Registrar

Personal Information Changes

Select the topics below for instructions on updating personal information.

  • Select the correct link below to update your address:

    • Click here  if you are a current student.
    • Click here  if you are a former student or the parent of a current student.
  • Southwestern University is committed to using a student’s chosen first name, gender identity, and/or pronoun wherever possible.  Effective Summer 2022, a designated chosen first name, gender identity, and/or pronoun will be displayed in the following locations (where applicable):

    • Self-Service
    • Class rosters
    • ID cards (upon request)
    • Email (an alias email can be created, upon request)

    To update your chosen first name, gender identity, and/or pronoun, select the User Profile Identity Options in Self-Service.  It is only necessary to update a field if you are making a change (do not update if our information is correct). All changes are subject to review by the Office of the Registrar.  Chosen names that are deemed inappropriate, offensive, or used to misrepresent identity will not be permitted.  The University retains the right to remove a chosen name.  Though the form will allow entry for a chosen middle and last name, it must be noted that only chosen first names will be retained.

    Students have the ability to update a chosen first name in Moodle without the assistance of the Office of the Registrar.

    Only currently enrolled students have access to Self-Service to make a chosen name, gender identity, and/or pronoun change.  Past students seeking to update this information must contact the Office of Alumni and Parent Relations at alumni@southwestern.edu .

    Where will your legal name be used?

    It is important to note that designating a chosen first name will not replace the legal name.  Your legal name will continue to be used situationally (where required), and in the following locations:

    • Student Information System
    • Transcripts
    • Diplomas
    • Tax documents
    • Scholarships and financial aid records
    • Reporting to local, state, federal and educational agencies

    Southwestern University departments have been encouraged to use the legal name when sending communications to families, but it is not possible to ensure that this will always happen.  Students concerned about a chosen name being used in outside communication should consider completing a FERPA Block of Directory Information Form.

    Commencement

    The legal name is also used at the University commencement ceremony.  This means the legal name is listed in the commencement program, and is also called for the student to walk the stage. In rare circumstances, it is possible to request the use of a chosen name at commencement.  An example of an acceptable use of chosen name is for students with an alternative gender identity, and plan to eventually pursue a legal name change.  This change is not for nicknames or abbreviated names.

    To request the use of the chosen name at commencement, a student will send an email from their SU email account to seansmith@southwestern.edu .  In the email, it will be important to include the SU ID, full legal name, and requested chosen name.  The University reserves the right to review and approve all requests.  If approved, the chosen name will be listed in the commencement program and read as the student walks the stage.  The diploma and transcript will continue to reflect the legal name until such time as a legal name change has been submitted.  The deadline to request use of a chosen name is April 1.

  • All legal name change requests must be submitted with supporting documentation.  Changes to the first, middle, and/or last name; suffix, or sequence of legal names will require original documentation or a certified copy of the documentation.  The required documentation is listed below.  Past students seeking to update the transcript or diploma must complete the legal name change process.

    Legal name change:

    • Completion of Request for Legal Name or Gender Change form
    • Court order (must show change to new legal name), marriage certificate (U.S. only), divorce decree (must show change to new legal name), or birth certificate, and
    • Government-issued ID (driver’s license, state ID card, military ID, valid passport) with updated name.

    Legal gender change:

    • Completion of Request for Legal Name or Gender Change form
    • Court order (must show change to new legal gender), and 
    • Government-issued ID (driver’s license, state ID card, military ID, valid passport) with updated gender.

    Please visit 100 Prothro Center to change your legal name in person.  Bring original or certified copies of the above documents.

    The Office of the Registrar does not require documentation to add/delete/change a hyphen, space, apostrophe, or incorrect capitalization.

    International students must contact the Office of Intercultural Learning at studyabroad@southwestern.edu  to discuss name and/or gender changes in regard to immigration documents (I-20 / DS-2019).

    If you are unable to make the changes in person, it will be necessary to submit a notarized copy of the Request for Legal Name or Gender Change form and required documentation.

  • All Southwestern University students need to have a Social Security Number (SSN) on-file.  Your SSN is used for official University reporting, financial aid, and verification of degrees.  To update your SSN, please bring your Social Security Card and a government issued ID (driver’s license, state ID card, or valid passport) to 100 Prothro Center.