Personal Records
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Personal Information
Legal Name
Your University of Alberta record must contain your full legal name. This is the name that appears on legal documents such as your birth certificate or passport. Official documentation issued by the Office of the Registrar will contain your legal name. Examples of these include Admission letters, Statements of Results, Official Transcripts, T2202 for tax purposes, and official parchments.
Changing Your Legal Name
To change your legal name on your university record, you must complete a Name Change (PDF) form and provide acceptable supporting documentation. No legal name changes will be completed without the supporting documentation noted on the Name Change form. If you are changing your name in person, ensure you take your form to the appropriate office as noted on the form.
NOTE: If you have an official parchment and you wish to have it reprinted in your new name, you must request this separately. Instructions on how to do so can be found on the Parchment Reprints form.
Primary-Affirmed Name
A person’s primary-affirmed name is inclusive of their first, middle and last name. Individuals will be able to update their primary-affirmed name in the primary name field in Bear Tracks by selecting the 'Names' tab under the 'Personal Information' menu.
The primary-affirmed name will appear in most instances across the university, including Bear Tracks (underpinned by our core system, PeopleSoft), OneCard, Library Services and class lists.
Click here to learn more about Primary-Affirmed Name.
Preferred Names
A preferred name is a shortened version of your primary-affirmed first, middle and last names by which you choose to identify yourself. For example, your primary-affirmed name might be Calliope and your preferred name is Cal or Callie.
If you change your primary affirmed name to be different from your legal name, be sure to verify that your primary affirmed and preferred names reflect the intended name changes.
Changing Your Preferred Name
Current users of Bear Tracks can update their preferred first and middle name by selecting the 'Names' tab under the 'Personal Information' menu. Upon saving their changes, Bear Tracks users will see the changes immediately.
Verification Documents
Verification documents can be requested for one of the following reasons:
- Proof of course completion
- Employment (job application) purposes
- Immigration (i.e. leaving or entering the country while a student)
- Banking (i.e. student line of credit or RESP)
- RESPs set up through bank
- Proof of degree for certain agencies (APEGA, CARNA, ATA/TQS, etc.)
- Insurance or daycare purposes
The type of verification document you need may depend on your reason for a verification document:
- Registration Verification: proof of your registration status (full-time or part-time) in the selected terms
- Enrolment Verification Including Courses: proof of your registration status in the selected terms with a list of your enrolled courses
- Enrolment Verification Including Courses and Grades: proof of your registration status in the selected terms with a list of your courses and final grades
- Degree/Credential Verification* proof of your program completion and graduation. Note: if you have recently applied for a degree and a decision is still pending (i.e., your degree has not yet been awarded), you will not be able to request a Degree/Credential Verification document. Please Note: Professional Series completions do not display on this document.
* The Degree/Credential Verification is released only after any outstanding accounts with any department at the University of Alberta have been settled. Please review the Financial Holds page for more information.
How to request a verification document
Through Bear Tracks
- Log in to Bear Tracks
- Go to 'Academics' > 'Verification Documents'
- Once a verification document is requested through Bear Tracks, students will receive them in MyCreds™ | MesCertif™ for a fee of $10. (Note: The document is called Confirmation of Enrolment in MyCreds™.) See here for more information on how to use MyCreds™ | MesCertif™.
If you no longer have access to Bear Tracks, see one of the other options below.
Written request
If you do not have access to Bear Tracks, you can submit a written request.
- Compose a written request in a document. In this document, please include:
- Your Name
- Your Student ID Number
- Type of Verification Document
- Term(s) desired
- Number of copies
- Address to where the Verification Document(s) should be mailed via regular postal service
- Your signature
- Submit your signed, written request document to the Student Service Centre via mail, fax, or our online contact form.
Office of the Registrar
Administration Building
University of Alberta
Edmonton, AB T6G 2M7
Canada
Fax: 780-492-7172
Online contact form
If you would like to submit your written request online, you can do so through the Student Service Portal. In the support drop-down, select “Student General Enquiry” and attach your written request.
Collection of Personal Information
Freedom of Information and Protection of Privacy Act Information »
On September 1, 1999, the Freedom of Information and Protection of Privacy Act came into effect at the University of Alberta. The purpose of this Act is to allow any person a right of access to the records of the University, to control the manner in which the University may collect information from individuals, to control the use that the University may make of that information, to control its disclosure of that information, to allow individuals the right of access to information about themselves, to allow individuals a right to request corrections to their personal information and to provide for an independent review of decisions of the University made under this Act, and the resolution of complaints under this Act.
The University of Alberta creates and collects information for the purposes of admission, registration and other activities directly related to its education programs. All applicants for admission are advised that the information they provide, and any other information placed into the student record, will be protected and used in compliance with the Freedom of Information and Protection of Privacy Act.
Additional information can be found on the Information and Privacy Office Website
Informed Consent for Disclosure of Personal Information
The University of Alberta collects and protects personal information under the authority of the Alberta Freedom of Information and Protection of Privacy Act for the purpose of operating the programs and services of the university. If you require the disclosure of your personal information to another person, designated agent or agency, legal counsel or other purposes, please complete this informed consent document as required under the Act.