Policy on changes to student names

Under the law in England, Wales and Northern Ireland, if you wish to be known by a different name you can change your name at any time, provided you do not intend to deceive or defraud another person. There is no legal procedure to follow in order to change a name.

However, like other public organisations and financial institutions in the UK, universities have a duty to prevent fraud and so can exercise the right to make certain requirements mandatory.

The University of Gloucestershire requires you to make an application to the University using your legal name as shown on your passport, birth certificate or marriage certificate. If the convention of separating forename/given name(s) is not used in your culture, then you should insert your complete name on the forename line of any form.

The name you provide will be used on any letters and visa documentation that the University issues before your enrolment and is the name that appears on final award documentation.

You can record a ‘preferred’ name – a name that you would like to be known as during the duration of your course. This name will appear on student systems, ID Cards, and class-lists / registers etc. You can update your ‘preferred’ name as you wish without the provision of evidence, but should note that there may be a charge for reproducing ID Cards.

Correcting typographical errors

To request a minor amendment due to a typographical error, a scanned image of one of the evidence documents listed below should be emailed to studentrecords@glos.ac.uk.

Changing gender title

The titles Mr, Miss, Ms, Mrs are social titles and have no legal status. You may also choose NULL (no title) or Mx (a gender-neutral title). You do not need to provide any documentary evidence to support this change and you can amend your record when you enrol.

Changing your name

Requests to change your name must be made in writing, signed by you (not electronically). Your request should include:

1. Evidence of your identity – a scanned copy of passport/driving license/birth certificate that is in your old name – the name that you are giving up
2. A letter containing a statement that you intend to cease using your old name and wish to be known by your new name as detailed in the accompanying evidence
3. One item of evidence as below detailing your new name. The acceptable evidence may be either the original document or a certified copy.

Original Evidence: A signed letter detailing the change and the supporting evidence should be taken to a Student Helpzone in person where copies will be taken and forwarded to the appropriate team (see who to contact below).

Certified Copy of Evidence: A signed letter detailing the change and a certified copy of the evidence, should be sent to the appropriate team (see who to contact below).

Evidence: the following may be provided as evidence for a name change as either an original document or certified copy:

1. Passport or Birth Certificate
2. Change of name deed (previously known as deed poll): a change of name deed is a formal statement to prove that a name has been changed. You should consult an experienced adviser (e.g. Citizens Advice Bureau) before taking this option
3. Marriage certificate / civil partnership certificate or decree absolute
4. Statutory Declaration of change of name: this is a statement recording an intention to relinquish one name and adopt a new one. A Statutory Declaration must be completed and signed in-front of an authorized person. You should consult an experienced adviser (e.g. Citizens Advice Bureau) before taking this option
5. Police report or solicitor’s letter: you may adopt a pseudonym for personal reasons (including personal safety) during your course. Please provide a police report or solicitor’s letter as verification of the change.

It is not normally possible for you to change the legal name held for you after your final award has been conferred by the University, however, transgender students are permitted to make retrospective name changes subject to the provision of appropriate evidence as above.

Who to contact

If you are applying to study at the University then please contact:

Admissions
Pittville Campus, Albert Road
Cheltenham, GL52 3JG

Email: admissions@glos.ac.uk
Tel: 03330 141414

If you are a current student or a graduate (Alumni) of the University then please contact:

Student Records
Pittville Campus, Albert Road
Cheltenham, GL52 3JG

Email: studentrecords@glos.ac.uk
Tel: 01242 714079