Administrative Transitioning at UoS

Name change procedures at UoS

Name change procedure: https://students.sheffield.ac.uk/change-personal-details/name

Gender change procedure: https://www.sheffield.ac.uk/inclusion/lgbt/students/change-gender

Changing your preferred name will mean your deadname will only appear where it is legally necessary - so some staff may still be able to see it in some circumstances, but most of the time it will be hidden. 

When changing your legal name, all of the internal university and Students Union systems will change at the same time, but if you are a Sport Sheffield member, you will have to change your name with them separately. 

Once you have changed your name (preferred or legal) you can get a new Ucard with this name on from SSiD on Level 3 of the SU - they are very friendly and helpful!

To change your name on your google account, go into settings through ‘manage your Google account’, select ‘Personal Information’ from the menu on the left, then ‘Name’ to edit your first and/or last name. This will change your name across all Google sites on that account.

Legal Name Changes via Deed Poll

A Deed Poll is an official legal document that conveys the following information; That you are going by a new name, and that you will stop using your old name entirely. It is unrelated to legally changing your sex or gender.

After completing a deed poll, you are legally expected to update your name in any official contexts. (passport, contracts, university, bank accounts, etc.)

Deed polls can be 'enrolled' or 'unenrolled'. An enrolled deed poll puts your name change on public record and involves a much more complex process, as well as costing £50.32.

An unenrolled Deed Poll is accepted by all UK businesses and organisations, as long as it is worded and executed correctly.

Unfortunately, a deed poll can't change your legal title, just your name.

If you are not a UK citizen, you can still use a deed poll to update your name on services in the UK. Legal specifics vary based on which countr you're a citizen of, so please research this before coming.

If you are a dual citizen (UK and another country), you are expected to update your non-UK passport first. This process varies by country, but you may be able to do this using your deed poll at your country's embassy in the UK.

Witness requirements:

• Your 2 witnesses must be 18 or over.

• Neither of them may live at the same address as you.

• Neither of them may be a close relative to you.

Next steps:

• You are legally expected to request a new passport with your updated name. (I.e. Don't legally change your name if you plan to travel in the next few months, since the process of renewing it can be inconsistent.)

• The passport office will want to hold on to the original copy of your deed poll, so make multiple copies to use when updating other services. (these must be official copies or originals so we recommend printing at least 5)

Information sources (we recommend that you read these through as well!):

• Gov.uk guidance on changing your name via deed poll: link

• Gov.uk guidance on changing passport details: link

• This section was written by Theo, our Welfare & Inclusions Officer. Their email: hrhee1@sheffield.ac.uk

• Gender construction kit: link

• https://deafrainbowuk.org.uk/wp-content/uploads/2021/11/Explained-Deed-Poll.pdf - also includes an example which it explains, and where you need to change your name! (nb: the price info on enrolled is out of date but this is irrelevant for unenrolled)

Places you might want/need to update your name:

• NHS

• Other medical providers eg dentist, opticians, hospitals and clinics

• Employer

• Bank

• Online banking services like paypal

• Any person/service that you regularly pay or receive money from

• Uni

• Library

• Gym

• Drivers license and car insurance etc

• Other forms of govt issued ID

• Passport

• Medical insurance card (GHIC/EHIC)

• Accommodation

• Utility companies

• City/county council

• Reregister to vote

• HMRC

• DBS

• Student Finance

• Land registry

• visas/immigration documentation

• Phone providers

• Optional - getting documents rewritten eg birth certificate, education documents and certificates 

• police/probation if relevant

Where to start and what to bring (from personal experience):

• Uni and the NHS are easiest as they just need the deed poll

• Then bank and equivalent/adjacent (deed poll and bank card to prove identity)

• Drivers License (old license, deed poll and something to prove you have been using the name eg bank statement)

• HMRC (online through government gateway - a long form needing national insurance number and details on previous employment etc, or can call) - also updates DWP

• SFE

Link to our UoS Trans+ guide, which goes more in depth on some of the info on this website:  https://docs.google.com/document/d/1FUFrpTKBWDq6mL-LGbUufKXioxqvA7EATknTi65WeMg/edit?usp=sharing 

For home students:

• https://www.gov.uk/change-name-deed-poll/make-an-adult-deed-poll

• https://www.sheffield.ac.uk/post-study-support/certificates-verification/change-your-name#request

If you have any immediate questions or concerns please contact our Welfare & Inclusions Officer Theo (hrhee1@sheffield.ac.uk), our Trans+ Officer Eli (aaxcell1@sheffield.ac.uk), or see the Student Online Support Hub (https://students.sheffield.ac.uk/support-hub) for a directory of potential contacts to reach out to.