Frequently asked questions

Graduation and alumni

• How can I update my degree parchment if I have already graduated?
  If you legally change your name after you graduate, contact connect@ontariotechu.ca for instructions on how you can request a replacement degree parchment.
• What is the deadline to have my name updated on my graduation documents?

  To have an updated legal name appear on your official university graduation documents, you must submit your Name/Gender Change form by the following dates to have them updated in time for Convocation:

  • Spring Convocation: May 1.
  • Summer Convocation: October 1.
  • Fall Convocation: February 1.

Human Resources

• If I am working at the university, do I need to contact Human Resources to let them know about changes to my name?

  Changes to your name will be updated with Human Resources only if you make a legal name change. Many of the documents used through a work placement will be used in conjunction with the government, like the Canadian Revenue Agency. Because of this, it's important that the name on your student record matches the legal name that is used in your government identification. 

  Once you complete the Name/Gender Change form and it has been processed, your new legal name will be updated automatically with Human Resources.

Legal gender designation change

• How do I make a legal gender designation change?

  A legal gender designation change is completed through the government. 

  To apply for a legal gender designation change, you will need to follow the procedures outlined in your home province or country. If you are from Ontario, you can change the sex designation on your birth registration and birth certificate by following the instructions provided by Service Ontario.

• How long will it take to have my legal gender designation updated on my student record?

  The length of time for processing legal gender designation changes is usually three working days. During peak times, it may take longer.

• What documentation do I need to update my legal gender designation on my student record?

  If you are updating your legal gender designation, you will need an updated copy of your official birth registration or birth certificate and a piece of updated government ID.

  With this documentation, you can complete the Name/Gender Change form found on MyOntarioTech under Current Students.

  It can take up to three working days to process your documentation. During peak times, it may take a bit longer than usual.

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Where is the Name/Gender Change form?

  You can find the Name/Gender Change form on MyOntarioTech under the Current Students section. 

• Who can I talk to about updating my legal gender designation on my student record?

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Why does the university collect personal information like gender designation?

  Our university is required to report student-level enrolment-related data to Ontario's Ministry of Training, Colleges and Universities (MTCU) as a condition of its receipt of operating grant funding. The MTCU collects this enrolment data, which includes limited personal information such as Ontario Education Numbers, student characteristics and educational outcomes, in order to administer government post-secondary funding as well as policies and programs, including planning, evaluating and monitoring activities. 

  Our university collects all required variables of this enrolment reporting, including gender, as part of creating and maintaining your student record at our university. Gender designation is recorded for statistical purposes only and is not disclosed on transcripts, graduation awards or other university documents. To access all information on the collection and use of personal information and protection of privacy, view our access to information and the protection of privacy policy.

Legal name change

• Are there any impacts if the name on my student record is different from my legal name?

  It’s important to make sure that the name used on your official student documentation matches your legal name.

  Your legal name is what will be used on your official university documentation. It’s important that this name matches the legal name used by other official organizations, like OSAP or the Canada Revenue Agency. 

  If you legally change your name and do not update your student record, the name on your transcripts or tax receipts, for example, may not match the name used by other organizations like OSAP or health insurance providers. This may lead to outside organizations not accepting your university documentation or requiring further proof that your university student records or documents are legitimate. 

  Read these instructions on how to update your student record with your new legal name.

  A chosen name is the name you use, that is not your legal name. Updating your chosen name will not alter the legal name used on official university documents and records, due to legal restrictions. We understand that this can create barriers for trans students. If you would like support navigating things like applying to graduate school or to jobs when your preferred first name is different from your legal name, please reach out to the Student Development Specialist - Equity Programs for support.

• Can I change my middle name?

  If you have legally changed your middle name, you can have it updated when you submit your Name/Gender Change form.

  You can also choose to remove your middle name from your student record under the chosen first name section on the Name/Gender Change form. 

• Do I need to let Student Awards and Financial Aid know of the new legal name on my student record if I’m receiving OSAP?

  It is important that the legal name on your student record matches the information you share with the government. This includes if you are currently receiving OSAP or another form of government financial aid. 

  To inform our Student Awards and Financial Aid department of a change to the legal name on your student record, contact connect@ontariotechu.ca. 

• How do I make a legal name change?

  A legal name change is completed through the government. 

  To apply for a legal name change, you will need to follow the procedures outlined in your home province or country. If you are from Ontario, visit the Service Ontario website for details on how to apply for a legal name change. 

   

• How long will it take to have my legal name updated on my student record?
  The length of time for processing a change of name is usually three working days. During peak times, it may take longer.
• What documentation do I need to update my legal name on my student record?

  If you have legally changed your name, you will need your original change of name certificate, a piece of updated government ID and your completed Name/Gender Change form.

