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Personal Information Update

Update your Legal Information

In order to track and properly maintain your records across federal, state and higher education systems, we rely on the accuracy of your legal information. If you find out that your student record has an inaccurate legal name, date of birth or social security number follow the instructions below to correct your record.

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  • Legal Name

    • Your legal name, also referred to as your primary name, is required for select business processes, including federal and state reporting, administering financial aid and processing international student statuses.

      This name appears on all official records and accounts, including but not limited to:

      • Mailings to your home address, including third-party communications
      • Official academic transcripts (only the last 4 digits)
      • Enrollment and degree verifications
      • Billing and financial aid records and communications
      • Insurance records (Health & Wellness Services)
      • Housing contracts
      • Military and Veterans’ services
      • Passport names for international students
    • Submit a completed Legal Information Update Form along with the supporting legal documentation to the Office of the University Registrar. 

      Supporting legal documentation must be delivered in-person to the Office of the University Registrar or mailed. Photocopies of the required documents must be notarized. Do not email or fax documentation that contains sensitive, personally identifiable information as they will not be accepted.  

      The supporting legal documentation required for a legal name change request is either (1) Two Forms of Primary Identification or (2) One Form of Primary Identification and One Form of Secondary Identification.

       

      Primary Identification

      Secondary Identification

      • Driver’s License
      • State Issued ID Card
      • Passport
      • Military ID
      • US Citizenship Certificate
      • Certificate of Naturalization    
      • Birth Certificate
      • Court Order
      • Marriage License
      • Social Security Card*
      • Concealed Handgun License
      • Temporary Driver’s License

      *Any student that is also a current employee at TXST must submit a copy of their Social Security Card with full name indicated. This is a Human Resources requirement.

  • Date of Birth

    • Texas State uses your date of birth to help process your financial aid, tuition statements for tax purposes, student employment, College Opportunity Fund (COF) stipend and Selective Service verification, among other things.

      Your date of birth appears in whole or in part (i.e., no year is provided) on some official records and accounts, including but not limited to:

      • Billing and financial aid records and communications
      • Insurance records (Health & Wellness Services)
      • Housing contracts
      • Military and Veterans services

      Personally-identifiable information is secured and accessed only by school officials with a legitimate educational interest.

    • Submit a completed Legal Information Update Form along with the supporting legal documentation to the Office of the University Registrar. 

      Supporting legal documentation must be delivered in-person to the Office of the University Registrar or mailed. Photocopies of the required documents must be notarized. Do not email or fax documentation that contains sensitive, personally identifiable information as they will not be accepted.  

      The supporting legal documentation required for a date of birth change request is either (1) Two Forms of Primary Identification or (2) One Form of Primary Identification and One Form of Secondary Identification. One of the documents must include date of birth.

       

      Primary Identification

      Secondary Identification

      • Driver’s License
      • State Issued ID Card
      • Passport
      • Military ID
      • US Citizenship Certificate
      • Certificate of Naturalization    
      • Birth Certificate
      • Court Order
      • Marriage License
      • Social Security Card*
      • Concealed Handgun License
      • Temporary Driver’s License

      *Any student that is also a current employee at TXST must submit a copy of their Social Security Card with full name indicated. This is a Human Resources requirement.

  • Social Security Number

    • Your SSN or ITIN is required for select business processes, including federal and state reporting, administering financial aid, issuing tuition statements for tax purposes and verifying your Selective Service registration, among other things.

      Personally-identifiable information is secured and accessed only by school officials with a legitimate educational interest.

    • Submit a completed Legal Information Update Form along with the supporting legal documentation to the Office of the University Registrar. 

      Supporting legal documentation must be delivered in-person to the Office of the University Registrar or mailed.  Photocopies of the required documents must be notarized. Do not email or fax documentation that contains sensitive, personally identifiable information as they will not be accepted.

      The supporting legal documentation required for Social Security Number change request is one form of Primary Identification and your Social Security Card. 

       

      Primary Identification

      Secondary Identification

      • Driver’s License
      • State Issued ID Card
      • Passport
      • Military ID
      • US Citizenship Certificate
      • Certificate of Naturalization    
      • Social Security Card*

      *Any student that is also a current employee at TXST must submit a copy of their Social Security Card with full name indicated. This is a Human Resources requirement.

 

 

Update Your Personal Information

Texas State University recognizes that your legal information doesn't always align with how you identify. To support diversity, equity and inclusion, TXST systems allow you to indicate your preferred name, gender identity and pronouns.

If provided, your personal information is protected by the Family Educational Rights and Privacy Act (FERPA) and access to it is restricted to staff who have a legitimate educational interest.

