FAQs for Students: Personal and Privacy Information

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

A: Log into your MyUCSC and select the Personal Information tile. From the left menu choose the information you would like to update.

Q: How do I add or update my CruzAlert phone number and emergency contact information? [show]

A: Students are required to log into CRUZ ID Manager at least once a year to update their emergency contact information. To update your CruzAlert phone number, follow the CruzAlert Instructions. To update your Emergency Contact Information, follow the instructions on the Emergency Contact Information page.

Q: My birthdate/social security number/gender are incorrect. 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: How do I change or correct my legal name in AIS? [show]

A: Submit a Name Change petition to the Office of the Registrar with documentation.

Q: What is a lived name and when is it used? [show]

A: Lived name is a self-chosen personal or professional name used instead of a legal name. Lived names are used for a variety of reasons. These may include accurately reflecting a person’s gender identity, a cultural, religious, or familial preference, use of a nickname, among other reasons. Being aware of lived names and pronouns, and how and when to use them, shows respect for our peers. It also contributes to the inclusive environment our Principles of Community seek to promote.

Your lived name will be your default name across the UC Santa Cruz campus. While most university-issued documents will display your lived name, certain departments with a specific business or reporting need may use your legal name.

For more information on managing your Lived name see this guide.

Q: What is a legal name and when is it used? [show]

A: A legal name is the name that appears on your birth certificate, passport, U.S. Social Security Card or driver’s license. University of California policy requires Legal names to be kept confidential and accessible only to users with legitimate business needs. Generally, documents that the University provides to the federal government or in conjunction with a person’s Social Security Number require using a legal name. This may include, but is not limited to:

  • financial aid documents
  • payroll records
  • medical identification and records
  • federal immigration documents
  • tax forms (e.g., W2, 1095C, 1099, 1098T) 
  • student bills and statements

For more information on managing your Legal name see this guide.

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

A: Log into MyUCSC and select the Personal Information tile. Select Names from the left side menu.  Follow the instructions on the page to add or update your Lived name.

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: What name will appear on my transcript? [show]

A: When placing the order through Parchment you will have the option to select your legal name, lived name or both names.

Q: What name will appear on my diploma? [show]

A: Please enter or update your diploma name in MyUCSC to reflect the name you'd like on your diploma. Log in to MyUCSC, select the Personal Information tile, and select Names from the left-hand menu. Follow the instructions on the page to add or update your diploma name.

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 or sexual orientation 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 opt-­in for their data to be sent to these service and support units.

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

A: If you provide a pronoun, your pronoun will be visible to advisers, faculty, and staff in MyUCSC and on class rosters. Your pronoun will also be displayed in the campus directory if you check the "Publish my pronoun in the campus directory" box on the My Pronoun page in MyUCSC. The Registrar also provides your preferred pronoun to other campus users of student information, but it is up to those offices to make your preferred pronoun available in their systems.

Q: What personally-identifiable information may UCSC release without student consent? [show]

A: Please see the UCSC Policy on Privacy of Student Records.

Q: How do I view or update my privacy settings? [show]

A: Students may request non-release of public information through MyUCSC. The NRI remains in effect until the student requests via MyUCSC that it be rescinded. For students with an NRI, no information may be released. The appropriate response to a request for information about a student with an NRI is "We have no information regarding a person by that name." Students with an NRI can elect to release information to Dean's/Honors Lists and Commencement Programs through MyUCSC.

To view or update your privacy settings:

1. Log into MyUCSC and select the Personal Information tile.

2. Select Privacy Settings from the left navigation menu.

3. Your current privacy settings are shown at the bottom of the page. To change your settings, select the Edit Public Information Restrictions button and follow the instructions on the page.

Q: What is a security passphrase? [show]

A: In compliance with the Family Educational Rights and Privacy Act (FERPA), UC Santa Cruz is committed to protecting your education record by limiting disclosure of your personal (non-directory) information.

If you need to contact UCSC by phone or in person about your student record, we will ask you to verify your identity by either showing us your photo ID or by stating your established security passphrase. If you have not set a passphrase, you will be asked to do so before we can disclose any information.

The security passphrase is intended to protect your privacy, so do not use your CruzID Blue or Gold password and do not share your passphrase with anyone. Only share your passphrase verbally when asked to do so by UC Santa Cruz staff or faculty, and do not include it in emails, chats or other written communication. If you want a third party (e.g., a parent or guardian) to have access to your record, you'll need to complete anAuthorization to Release Education Record Information for them.

Q: How do I create a passphrase? [show]

A: Passphrase Guidelines

Your passphrase can be up to 50 alphabetic characters (numbers, symbols and special characters are not accepted), and should be easy to remember but difficult to guess.

To foster a safe and welcoming campus environment, please do not use lewd, intimidating, abusive or threatening language in your passphrase. If you do, UCSC staff have the right to refuse service and refer you to the Office of Student Conduct.

How to Create or Change a Passphrase

1. Log in to MyUCSC.

2. Select the "Set My Security Passphrase" tile on your Student homepage.

3. Follow the instructions on the page to enter or edit your passphrase, and Save.

Revised: 02/12/24