments)
- Tuition and fees account summary
- Tax receipts (T4, T2022)
- Proof of Enrolment and other official university letters
- Confirmation of enrolment for financial aid purposes (i.e. OSAP)
- Administrative pages in MyServiceHub
To make any changes to your legal name, you must submit a (google form) Personal Data Change Form (external link, opens in new window) and supporting documentation to Student Records.
To update your legal name:
- Ensure that you have legible scans of the required supporting documentation of your legal name (see the Reasons for Primary Name Change and Required Supporting Documents chart within this tab).
- Submit the (google form) Personal Data Change Form (external link, opens in new window) and upload your supporting documentation. The updated name/information on your form must exactly match what appears on the documentation you provide.
- Your updated personal information will be entered exactly as it appears on your form and supporting documentation. If you only provide an initial for your first or middle name, it will be followed by a period when updated in MyServiceHub (e.g. Ethan J. Chan).
- It is advisable to check your MyServiceHub account five days after submitting your request to review the updated information for accuracy.
Supporting Documentation
A request to change the legal name on your TMU student record must be supported by two of the following accepted forms of government-issued identification, with at least one being a piece of government-issued photo identification.
Accepted Supporting Documentation
- Canadian citizenship card
- Canadian passport
- Certificate of Indian Status
- Change of Name Certificate
- Birth certificate
- Driver's license
- International passport
- Marriage certificate
- Permanent resident card
Reasons for Legal Name Change and Required Supporting Documents
The specific combination of documentation required depends on the reason for the change:
| Reason | Required Documents |
|---|---|
Spelling correction or addition to your surname or given name |
Option 1: Birth certificate and government-issued photo ID Option 2: Passport and second piece of government-issued ID |
| Change to married surname | Marriage certificate and government-issued photo ID |
| Return to maiden name | Birth certificate/divorce certificate and government-issued photo ID |
| Official change to your legal name | Legal Change of Name Certificate and government-issued photo ID Note: A Legal Change of Name Certificate is a government-issued legal document that contains the details of all persons involved in the legal change of name, including the former name and new name. |
| Request to use chosen name on official documents – transitioning/gender identity & expression | TMU's Statutory Declaration Form, signed by a commissioner of oaths. Notes:
|
Graduation Award Document
The name that will appear on your graduation award document is the legal name on your student record. In order for any name changes to be reflected on your graduation award document, you will be required to submit the Personal Data Change Form to Student Records with appropriate supporting documentation by the published deadline dates for your graduation and convocation. See the Undergraduate Calendar for applicable significant dates.
Former Students
The university does not normally accept requests for change of name from former students, but such a request will be considered where supported by appropriate documentation.
Submit your (google form) Personal Data Change Form (external link, opens in new window) and supporting documentation, including Legal Change of Name Certificate, using the same procedure as current students.
The university does not normally accept requests for change of name following graduation, but such a request will be considered where supported by appropriate documentation.
To update your legal name as the result of a legal name change:
- Ensure that you have legible scans of the required supporting documentation of your legal name (See the Reasons for Primary Name Change and Required Supporting Documents chart under the Students tab on this page).
- Submit the (google form) Personal Data Change Form (external link, opens in new window) and upload your supporting documentation. The updated name/information on your form exactly matches what appears on the documentation you provide.
- Your updated personal information will be entered exactly as it appears on your form and supporting documentation. If you only provide an initial for your first or middle name, it will be followed by a period when updated in MyServiceHub (e.g. Ethan J. Chan).
- It is advisable to check your MyServiceHub account five days after submitting your request to review the updated information for accuracy.
Faculty (instructors and lecturers) and staff can learn how to update their legal name and other personal information on the Office of the Registrar site. Full details are available on the Faculty/Admin Forms and Documents page.
Chosen/Preferred Name
Your chosen/preferred first name is the name you would like to be referred to in the university community. If you applied to TMU through OUAC (the Ontario Universities’ Application Centre), you were given the option to enter your preferred/chosen name.
Effective fall 2022, if you have provided a chosen/preferred first name, it will appear in the following places:
- D2L Brightspace
- Zoom display name
- Google Workspace display name (e.g. Google Meet, Gmail, Google Drive)
- Class rosters and grade rosters
- OneCard
- Note: OneCards for newly admitted students effective fall 2022 will display the chosen/preferred first name if provided on the application for admission. Students who already have a OneCard with their legal name can request a replacement once their chosen/preferred name is updated on the student record (card replacement fee for name changes will apply).
- Note: OneCards for newly admitted students effective fall 2022 will display the chosen/preferred first name if provided on the application for admission. Students who already have a OneCard with their legal name can request a replacement once their chosen/preferred name is updated on the student record (card replacement fee for name changes will apply).
You can update your chosen/preferred first name on your student record through MyServiceHub. For more information, please visit the How to Update a Chosen/Preferred Name page.
- No supporting documentation is required to update your chosen/preferred name. Updates must be submitted in good faith, and the university reserves the right to request further information or documentation to facilitate the use of a submitted name.
- There may be constraints around accepted characters in names based on system requirements.
- If you are also a university employee, note that information from the Human Resources system may impact the display of your chosen/preferred name outside of MyServiceHub.
- Updating your chosen/preferred first name will not change the name that appears on any official documents (such as official transcripts or graduation parchments).
Timing of Your Chosen/Preferred Name Change
Changes will be reflected in MyServiceHub immediately and should be reflected across other applicable systems such as D2L Brightspace, Zoom and Google Workspace within 24-48 hours.
We encourage you 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 unless you contact them directly.
Other questions? Contact the ServiceHub.
Proudly part of the Office of the Registrar
Every member of the university community is a part of the Office of the Registrar (RO). We support the entire academic experience of the student body, from admission through to graduation.