Student Records and Privacy
The Office of the Registrar is the official custodian of student records, including biographical information, student classifications, and academic records. Stewarding records involves the following:
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Changes to records
- Legal name changes
- Chosen names
- Pronouns and gender identities
- Updates and corrections to personal information
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Privacy and access to records
- Student privacy (FERPA)
- Solomon Amendment requests
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Student classifications
- Major changes
- Online-only status
- Residency reclassification
Changes to Records

Legal Name Changes
To update your legal name in the university system, you must provide a government-issued photo ID showing your new name plus documentation of the name change to a Registrar’s Office staff member. If you are unable to present identification in person, you can complete the legal name change form in front of a public notary and then email it to OfficeoftheRegistrar@umontana.edu using your UMConnect email account.

Chosen Names, Pronouns, and Gender Identities
A chosen name is an important part of many students’ identities. Under the University’s policy, you add a chosen first and/or middle name to your record, as long as it is not being used for fraud or misrepresentation. Chosen names appear in most systems used by the University. You may also add pronouns and gender identity to your record. These identifiers are entirely optional and may be added at your own discretion.

Updates and Corrections to Personal Information
If you need to update other personal information (excluding a name change), you will need to submit a form requesting the update. You must also provide a government-issued photo ID and any relevant documentation to verify the change. The form must be signed in front of either a Registrar’s Office staff member or a public notary.
Examples of appropriate documentation include but are not limited to: court order, social security card, birth certificate, marriage license, or certificate of naturalization.
Privacy and Access to Records

Student Privacy (FERPA)
FERPA ensures that students have the right to access and review their educational records, request corrections to those records, and control the disclosure of information from them. This law was enacted in 1974 to protect student privacy.

Solomon Amendment
Under the Solomon Amendment, universities are required to provide specific student information to military recruiters. This law supercedes FERPA when it comes to the disclosure of certain student information.
Student Classifications

Major Changes
If you wish to add or change a major, minor, or certificate, you must work with an academic advisor. The Registrar's Office processes changes for undergraduate students.

Online-Only Status
Students enrolled exclusively in online courses can apply for online-only status to waive the immunization requirement and certain campus-based fees. This status is not automatically applied, as online students do not have access to many services.

Residency Reclassification
Upon admission, the University classifies all students as either in-state or out-of-state residents for tuition purposes. Students who are not in their first semester can petition to be reclassified as in-state residents through the Registrar's Office. Each residency determination is based on the unique facts of the individual’s situation.