Registration step-by-step guidance

The titles Mr, Miss, Ms, Mrs are social titles and have no legal status; students can choose between: Mr, Miss, Ms, Mrs, NULL (no title), or Mx (a gender-neutral title). You do not need to provide any documentary evidence to support your request, and you may choose any of these options, regardless of your legal sex or preferred gender.

Please note you may be asked to provide proof for some changes of title not included above.

To update these fields please contact your College Office (or department, if you do not have a college).

If you change your name while you are a student at Oxford and wish your new name to be recorded in your student record, you must submit a formal request to your College Office (or Department, if you do not have a college) in writing accompanied by documentary evidence of the change of name (original or certified copy). The documentation you will need as proof will depend on your nationality / immigration status. You can find more information on the University page for Name Changes

If there is an error in your name, please write to your College Office (or Department if you don’t have a College). You will need to show them official proof of how your name should appear when making the request (eg, a scan of your passport or other official documentation).

Please contact your College Office (or Department, if you do not have a college) to have this information corrected. You will need to show them official proof of your correct date of birth when making this request (eg, a scan of your passport or other official documentation).

Information on how to change what is recorded for your legal sex can be found on the Your Student Record webpage, under the heading ‘Changing your legal sex and/or gender identity’.

Please select ‘yes’ or ‘no’ from the drop down menus to indicate whether you have any caring responsibilities. The NHS defines a carer as “anyone, including children and adults, who looks after a family member, partner or friend who needs help because of their illness, frailty, disability, a mental health problem or an addiction and cannot cope without their support. The care they give is unpaid.”

You are able to choose if you have day-to-day caring responsibilities for another adult, or for a dependent child or children under the age of 18 in the drop down menus available.

Please select your ethnicity from the drop-down menu options, or select ‘prefer not to say’ if you do not wish to disclose this information.

Please select your religion from the drop-down menu, including “no religion” if applicable. Select “any other religion or belief” if no other option matches, or “prefer not to say” if you do not wish to share this information.

Please select your sexual orientation from the drop-down menu. This information is used for reporting purposes only. If your orientation is not included in the list, please select “other”. Select “prefer not to say” if you do not wish to disclose this information.

If you identify as a different sex from that which you were assumed to be at birth, please select “no”. If your gender identity accords with the sex you were assumed to be at birth, please select “yes”. This information is used for reporting purposes only. Select “prefer not to say” if you do not wish to disclose this information.

Departmental or College suffix: To have the appearance of your e-mail address changed (to reflect your department rather than your college for example) please contact IT Services to request this.

Preferred names: Students are also able to use their preferred first names on their email address: If you would like to use your preferred name for your email, you can request for help you change both your email address and email sender names, so that it will correctly display your preferences when you are sending and receiving mails. Both of these can be changed by contacting the Central IT Service Desk directly. You can find more information on the University page for Name Changes.

Please ensure you are using your permanent personal email address as your alternative email address, and not an email from another school or institution that may expire.

If you are starting a new course and don’t yet have a UK number, please provide the details that are relevant for you at this time. When these details change (and after your enrolment) you can change this information as many times as you need to.

You can input your current contact number from your home country, and change this once you receive a UK telephone number

If you are starting a new course and don’t yet have an address in Oxford, please provide the details that are relevant for you at this time. When these details change (and after your enrolment) you can change this information as many times as you need to.

If you do not know where you will be staying when you arrive in the UK (or if you will be living-in College), you can use the generic address for your College and then update your information when your address details are confirmed.

If you are living-in College, you will keep the generic address as all post will be delivered to the lodge and then distributed by College staff from there.

Please update your home address details in the fields provided. Your home address is normally a permanent address at which you can be contacted during vacations.

Correspondence will normally be sent to your college (or department if you have no college) but certain items may be sent to this Additional Correspondence Address. If you do not have an additional correspondence address, you can simply repeat your ‘home address’ details here.

