FAQs for Students: Personal and Privacy Information

Q: How do I change my address? [show]

Q: How do I update my phone number? [show]

Q: How do I change my non-UCSC e-mail address? [show]

Q: Why am I not listed in the campus directory? [show]

A: You may have selected privacy settings that prevent you from being listed in the campus directory.

Q: What privacy settings options do I have? [show]

A: 1) You may request that your name, phone number, and e-mail address not be listed in the campus directory.

2) You may place a Non-Release of Public Information (NRI) on your record, which limits the release of public information. UCSC receives many inquiries for public information from a variety of sources outside the institution, including friends, parents, relatives, prospective employers, the news media and honor societies. Having an NRI on your record will preclude release of such information. Students who have requested an NRI are not listed in the campus directory. Please see the UCSC Policy on the Privacy of Student Records for more information.

Note that if you are setting a Non-Release of Public Information, if you use social media services like Google+ or Facebook your information may continue to be visible to the public. Consider changing your settings or discontinuing use of social media altogether.

3) If you have requested an NRI, you may still elect to have your information available for commencement programs and honors lists.

How to Update Privacy Settings provides instructions on viewing and changing privacy settings.

Q: How do I update my emergency contact information? [show]

A: Please see How to Update Your Emergency Contact Information.

Q: My birthdate/social security number/gender are incorrect in AIS. How do I get this fixed? [show]

A: Present official documentation (e.g., driver's license, social security card, passport, etc.) showing the correct information to the Office of the Registrar in person.

Q: Are the student ID photos within MyUCSC considered public information? [show]

A: Please see FAQs under Student ID Card Photos.

Q: How do I change or correct my name in AIS? [show]

A: Name Change petitions are available at the Office of the Registrar. A current or former student requesting an official name change on his or her academic records must complete this form and present it, in person, at the Office of the Registrar. Documentation showing a legal change of name (court order), marriage certificate, or dissolution decree is required. Misspellings or incorrect punctuation must also be corrected at the Office of the Registrar; official photo ID showing the correctly spelled name is required.

Q: What is a preferred name? [show]

A: A preferred name is a name a student wishes to be known by at UCSC that is different from the student's legal name.

Q: What is a legal name? [show]

A: A legal name is the name that appears on your birth certificate, passport, U.S. Social Security Card or driver’s license.

Q: Where will my preferred name be used? [show]

A: A preferred name does not change the official/legal name, which remains in the Academic Information System (AIS) and continues to be used in many instances, including your official transcript and diploma.

Preferred name will be reflected on the AIS Student Center used by staff and students; on the class roster in MyUCSC; on the grade roster in MyUCSC, in conjunction with the official/legal name, which is used by faculty when submitting evaluations; on the AIS Academic Advisement Report; on Canvas and eCommons class rosters; and on the campus directory. The Office of the Registrar makes your preferred name available to other users of student information, but it is up to those other offices to take this information and to make it available in their systems. Therefore, some offices that use student information may draw on legal name rather than preferred name.

Q: Where will my legal name be used? [show]

A: Legal name will continue to be used on transcripts and evaluations, diplomas, employment records for student employees, checks and tax forms issued by the university, and financial aid and scholarship documents. Staff in departments such as Housing and Student Health Center can view both your legal and preferred name.

Q: How do I specify a preferred name? [show]

A: Admitted, current, and prior students may specify a preferred name through MyUCSC by clicking on the Names link in the Personal Information section of My Student Center. Specify your preferred name by following the instructions at the top of the page. Note that it will take up to 48 hours for your preferred name to appear in the campus directory.

Q: Are there any preferred name restrictions? [show]

A: Preferred names cannot be used for the purposes of fraud or misrepresentation. The Office of the Registrar reserves the right to remove a preferred name if it is inappropriate.

Q: How do I get an ID card with my preferred name on it? [show]

A: You may get an ID card with your preferred name on it by taking a screen shot of your preferred name to ID Card Services.

To do this, log into MyUCSC. Go to the Names page by clicking on the Names link in the Personal Information section of the My Student Center page. This page will display both your Primary (legal) name and your Preferred name. Take a screen shot of the entire page. Print this and bring it to ID Card Services.

For pricing and hours of service, visit Bay Tree Bookstore ID Card Services.

Q: Can I change my CruzID and/or email address to match my preferred name? [show]

A: Under limited circumstances, you may request that your CruzID be changed. Optionally, you can request an email alias.

Q: How do I get my transcript and diploma with my Preferred Name? [show]

A: Because official/legal name appears on the academic record transcript and diploma, and official/legal name and gender are reflected on evaluations, it is important for students who want to have their name and gender reflected in their official records to complete the legal change of name and gender with the court system.

Q: How do I view or update my gender identity or sexual orientation? [show]

A: Admitted, current, and prior students may specify their gender identity and sexual orientation through MyUCSC by selecting Gender/Sexuality Preferences from the "more links…"menu in the Personal Information section of My Student Center.

Q: Where does my gender identity appear? [show]

A: At the time of release, gender identity is for aggregate reporting only. Over the next year, the Office of the Registrar will survey students to determine what services and support units should have access to this information. Students will have the ability to opt­in for their data to be sent to these service and support units .

Q: Where does my sexual orientation appear? [show]

A: At the time of release, sexual orientation is for aggregate reporting only. Over the next year, the Office of the Registrar will survey students to determine what services and support units should have access to this information. Students will have the ability to opt­in for their data to be sent to these service and support units.

Q: Where does my Preferred Pronoun appear? [show]

A: Over the next year, preferred pronoun will begin appearing in the class roster and in downstream reports. At the time of release, preferred pronoun is for data collection only.

 

Revised: 05/09/17