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: September 1.
  • Fall Convocation: January 20.

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 Jennifer Racine, Manager Enrolment 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 Jennifer Racine, Manager Enrolment 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?