Student Records

Names at VCC

 

A person’s name carries personal, cultural, and social significance. A chosen or preferred name is the name you want to be known by and identify with. This name may be different from your legal name, which is the name registered with the government and shown on official identification, such as a birth certificate, passport, or study permit.

Many people at VCC use names that differ from their legal given name for a variety of reasons, for example using a nickname, middle name, ancestral or cultural name, or English/Canadian name.

People who are trans, non-binary, Two-Spirit or gender diverse may use a chosen name that reflects their true selves, rather than their deadname. Deadname refers to the name that they were given at birth and should never be used once they have a chosen name. Find out more about why deadnaming is harmful.

We understand that for many people, their name is not a “preference”— it is a core part of their identity. For this reason, VCC also recognizes the term “chosen name,” even though VCC systems label it “preferred name”.

Legal names are only required for official or legal purposes at VCC as described below. This information is confidential and should only be used when required. We strongly encourage everyone in the VCC community to respect and correctly pronounce the name that each person uses. Having your name respected and used correctly is an important part of feeling included and supported within our community.

 

New Applicants

You can enter a preferred first name on your VCC application through Education Planner BC. It will automatically go into VCC systems like the student portal and learning platforms.
If you need to update your preferred name after applying/registering, follow the steps below.  Updated preferred/chosen name will take up to 24 hours to appear.

Current students

  1. Log in to myVCC → Student Dashboard → Update Personal Information → Personal Details → Edit → Preferred Name (How to Update Your Preferred Name guide)
  2. Your preferred name will populate Microsoft products (e.g., Outlook/Teams) and Moodle (usually within 24 hours). You can also edit your Moodle profile directly if needed. (Adding preferred names / customizing a Moodle profile) 

Student ID & uniform name tags

  • If your preferred/chosen name is in the Student Information System when your card is produced, it will be printed on your VCC Student ID.
  • One free reprint is provided for a first ID reissue to show a preferred/chosen name or for legal name changes. Visit the Registrar’s Office (Broadway or Downtown campus) to request.
  • For uniform name tags, order a replacement via the VCC bookstore.


Tip: Update your preferred/chosen name well ahead of a new term so it appears consistently across systems and class lists.

  • Student profile (myVCC)
  • Student email, Microsoft Teams, and other Microsoft 365 apps
  • Moodle
  • VCC Student ID cards
  • Class Lists
  • Appointment booking systems (Advising, Counselling, Learning Centre)
  • Library Services
  • Graduation Ceremony (Gowning List and Student Name cards)

To meet government and regulatory requirements, some records and documents require your legal name. Here is a comprehensive list of where your legal name is required as a student:

  • Official College transcripts/unofficial transcripts
  • Degree parchments / Diplomas and certificates
  • Official letters and forms (including admission and confirmation of enrolment)
  • Financial awards and scholarship documents
  • Reports to government
  • Letters of attestation
  • Tuition fee invoices and/or receipts
  • Tax forms (e.g., T2202A slip, T4, T4A)
  • Student loans (e.g., BC Student Loans or bank loans)
  • Applications to professional licensing bodies (e.g., for nursing, licensing exams)
  • Applications for admission to other educational institutions (e.g., graduate school applications or university transfers)
  • Cheques/e-transfers

While VCC supports and allows the use of a preferred/chosen name for many internal, documents, your legal name is maintained for official records. Using a preferred name on applications while official documents use a legal name can cause confusion for external organizations when verifying identity for work, scholarships, bursaries, or further education.

If you’ve legally changed your name, please submit the with government issued legal name change documentation. If you need a replacement credential, complete the Student Information Change Form and return the original credential with your request. If you’re unsure which documents you need the Student Records Team is happy to help.

Note: If you completed the program with Continuing Studies, please contact the Continuing Studies department directly at 604.871.7000, option 3.

 

  • Legal name
    The name registered with government and shown on official ID (e.g., birth certificate, passport, immigration documents). This name is required on certain official records and documents.
  • Preferred/Chosen name
    The first name you commonly use and want VCC to use in everyday interactions and on internal systems where a legal name is not required

VCC reserves the right to deny or remove preferred names that are offensive, derogatory, or used for misrepresentation or to avoid legal obligations.

You can also update your gender identity in your student profile through myVCC.

  1. Log in to myVCC → Student Dashboard → Update Personal Information → Personal Details → Edit → Gender (Female, Male, Nonbinary, Prefer not to answer) → Update.

If you have any feedback or comments on this process or information, please email studentrecords@vcc.ca