You can make changes to the data we hold about your identity. This includes your preferred first name, legal name, pronouns and gender. This pages tells you what data you can change yourself, and when you need to ask us to make a change for you.
Your department is not automatically told if you change your name or other details, and some systems at the University currently default to using only your legal name. Read more about what happens next, and how to update other University systems.
If you are a graduate, please read our guide to changing your details.
Preferred first name and title
You can tell us if you use a first name that is not the same as your legal name for day-to-day activities. We call this your preferred or ‘known as’ first name, and we normally use it on class-lists and reports.
You can update your preferred first name and title yourself in SAMIS by selecting Student Home and Check Personal Details.
You don't need to tell us why you are updating your preferred first name, and we won’t need any evidence. We might contact you to confirm the change you have made.
You can only share a preferred first name and title. To update any middle names or your surname/family name you will need to ask us to change your legal name.
Changing your preferred first name doesn't change the name we use in formal documents such as your award certificate or final academic transcript. This must be your legal name.
Legal name
Your legal name is used on your award certificate, final academic transcript and in some formal letters.
You are able to change the legal first, middle and surname/family name on your record, and you don't need to tell us why you are changing your name. You will need to provide us with evidence that confirms the changes you have made. Accepted documents includes:
- Marriage or civil partnership certificate
- Deed poll (or change of name deed)
- Birth certificate
- Gender recognition certificate
- Statutory declaration
- Affidavit
- Passport
- Driving license
- Divorce papers (accompanied by signed documentation that confirms you have change your name)
How to request a change
Complete and submit a form to request a change of name, attaching your evidence. If you are unable to provide evidence, we will contact you to discuss your circumstances and agree how we can support you.
If you have a Student/Tier 4 visa, your request will be reviewed by Student Immigration Service before any updates are made to your details. It may contact you for verification purposes.
Certificates and transcripts
Before we issue your award certificate we may ask you to check the order of your legal name is correct.
Pronouns
You can update your pronouns yourself in SAMIS. Select Student Home and Check Personal Details.
Gender
The Higher Education Statistical Agency (HESA) expects us to store details of the gender assigned to you at birth and your legal sex. This information was shared with us when you applied to Bath.
You can update the gender you identify with (your affirmed gender) and tell us if this is different from the gender assigned to you at birth yourself by logging into SAMIS, selecting Student Home and Check Personal Details.
If you have a Student/Tier 4 visa, Student Immigration Service may contact you for verification purposes.
Transitioning and changing your details
Your department is not automatically told if you change your name or other details in your student record, and some systems at the University currently default to using your legal name. We recommend you read carefully our guidance on what happens next, and how to update other university systems along with how we can support you if you are a trans student or are coming out as trans.
You can update your name, pronouns and gender in your record by following the steps on this page. If you decide to tell us you are changing your legal name because you are/have transitioned, we will offer to contact your Director of Studies on your behalf to let them know your legal name has changed.
Once you have updated SAMIS you can ask for a new Library Card, including updating your photo.
Removing a previous name and/or gender from your record
If you inform us that you have or plan to permanently change your gender, we will work with you to remove all data on your old gender and/or previous names if you ask us to. Please email Academic Registry, academic-registry@bath.ac.uk from your University email account with details. It will help if you share evidence that we can use to link to your old and new details. If you don’t have any specific evidence, we will ask you to confirm in writing that you are changing your gender permanently.
What happens next, and updating other University systems
- Your preferred first name and pronouns are not automatically used across all University systems and processes. Most use your legal first name by default and don't store pronouns. We are working to change this.
- Your department will not normally be notified of changes you make to your details. However, it will be shown in class lists when they are next run by your department.
- You can ask for a new Library Card, free of charge.
If there is any sensitivity relating to the timings of the changes you are making, or you experience any difficulties please email academic-registry@bath.ac.uk first for advice.
Automatic changes
Changes to your name details are normally made within a working day on the University’s internal Person Finder and in Microsoft apps such as Outlook, Office and Teams. Changes to name details will show up on class lists and other central reports the next time it is run. Other systems that automatically update may take a little more time.
Systems and processes that don't automatically update and/or default to using your legal name
We have set out below how to update some of these systems yourself to reflect a change. If a system is not listed, you should contact the relevant department to request a change. If you are unsure how to contact the relevant department, please make a request using the Self-Service Portal. Select DDaT Support: IT & Audio Visual, Report an Issue and Report something else.
Moodle
Log in into Moodle, click on your name in the top right of the screen and select Profile from the drop down list. On the next screen select Edit Profile. Enter your new first name and save by clicking Update profile. For further details watch the video, how to configure your Moodle profile.
IT username
Your IT username (login) is created using the initials in your legal name, and it will not automatically change to reflect a new name or a preferred first name. You can request a new login that reflects your updated name by using the Self-Service Portal. Select DDaT Support: IT & Audio Visual, Report an Issue and Report something else.
Pronouns in Teams
You will need to update these yourself in Teams. Microsoft doesn't have access to the pronouns in your student record.
Disability Action Plans (DAP)
Contact Disability Service to request it updates your DAP to show your change of name.
HR record (if you also work for the University)
SAMIS doesn't record if you are a member of staff. If you need to update your name or other personal details in your employee record, please contact the HR Operations Team by emailing HR-Operations@bath.ac.uk.
University Medical and Dental Centres
These services are provided by the NHS and are not linked to your student record. You will need to update your details directly with the University Medical Centre and University Dental Centre.
Get a new Library Card
The Library Card is your formal University identification and is initially issued in your legal name. It can also show your pronouns in SAMIS if you ask us to do so. It will reissue your Card free of charge to show your preferred first name, updated pronouns or a new legal name. You can also provide the Library with a new image to use on your card.
To request a new card, email library@bath.ac.uk. Your SAMIS record must be up-to-date before you ask for a new card.
Data confidentiality
All data held by the University of Bath in connection with any change of name will be treated in confidence and will never be disclosed to a third party without your permission. You can find out more in the University's Data Protection Statement for student registration
Any problems
We are currently developing our approach to how we store and use your name information across the University. If you have any questions or have found changes have not been made as you expected (and as set out on this page), please contact Academic Registry, academic-registry@bath.ac.uk.