  With this documentation, you can complete the Name/Gender Change form found on MyOntarioTech under the Current Students section.

  It can take up to three working days to process your documentation. During peak times, it may take a bit longer than usual.

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Where is the Name/Gender Change form?
  You can find the Name/Gender Change form on MyOntarioTech under the Current Students section.
• Where will my legal name appear when I update it?

  Your legal name is the one used on official university documents and records, such as:

  • Confirmation of enrolment
  • Degree parchments and certificates
  • Graduation letters
  • Reports to government
  • Transcript 

  Other areas within the university that can be updated with your legal name change include:

  • Alumni card
  • Canvas
  • Class list
  • Email display name
  • MyOntarioTech
  • Student campus card
  • Student email 
• Who can I talk to about updating my legal name on my student record?

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Why do I need to fill out the Name/Gender Change form to update my legal name on my student record?

  We recognize that some trans and non-binary students’ names are different from their legal name. We are committed to updating your chosen name across the university in as many places as possible. Your name is updated by submitting the Name/Gender Change form. Submitting a Name/Gender Change form to update your chosen name will not change the legal name on your official school documents.

Chosen name

• What is a chosen name change?

  A chosen name is the name you choose to use but is not your legal name. Updating your chosen name will not alter the legal name used on official university documents and records.

• Can I change my middle name?

  You can choose to remove your middle name from your student record under the chosen name section on the Name/Gender Change form.

• How long will it take to have my chosen name updated on my student record?

  The length of time for processing a change of name request is usually three working days. During peak times, it may take longer.

• What documentation do I need to update my chosen name on my student record?

  If you are updating your chosen name, you will need your student ID.

  With this documentation, you can complete the Name/Gender Change form found on MyOntarioTech under the Current Students section.

  It can take up to three working days to process your documentation. During peak times, it may take a bit longer than usual.

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Where is the Name/Gender Change form?

  You can find the Name/Gender Change form on MyOntarioTech under the Current Students section. 

• Where will my chosen name appear when I update it and where will it not appear?

  A chosen name is the name you use, that is not your legal name. Updating your chosen name will not alter the legal name used on official university documents and records, due to legal restrictions. We understand that this can create barriers for trans students. If you would like support navigating things like applying to graduate school or to jobs when your chosen name is different from your legal name, please reach out to the Student Development Specialist - Equity Programs for support.

  Areas within the university that can be updated with your chosen name include:

  • Alumni card
  • Campus card
  • Canvas
  • Class list

  Areas within the university that cannot be updated with your chosen name include:

  • Confirmation of enrolment
  • Degree parchments and certificates
  • Graduation letters
  • Reports to government
  • Transcript
• Who can I talk to about updating my chosen name on my student record?

  Your confidentiality is of the highest importance to us. You can update your record online, or if you would prefer to make an appointment, please contact Mhairy McLachlan, Manager Information and Client Services.

  If you ever feel as though you are experiencing discrimination or harassment while at Ontario Tech and would like additional support, please contact our Student Development Specialist - Equity Programs.

• Why do I need to fill out the Name/Gender Change form to update my chosen name on my student record?

  Not all trans students will want to legally change their name. Should you choose not to, we are committed to updating your preferred first name across the university in as many places as possible. Your name is updated by submitting the Name/Gender Change form.

  Submitting a Name/Gender Change form to update your preferred first name will not change the legal name on your official school documents.

•  I followed the process, but my name change still has not been updated, what should I do?
  Please email equity@ontariotechu.ca with your information and we will work to ensure your name change is updated.

Student Awards and Financial Aid

• Are there any impacts if the name on my student record is different from my legal name?

  It’s important to make sure that the name used on your official student documentation matches your legal name.

  Your legal name is what will be used on your official university documentation. It’s important that this name matches the legal name used by other official organizations, like OSAP or the Canada Revenue Agency. 

  If you legally change your name and do not update your student record, the name on your transcripts or tax receipts, for example, may not match the name used by other organizations like OSAP or health insurance providers. This may lead to outside organizations not accepting your university documentation or requiring further proof that your university student records or documents are legitimate. 

  Read these instructions on how to update your student record with your new legal name.

• Do I need to let Student Awards and Financial Aid know of the new legal name on my student record if I’m receiving OSAP?

  It is important that the legal name on your student record matches the information you share with the government. This includes if you are currently receiving OSAP or another form of government financial aid. 

  To inform our Student Awards and Financial Aid department of a change to the legal name on your student record, contact connect@ontariotechu.ca. 

Ontario Tech UCard

• How do I get a new campus card?

  After you have updated your name, you can get a new Ontario Tech UCard at no cost. 

  Visit the Office of the Registrar located in the Software and Informatics Research Centre (SIRC). Let the staff know you have had your name changed and you will be able to get a new card.