Personal Information Change Requests
Your Toronto Metropolitan University (TMU) Student Number and personal information are used to identify you and keep your student record accurate. To help us make sure your records stay correct, you must let us know if any of your information changes or needs to be updated.
Please refer to the Toronto Metropolitan University Notice of Collection for details on how your personal information is handled by the university.
The information on this page is mainly for current TMU students. However, name change information is also available for:
| Record Item | Definition |
|---|---|
| Student Name | Your legal/primary first, middle (optional) and last names are collected at the time of admission. They are used on official documents like offer letters, financial documents and transcripts. Your chosen/preferred name is what's used within the TMU community. |
| TMU Student Number | A unique nine-digit student ID number given at the time of application carried through your entire academic career. Applicants: Your TMU Student Number is sent to you in the acknowledgement email from TMU after you have applied. You can also verify this information in your ChooseTMU Applicant Portal. Current students: Confirm your TMU Student Number on MyServiceHub by completing an account inquiry or referring to your unofficial transcript. Former applicants or students: If you don't have access to MyServiceHub, recover your TMU Student Number by completing the (google form) TMU Student Number Recovery Form (external link, opens in new window) . |
| Ontario Education Number | A unique nine-digit number given to all Ontario students by the Ministry of Education. TMU has to validate your OEN numbers by checking that your legal name and date of birth match on our student records. If we can't confirm your information, you will get an email from the ServiceHub asking you to send in supporting documents through the Personal Data Change Form. |
| Contact Information | Your personal email address, telephone number and email address are collected when you apply to TMU. Your contact information needs to be up-to-date at all times and can be changed through your Student Center in MyServiceHub. Visit the MyServiceHub Support: Personal Information page for detailed instructions. |
| Date of Birth | Collected when you are admitted to TMU and used to identify and maintain the integrity of your student record. Occasionally, an inaccurate date is reported and needs to be corrected. Corrections can be submitted using the Personal Data Change form. |
| Gender | Gender identity information is collected when you apply to TMU and included on TMU student records only for statistical reasons. This information is private and won't show up on transcripts, graduation awards, other university documents or class rosters. Update your gender identity on your record using the Personal Data Change Form. For more information on student record updates for gender transitioning, transgender and gender non-conforming students, please visit Transitioning at TMU. |
| Residency and Immigration Status | Your residency and immigration status are declared when you apply to TMU and is used to make sure you pay the appropriate tuition fee rate. Visit the Fee Rates page for more information, including how to request updates to your fee rate. |
| Social Insurance Number (SIN) | Your SIN is collected and stored in accordance with the university’s Collection and Storage of Students’ SIN Numbers Policy, and is used for Canada Revenue Agency tax reporting purposes. For security, you will never be asked to email your SIN or related documents. To correct or update your SIN, contact the ServiceHub. |
The Personal Data Change Form can be used for:
- Legal names
- Date of birth
- Gender identity
- Validating your Ontario Education Number (OEN)
You need to provide supporting documents for legal name changes and upload clear PDF copies with the form. The documents you submit will stay in your student record permanently.
Updates are made within five business days. If the change can't be made, you'll get an email asking for more information. Please check your MyServiceHub account five days after sending your request to make sure the updated information is correct.
Change Your Name
As a current TMU student, your legal name is on your record but you have the option to be identified using a chosen/preferred first name. The Student Names Policy informs how student names are collected, used on campus and updated.
Your chosen/preferred name is the name that is used within the university community. If you don't have a chosen/preferred first name included in your record, your legal first name will be used.
You have the option of reporting a chosen/preferred first name when you first apply to TMU.
If you are a current student, you can change this name at any time on your student record through MyServiceHub. Visit MyServiceHub Support: How to Update a Chosen/Preferred Name for more information.
- You don't need any supporting documents to update your chosen/preferred name.
- Updates must be submitted honestly and in good faith. Please note that TMU reserves the right to ask for more information or documents if needed.
- There may be limits on the number of characters in names based on system requirements.
- If you also work at TMU, information from the Human Resources system may affect how your chosen/preferred name appears outside of MyServiceHub.
- Updating your chosen/preferred first name won't change the name on your official documents, like official transcripts or graduation documents.
- OneCards are printed with the chosen/preferred name on file when you apply for your card. Please make any changes to your chosen/preferred name before you apply for your card.
- Please aim 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 when communicating with you.
- If you have previously used Zoom with your former/official name, you might need to manually change your name on Zoom within the app to have your updated name appear.
Your chosen/preferred name appears in the following places:
- D2L Brightspace
- Zoom display name
- Google Workspace display name
- Class rosters and grade rosters
- OneCard
Processing Times:
Changes will appear in MyServiceHub immediately. They should also show on other applicable systems, like D2L Brightspace, Zoom and Google Workspace, within 24 to 48 hours.
Your legal name is the official name on your student record. It includes your first, middle (optional), and last name. This name needs to match your government issued IDs, like your birth certificate or passport. This is the name that appears in the primary name field on MyServiceHub.
Note that it isn't mandatory to report a middle name. You can choose to remove it from your record through the Legal Name Update process.
