The University stores certain identifying details about students in our systems of record. These details are gathered for various business purposes, such as providing campus services and required government reporting. FERPA, which governs how campus officials access and use student data, and Information Security policies, which define system security and usage, guide the University’s approach to managing this information. Students may need to update their information during their studies at WashU; see below for instructions.
In some cases, supporting documentation is required to make the change even if the initial information was self-reported. If the information is known to be incorrect, or has already been used in reporting, the University has to verify the correct information and be able to document why the information is now different.
Former students whose names have changed since their enrollment, and wish to update their records to ensure official transcripts match their current names, may contact the Office of the University Registrar to learn how to submit a request and documentation. Other personal information is not generally updated in official student records after students leave the university. Former students wishing to update contact information or other details may wish to alert University Advancement.
Students at the School of Medicine, or other programs offering experiences at external sites or fulfilling requirements such as professional licensure through external agencies, may encounter additional settings where official names of record must be used.
The primary identifiers at WashU are student ID number and WUSTL Key credentials; students are expected to know their identifiers since they are routinely used by the campus community to verify student identity when providing services. They are not “directory information” under FERPA.
| Data Element | How it is used | How to Update |
|---|---|---|
| Student ID Number | Student ID number is generated and associated with a single student’s record when that record is first created in the student system of record. The purpose of the ID number is to provide a unique internal value so other sensitive student information need not be used to identify individual students. | Not Applicable. |
| WUSTL Key | The WUSTL Key serves as a personal authentication credential, comprised of a user-selected login ID and password. | Please visit the WashU IT website for instructions: https://it.wustl.edu/items/can-i-change-my-wustl-key-username/ |
| Data Element | How it is used | How to Update |
|---|---|---|
| Phone Number | Phone Number is available to key campus service providers to use in reaching students, as well as included in the Emergency Notification System. | Students may update phone numbers in WebSTAC by using the Student Information>Contact Information menu. |
| Personal Email | This information is provided from the application for admission and is generally only used if a prospective or admitted student hasn’t yet been assigned a WashU email address; if a student voluntarily provides a personal email address to an extracurricular organization; or if a student is on a leave from the university and the WashU email address has been inactivated. | Students may contact the Office of the University Registrar if they wish to request a change to their personal email address. |
| WashU Email Address | All students are assigned a University email address after they’ve confirmed their intent to enroll. This address is the mechanism for official communications at the University. Students are expected to read communications in a timely fashion. | Please visit the WashU IT website for instructions: https://it.wustl.edu/items/can-i-change-my-wustl-key-username/ |
| Home Address | This information is initially provided from the application for admission and may be used for certain business processes, including administering financial aid and in some compliance reporting. Students are expected to keep this information current. | Students may update home addresses in WebSTAC by using the Student Information>Contact Information menu. |
| Local Address | Students not living in University-owned housing are required to update the address that reflects their physical location while enrolled, and will be prompted periodically to verify their information is correct. | Students may update addresses in WebSTAC by using the Student Information>Contact Information menu. |
| Emergency Contact | This information is used to contact someone on a student’s behalf in case of a health or safety emergency. It is not included in the Emergency Notification System and is available only to appropriate campus officials. | Students may add emergency contacts in WebSTAC by using the Student Information>Contact Information menu. |
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.
| Data Element | How it is used | How to Update |
|---|---|---|
| Citizenship | Citizenship and immigration status are used for certain kinds of federal reporting. University officials primarily use this information in aggregate to make informed decisions related to student support and resources. They may also be used to ensure students with related eligibility requirements for enrollment or employment have appropriate advice and services. | Students whose citizenship status changes to Licensed Permanent Resident or U.S. Citizen must work with the Office for International Students and Scholars to update their records accordingly. |
| Date of Birth | Date of birth is used to administer financial aid, process international student status, provide health-related services and verify eligibility for certain services where age is relevant. | Student date of birth is typically shared from the application for admission to the student record. If a student needs to correct a mis-reported birthdate, they must contact the Office of the University Registrar and submit a government-issued document with the correct date in order to update their record. |
| Legal Name | Legal name, also referred to as primary name or name of record, is the name on government-issued documents and is required for certain business processes, including federal and state reporting, administering financial aid and processing international student statuses. Students are asked to report this name on their admissions application, which then forms the basis of the student record. This name appears on all official records and accounts, including but not limited to: transcripts, enrollment verifications, financial aid documents, paychecks, mailings or communications to entities outside of WashU. Students who have a single name on their government-issued documents are listed in student systems with the abbreviation SNP, for Single Name Person, in the First Name field and their legal name in the Surname field, unless their passport lists their name differently. In that case student systems will record their legal name in the First Name field and SNP in the Surname field. | Students who change their legal name and obtain appropriate government-issued documentation, such as a passport or driver’s license, or a court order, must submit that documentation to the Office of the University Registrar to have their student records updated. A separate update must be made to Human Resources if the student also has an employee record. |
| Sex | Sex as identified on government-issued documents is required for certain business processes, including federal and state reporting, administering financial aid and processing international student statuses and providing health-related services. | Students who update their sex on government-issued ID documents or via court order may submit such documentation to the Office of the University Registrar to have their official university record updated. |
| Social Security Number (SSN) | A valid Social Security Number (SSN) or Taxpayer Identification Number (TIN) is required for certain business processes, including administering financial aid and issuing tuition statements for tax purposes. | If reported on the application for admission or via a financial aid application, the SSN or TIN will be recorded in campus systems. If a student wishes to correct a previously reported SSN or TIN, or submit one after they enroll, they must contact the Office of the University Registrar and provide a copy of the Social Security card. |
WashU invites students to share additional information, that may align more appropriately with their identity than official information, to help the university promote an inclusive campus environment.
| Data Element | How its Used | How to Update |
|---|---|---|
| Ethnicity | In certain forms and applications, students are prompted to identify their race/ethnicity. This information is used for federal reporting purposes. University officials may also use this information in aggregate to make informed decisions related to student support and resources. | Students may contact the Office of the University Registrar if they determine their ethnicity on their student record is not accurate, and request a change to their records. |
| Name Pronunciation | WashU offers the NameCoach tool that allows community members to record the pronunciation of their name and share it in email signature or via social media. | https://it.wustl.edu/items/namecoach/ |
| Preferred Name | Students may prefer to use a name other than their legal name to identify themselves, and can submit a “preferred” first name. When submitted, they are the default way of addressing students in the WashU campus community except in situations where legal names are required. As such, the preferred name is visible in most campus systems and processes including class rosters, campus ID cards, the university directory, Canvas and Microsoft suite of tools (including the Global Address List). The university reserves the right to remove any preferred name for misuse, including but not limited to misrepresentation, attempting to avoid legal obligation, or the use of offensive or derogatory names. | Students may submit Preferred first names upon logging in WebSTAC, using the “Change This” link next to the Preferred Name field. |
| Photo ID | Photo ID is used by various campus systems and appears on the WashU ID card and class and advisor rosters. | New students can submit a photo and a government ID for their WashU ID Card through CloudCard. and will be transmitted to other campus systems. Contact Campus Card Services to learn more. |
| Friends and Family | For traditional undergraduate students, parent names and email addresses from the application for admission are sent to the student information system. These contacts may be used by campus leadership for broad announcements of campus news and events or emergencies. They may occasionally be used to communicate specific information about students to the people listed, for example, in an emergency when no emergency contact has been provided. | Students may contact Student Transitions and Family Programs or the Office of the University Registrar if they wish to update their list of contacts or the email addresses on file. |