Change personal details on your student record

Through your Student Record you can access your personal and course details, your published module results, final award and GPA. Read more about accessing your student record here. 

Changing your details

Email address, phone number, address (home and term time)

• When we contact you via post, email or phone - we will use the contact details stored on your Student Record.
• Update your address whenever you move. We will also use your address when you apply for council tax exemption.
• If you are studying on a visa, your Home Address should be your permanent overseas address. Your Term Time Address should be the address that you are staying at in the UK.

How to update personal details

1. Login to your Student Record
2. Click on your underlined name next to your photo
3. Check your addresses
4. Click the edit button below the contact information you want to change
5. Click update when you are happy with your changes

Note: Degree Apprenticeship students must also update Aptem separately. 

Important Name Change Information

• Legal name throughout your studies: The legal name that you register under will remain with your throughout your studies, it will appear on your award and will also be displayed on your Student ID card, Studynet and Canvas, it is important that it is correct. Our systems unfortunately cannot support 'preferred name' requests. 
• Registering under a different legal name: If you wish to register under a legal name that differs to the name detailed on your registration ID documents, you must provide additional proof via a valid legal identity document, as listed below.
  • If you need to adopt a pseudonym for safety reasons, including domestic violence or participation in witness protection, please contact the Student Enrolment team (sre@herts.ac.uk) directly who will refer your request to our Name Change panel to consider. Please note you may be asked to provide a police report or a solicitor's letter as evidence of the name change. 

Name Changes throughout study

• If your legal name changes during your course, e.g. you get married or change your name via deed poll, you will need to show appropriate legal documents confirming your new details. We will need at least one of the following documents to evidence your legal name change:
  • Marriage/Civil Partnership certificate: Either is appropriate to prove that you have changed your surname after marriage. If provided at the point of registration we may contact you to confirm your married surname if this name differs from a more recent registration identity document. 
  • Valid Passport
  • Deed Poll
• If you wish to revert to a maiden name you will be required to provide all of the following documents:
  • Decree of Absolute (proof of divorce)
  • Marriage Certificate
  • Birth Certificate

Please email a copy of these documents (a photo taken on your phone is acceptable) to sre@herts.ac.uk or bring them to the Ask Herts Hub on the College Lane Campus (Hutton Hub) who can pass this onto the Student Enrolment team to action. 

If you change your name after your programme board has sat, it will not be taken into account on your award certificate.

Transgender and non-binary students

• If you have changed your gender, title and, or, your name, please contact the Student Enrolment team (via sre@herts.ac.uk) who will be able to guide you through the process. You will be asked to provide:
  • An identity document showing preferred gender (such as a passport valid during your time of study)
  • Or a Statuatory Declaration of name and, or, gender change
  • Or a Change of Name by Deed Poll

Guidance regarding Professional Names 

• UH guidelines require students to register using their legal name at their time of study. This ensures proof of legal identity as a requirement of our award purposes.
• Regulatory bodies such as the GPhc (General Pharmaceutical Council) do not require proof of identity as a condition of registering a professional name and consequently, the university cannot use documents detailing a professional name as a legal proof of name. We would advise all students who are concerned to contact your regulatory body directly for official guidance.

International students

• If your details change there may be other organisations that need to be informed, e.g. the UKVI or the police. More information on updating your details for international students

If you have changed your name whilst registered on your course, you may be entitled to a new Student ID card. Please contact Ask Herts for additional advice.