We understand that life is full of changes, and one such change might be updating your name on your student record. It's essential that your university records accurately reflect your official documents, such as your passport, national ID card, or BRP, but the way you’re addressed on a day-to-day basis can easily be changed.
Understanding your name on record
Here at King's, we follow the British naming convention, presenting names as:
First name, Middle name(s), Surname
For example, 'John Paul Smith' would appear as 'John Paul Smith' in our records.
You'll find spaces for:
- First name: The name you are commonly called.
- Middle name: Included in your full name on official documents.
- Surname: Your family or last name.
- 'Known as': Your preferred way of being addressed.
Why is it important?
Your name on record is what will appear on your degree certificate, transcript, and other official documents. Having your full name ensures your academic achievements are accurately recorded against your official identity documentation.
Requesting a change in your student record
Updating your 'Known as' name
You don’t need formal documents to change your ‘Known as’ name. If you’d like to be addressed differently within the university community, simply let us know what you’d prefer.
- By providing your 'Known as' name, applicants and students give consent for use of this name by the University, where use of your legal name isn’t required.
- This does not constitute a formal name change and will not remove other names from the record, so these will be visible to staff when appropriate.
When and how can you do this?
If your 'Known as' name is incorrect or not reflected during online enrolment, complete the task and inform staff when collecting your student ID card. They can update your record and make sure that your ID card reflects your preferred name.
If you'd like to change your 'Known as' name, contact our Student Records team through Student Services Online, and we'll promptly update it for you.
Names across university systems
Your name may appear in multiple places across university systems, including KEATS, your email/Microsoft account, Target Connect and more.
When updating your name, you have the flexibility to choose which systems you'd like to change, where use of your legal name is not required. Within your request, please let us know where you would or wouldn’t like to see this change.
Formal name change process
For a formal name change on your record, which reflects on official documents from this list:
- Passport or National Identity Card
- Driving licence Marriage certificate
- Divorce decree absolute/final order
- Enrolled deed poll
- Statutory declaration
- Police report (in the case of adoption of a pseudonym for personal safety)
- Birth certificate
When and how can you do this?
Complete the online enrolment task with your correct legal name. If there are errors, inform a staff member during your ID card collection, and they'll guide you through the formal name change process.
If you need to change your formal name, contact our Student Records team via our enquiry form. Please attach official documents showing your preferred name.
Names across university systems
Your name may appear in multiple places across university systems, including KEATS, your email/Microsoft account, Target Connect and more.
When updating your name, you have the flexibility to choose which systems you'd like to change, where use of your legal name is not required. Within your request, please let us know where you would or wouldn’t like to see this change.
I've requested a name change but something isn't showing correctly
If you've requested a name change but you’ve noticed that something still isn't displaying correctly in university systems, please contact us immediately. We understand the importance of accurate information so we’ll promptly investigate and address any discrepancies.
Transitioning to a new gender identity
During enrolment and re-enrolment, questions are asked about gender as standard to fulfil our obligations for statutory reporting. You can alter your gender annually during this process, or you can contact our Student Records team through Student Services Online and we'll promptly update it for you. You don’t need any formal documents to do this.
If you’re a transitioning student, please contact our Student Services team for advice on how to alter your gender in Student Records.
If you're a sponsored student on a Student visa, contact us for a formal name change, and our Visa Compliance team will check any implications before making changes. If you’re just making changes to your ‘Known as’ name, this doesn’t require changes to your Student visa.
If you’re on a Student visa, your gender can be changed on your record in line with this process, but if you're issued a CAS, this will need to match what’s on your passport. After the CAS is issued, it will be changed back again to your stated gender.
Post-graduation name changes
Degree certificates are legal documents issued in the name in which you were registered with us as a student. For alumni, names held in Student Records will only be changed and certificates re-issued if:
- you can provide documentary evidence of a change of gender, or
- if an error identified after graduation in the official name shown on the certificate is materially impacting an alumnus e.g. obstructing a visa application.
The University does not charge a fee to reissue a degree certificate in either case.
Examples of use of 'Known as' and your legal name
Important to know: These lists are representative, not exhaustive.
Uses of your 'Known as' name
- Most email and letter correspondence with applicants and students, including communication about exam board outcomes, appeals, and disciplinary matters
- Calls to prospective students or students, e.g. to support application process or wellbeing contact;
- Tutor, supervisor lists and class lists;
- KEATS virtual learning environment;
- Microsoft suite, email, and directory;
- Student ID Card (King’s College London identification card);
- Student record administration systems and reporting except where required for verification against official documents, e.g. registration, Right to Study checks, qualification checks, or billing and debtor management;
- Tasks and reports relating to marks and results processing, exam board meetings, recording progression and award decisions in our systems;
- Display in student systems and forms.
- Offer letters, which form part of the terms of the contract with the applicant once accepted, and against which qualifications are checked. The same name must be used on offer and acceptance communications;
- Enrolment status letters, providing formal evidence to external organisations, which must match proofs of identification;
- Immigration documents, which must match proofs of identification and qualifications for visa purposes;
- Immigration compliance correspondence, which must be auditable by and support reporting to UK Visas and Immigration (UKVI);
- Financial statements and formal debtor correspondence, particularly final reminders, which may form a legal basis in cases of recovery of debt;
- Tenancy agreements for University-allocated accommodation, which form part of the terms of the contract with the student;
- Official correspondence with external entities, e.g. Student Loans Company, which must match proofs of identification and records held by external entities;
- Tasks and reports relating to marks and results processing, exam board meetings, recording progression and award decisions in our systems.
