The Office of the University Registrar supports students’ identity by allowing them to manage the following different name types in University systems.
Student Record Name
The Student Record Name at the University of Washington is the name that is provided initially by the applicant through the admissions application process.
Where Student Record Name is Used
The Student Record Name appears on the official transcript, financial documents, and immigration documents issued by the University, even if a student has identified a different Preferred, Commencement, or Diploma Name. It is also used as the default for Commencement and Diploma Name if the student has not provided an alternative by the specified deadline for such purposes.
How to Update Student Record Name
For a student to change their Student Record Name, legal documentation, or proof of usage demonstrated by mail and documents with the desired name is required of the student’s new name. A Student Record Name change may be sent to the Office of the University Registrar (OUR) or provided to OUR in person at 2nd Floor Schmitz Hall.
Student Record Name change requests will be accepted for currently enrolled students and previous students whose records are maintained in the student database. If there is a request for a Student Record Name change on a student’s academic record whose record is on microfilm, approval needs to be given by one of the registrars.
Documents
A certified copy of a court order, marriage certificate, or a dissolution decree reflecting the new name in full, is the primary document required.
In the event these documents are not available the student must demonstrate usage of the new name. The student must provide proof that they are the person whose Student Record Name is being changed. This typically requires a photo ID. Once verified, the student must submit a minimum of two of the following documents. At least one of the documents must have a date of birth, a photograph, and a signature:
- Former ID
- Valid driver’s license
- Valid military ID
- Student ID
- Other Valid ID: Must be issued by an institution of higher education, state or federal agency
- Valid passport
- Original copy of citizenship form that contains signature & photograph
- Foreign country’s passport
- A federally recognized Indian tribe’s enrollment card or a US Bureau of Indian Affairs identification card containing the signature and photograph of the individual
- Employee identification cards
- Business License
- Birth Certificate
- Social Security Card
- Utility, telephone, medical bills that show name used
Middle Name
Students may change their middle name(s) to an initial or vice versa without documentation. Documentation is required if a student is adding or deleting a middle name.
Transcripts
Once the Student Record has been updated to a new Student Record Name students can follow the Official Transcript ordering process to purchase a new official transcript.
Processing Time
While the main Student Database is updated immediately, not all systems that rely on the Student Database update student record changes immediately. Some update nightly, some update weekly, and some update only once per quarter.
Preferred Name
A Preferred Name is the name that a student would like others at the UW to call them instead of their Student Record Name. The Preferred Name (or Chosen Name) is one that students can change as often as desired.
Where Preferred Name is Used
The Preferred Name can be consumed by a wide variety of applications at the University, including class rosters, Husky Card, and the Electronic Advising Record System (EARS), to name a few. Be sure to provide a Preferred Name to the University only if you would be comfortable with anyone seeing this name in print.
How to Update Preferred Name
Log into identity.uw.edu to make changes. UWNetID
Review the Preferred Names FAQs to learn more.
Commencement Program Name
The Commencement Program Name is used in the annual printed or virtual commencement program on each of the three University of Washington campuses.
Who Manages the Commencement Program Name
The Commencement Program is managed by the Office of Ceremonies for the University of Washington, or by the Commencement Offices on the UW Bothell and UW Tacoma campuses.
How to Update Commencement Program Name
Students who have graduated or will graduate during a specific academic year are sent an email (to their @uw.edu email address) providing them with the opportunity to either opt out of being listed in that year’s Commencement Program or to provide a Commencement Program Name for the program. There is a deadline for this action, which is based on publication and/or printing deadlines.
Students who miss the stated deadline will have their Student Record Name printed in the commencement program.
For more information visit the Office of Ceremonies.
Diploma Name
The Diploma Name appears on the official University of Washington diploma if a student has designated a specific Diploma Name to be used apart from their Student Record Name.
Where Diploma Name is Used
Diploma Name appears on the official University of Washington paper printed and ceDiploma.
How to Update Diploma Name
First-time diploma recipients
Students who have graduated are sent an email (to their @uw.edu email address) soon after their degree has been posted to their transcript. This email gives students the opportunity to submit the Diploma Name and mailing address for their diploma. Be advised that students who have not submitted this information by the time OUR places the diploma order for the corresponding quarter of graduation, information from the Student Record will be used to issue and mail the diploma.
Replacement diploma recipients
Graduates who have received their initial diploma and would like to purchase a replacement diploma with a Diploma Name that differs from the original may do so by following the Diploma Replacement directions.
Dean’s List Name
The Dean’s List Name appears on the Quarterly and/or Annual Dean’s Lists if a student has designated a specific Dean’s List name to be used apart from their Student Record Name.
Where Dean’s List Name is Used
A student’s Dean’s List Name appears on the corresponding Dean’s List Recipients listing and notifications from the UW News Office to the student’s hometown newspaper.
How to Update Dean’s List Name
Dean’s List Name requests must be submitted prior to the publication of Dean’s List Recipients. Students who do not provide their Quarterly or Annual Deans List Name via the form will have their Student Record Name posted on the corresponding Dean’s List Recipients.