If you have not set a chosen/preferred first name, your legal first name will be used for all purposes.
Before submitting a name change, please confirm your legal name on record by reviewing the primary name field on MyServiceHub. You can also confirm your name by checking your unofficial transcript.
Note: If you already have a chosen/preferred first name on your record, it will not be updated based on your legal name change request. You can update your chosen/preferred first name by following the instructions on the MyServiceHub Support: How to Update a Chosen/Preferred Name page.
Your legal/primary name appears in the following places:
- Official documents like Offers of Admission, transcripts, letters and graduation award documents (parchments)
- Financial documents like account statements and tax receipts
- OSAP and financial assistance records
- Administrative pages in MyServiceHub
As a student, you can use the Personal Data Change Form to request an update to your legal/primary name. You will also need to submit two pieces of supporting documents with your form (at least one piece must be a government-issued photo ID).
Accepted Supporting Documents
- 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
Note that provincial health cards are not accepted as supporting documentation.
Reasons for Legal Name Change and Required Supporting Documents
The specific combination of required documents depends on the reason for the name 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. |
If you are a students who is gender transitioning, transgender or gender non-conforming and need to update your primary name on your TMU record but have not officially changed your legal name, please visit the Transitioning at TMU page for details and next steps.
Your legal/primary first, middle and last name on your student record will appear on your graduation award document (parchment).
Any middle names on file will also appear on your graduation award document. If you only have a middle initial on file, it will be followed by a period (e.g. Ethan J. Chan). If you don't want your middle name or initial to appear on your graduation award document, you must update your legal name to have it removed.
When you apply to graduate, you'll receive an acknowledgement email with your legal name as it will appear on your award document. It's your responsibility to review your legal name and request any needed updates ahead of the published deadline dates for your convocation. Please visit the Undergraduate Calendar for all applicable significant dates.
Name Changes for Applicants, Former Students and Faculty/Staff
Chosen/Preferred Name
If you applied through the OUAC you can add or change your chosen/preferred name on your OUAC account. Your TMU record will be updated with your chosen/preferred name within three business days.
If you applied using the TMU Application or the TMU International Application Form, you can update your chosen/preferred name using the TMU Change Form.
Legal/Primary Name
If you applied through the OUAC you can change your legal/primary name on your OUAC application by contacting the OUAC (external link, opens in new window) . Your legal/primary name will be updated on your TMU record within three business days of it being changed on your OUAC application.
If you applied using the TMU Application or the TMU International Application Form, you can update your legal/primary name using the TMU Change Form.
Former students don't have to update their legal name on their TMU student record. In fact, doing so might cause unintended issues. It's usually best for former students to keep their original name on their record.
If you are an alumni or former student and would like to update your legal name on your TMU record, please consider the following:
- Names on previously-issued TMU official transcripts, letters and graduation award documents (parchments) won't match the new name on your student record. You might need to request new documents. Please note that service fees and processing times will apply.
- To get an official transcript, letter or reissued graduation award document (parchment) with your new name, you will need to submit your request after you have updated your name on your student record. Note: MyCreds digital parchments will show the name you had when you graduated unless you order a replacement graduation award document.
- Alumni name changes on the Graduation Verification Service won't get updated at the same time as your student record. This can cause mismatched search results and can make it difficult for third parties to verify your graduation status and successfully complete employment checks. Alumni name changes processed before the graduation name change deadlines in April and September will be updated in the Graduation Verification Service after the June and October convocation ceremonies.
- Names on your TMU record might not match other academic records from other institutions like secondary, post-secondary and professional licensing boards (e.g. nursing colleges). Transcripts and graduation award documents with updated names may cause issues with identification or authentication for other academic institutions and third parties.
- Visa and immigration applications might need official transcripts and graduation award documents as supporting documents. If your names don't match on your passport and other government IDs, your application might get delayed or denied.
To change your name on your TMU record, you will need to provide the supporting documents outlined in Legal/Primary Name section. The change will be permanently recorded.
If You Don't Have Access to MyServiceHub
Please recover your TMU Student Number by completing the (google form) TMU Student Number Recovery Form (external link, opens in new window) .
If You Still Have Access to TMU Email
If you still have access to your @torontomu.ca email, please submit your name change request and supporting documents by using the Personal Data Change Form.
If You Don't Have Access to TMU Email
If you don't have access to your @torontomu.ca email, please send an email to studentrecords@torontomu.ca.
- Include your TMU Student Number, your current primary/legal name on your TMU student record, and the update you want to make.
- Attach scanned copies of two pieces of supporting documents (refer to the supporting documents listed under the Legal/Primary Name section above).
- For privacy and security reasons, this email must be sent from the personal email address on your TMU record.
- For help, please check MyServiceHub Support: How to Update an Email Address or contact CCS Login Help.
Faculty name changes can be made using the Instructor/Lecturer Personal Data Change form available on the RO Forms and Documents page.
Staff name changes can be submitted with TMU’s Human Resources Department. Please refer to AskHR (opens in new window) for more information on this process.
Other questions? Contact the ServiceHub.
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