  • Preferred Name

    • A preferred name is one that differs from your legal name.

      If you would rather be referred to by a nickname, professional name, anglicized name or name that better aligns with your gender identity while on campus, you may identify it in Texas State Self Service.

      The university reserves the right to remove any preferred name that is deemed to be inappropriate, derogatory or misrepresentative (e.g., is being used in an attempt to avoid legal obligations or confuse their identity with that of another). If that happens, you may be subject to disciplinary action in accordance with the Student Code of Conduct.

    • Where technically and legally feasible, preferred names are displayed instead of primary (legal) names in university systems and records and are used to identify students in the classroom and other places on campus.

      After designating a preferred name, you'll see it used in the following university systems and records:

      • Class rosters (used by faculty)
      • Student portal
      • Learning management systems (Canvas)

      Preferred names are not used in external or third-party communications.

    • To add, edit or delete your preferred name (optional):

      1. Log in to Texas State Self-Service.
      2. In “Personal Details” block, select “Edit” in top right corner.
      3. In the pop-up window, locate the “Preferred Name” field. 
      4. Enter your preferred name in the “Preferred Name” field. 
      5. To save, select the “Update” button on lower right of pop-up window. 
    • For recommendations on how to address preferred name with your instructors, contact the Office of Equity and Inclusion.

  • Gender Identification

    • Gender identity reflects one's innermost concept of self as man, woman, blend of both or neither. In other words, it's how individuals perceive themselves and what they call themselves. One's gender identity can be the same or different than their legal sex.

      At TXST, you may select from the following genders: agender, gender-diverse, gender fluid, genderqueer, man, non-binary, other, prefer not to disclose, questioning or unsure,  trans man, trans woman or woman.

    • The collection and use of gender identity data at TXST is a new and evolving practice. Campus officials are analyzing systems and business processes that currently store and use student's legal sex to determine appropriate and/or required use.

      Please note that some campus departments or programs may ask you to provide gender identity information separately, because their systems don't interface with the main student system.

      While legal sex data is required for compliance with select business processes, it's always optional for you to identify your gender identity. You may add, edit or delete this data at any time.

    •  Data Privacy & Security

       Gender identity data, including information about individuals who identify as LGBTQiA+, is protected by the Family Educational Rights and Privacy Act (FERPA). Access to this information through university systems is restricted to staff who have a legitimate educational interest. Campus officials will primarily use this information in aggregate to make informed, data-driven decisions related to strategic resources and student support.

      Inquiries & Concerns

      If you believe your gender identity information is being accessed or used inappropriately, and/or if you have suggestions for appropriate use, please report your concerns or recommendations to the following TXST office(s) as appropriate:

      • Office of Equity and Inclusion (support, discrimination and harassment reports)
      • Office of the University Registrar (suggestions or concerns related to data usage)
    • To add, edit or delete your gender identification (optional):

      1. Log in to Texas State Self-Service.
      2. In “Personal Details” block, select “Edit” in top right corner.
      3. In the pop-up window, locate the “Gender Identification” field. 
      4. Select your “Gender Identification” from the drop-down list . 
      5. To save, select the “Update” button on lower right of pop-up Window.
  • Personal Pronouns

    • Personal pronouns are used in place of specific nouns for people, places and things. For example, we refer to a group of people with the pronouns they (subjective case), them (objective case) and their (possessive case).

      To refer to an individual, it's respectful to use the personal pronoun. For example, someone who identifies as transgender may prefer that you ask for their pronouns, rather than those associated with their legal sex.

      At TXST, you may select from the following pronouns: she/her/hers, he/him/his, they/them/theirs, and ask for my pronouns.

    • Student-identified pronouns appear in Banner Student Information System.

    •  

      Although TXST doesn't consider pronouns to be highly sensitive data, only authorized school officials (e.g., staff, advisors and others with a legitimate educational interest) have access to view them.

      If a third-party contacts TXST and requests your pronouns, we won't release that information unless you've provided explicit consent for us to do so.

    • To add, edit or delete your pronouns (optional):

      1. Log in to Texas State Self-Service.
      2. In “Personal Details” block, select “Edit” in top right corner.
      3. In the pop-up window, locate the “Personal Pronoun” field.
      4. Select your “Personal Pronoun” from the drop-down list.
      5. To save, select the “Update” button on the lower right of pop-up window.
    • Communication and training around the use of pronoun information is evolving on campus.

      If a faculty or staff member refers to you by using incorrect pronouns, it is appropriate to tell them you've provided your pronouns to TXST and that the Office of the University Registrar can help them locate that information.