Please provide the full name and contact information for your emergency contact address. In order to proceed, you must provide at least one contact person.

Click the "add" button to enter your contact person's details, and "edit" if you need to update existing information

It is important that you update the disability disclosure field if you have not declared a pre-existing disability, or if you have acquired a disability since initial registration so that the University can ensure you are aware of the support available to you. You may be eligible for study support if you have:

• a specific learning difficulty (including dyslexia or dyspraxia)
• a long-term health or medical condition
• mobility difficulties
• a sensory impairment
• a mental health condition (including bi-polar and anxiety disorders)
• or are on the autistic spectrum

Contact the Disability Advisory Service (DAS) for more information.

You can select “no known disability” if this section does not apply to you

If you have already registered with the service before, please select "Yes" to the question "Have you already completed the Disability Advisory Service's registration form and submitted evidence?" and then "No" to "To register with the Disability Advisory Service you will need to provide evidence of your disability. Are you ready to do that now?"

Student fee status is calculated with the following in mind:

• your nationality/nationalities
• your immigration status in the UK
• where you have been living (residency)
• what you have been doing for the three years prior to the start of your course.

If you would like to see whether your fee status may be reassessed, please complete a fee status questionnaire (available here: https://www.ox.ac.uk/students/fees-funding/fees/status) and return it to the Student Fees Team at: [email protected] along with the relevant evidence

There is an error in my passport details / I have dual nationality: Please send on a copy of your passport to your College Office (or Department, if you do not have a college) to request for them to add the changes to your nationality records (and (re)confirm with them if you have dual nationalities – or if you have renounced previous nationalities - so they can ensure the correct information on file for you).

I have more than two nationalities: The underlying nationality fields for student records only allow for dual nationalities. However, your College/Department can assist you with adding your choice for which of your two nationalities are on file.

If you are concerned about registering to vote without all 3 or more nationalities appearing, you can do this on the government website. Since registering to vote on Student Self Service is purely optional, students can always register to vote outside of Student Self Service at a later point, in the usual way on the government website. 

If you are a Research Council student and your ESRC/AHRC/MRC information isn’t appearing on Student Self Service yet please do not worry – this will be added later in the year.

This choice is open to the student’s interpretation, and the data entered is used for government statistics. If students are unable to find the exact source of funding we suggest either selecting something which they feel closely matches it, or “other”.

This choice is open to the student’s interpretation, and the data entered is used for government statistics. Please indicate your sources of funding for your course fees for the current academic year by using the relevant drop-down menus and rounding up to the nearest 10%. Your selections should add up to 100%.

This choice is open to the student’s interpretation, and the data entered is used for government statistics. Please indicate your sources of funding for your living costs for the current academic year by using the relevant drop-down menus and rounding up to the nearest 10%. Your selections should add up to 100%.

“How much do you expect to cover your living costs this academic year?” Please choose from the drop-down menu the amount you expect to, or estimate you will have to, cover your living costs this academic year.

The Student Support Number (SSN) is assigned by: Student Support Award Authorities (Northern Ireland Library Boards, Welsh Local Authorities, Student Awards Agency for Scotland (SAAS) and Student Loans Company (SLC)). The SSN usually consists of four letters, followed by eight numbers and another letter (e.g. BRMM01234567A) and is quoted on most documents sent to you from the organisations mentioned above.

This section on Student Self Service records the Student Support Number for students that are in receipt of statutory student finance (maintenance loans, postgraduate loans) from any of the above authorities listed.

You will also be able to find your Student Support Number by logging into your student finance account with the relevant organisation. If you cannot find your Student Support Number, you will need to contact your relevant student finance organisation (e.g. Student Finance England/Wales/Northern Ireland or Student Awards Agency Scotland) to find out what it is.

If you have a number already and it is not listed on your records, please reach out to the UAS Student Funding team directly for further assistance: [email protected]

Non-matriculated students do not have a College. You may have been given an associate membership through your department or course with a College (which allows for access to social and academic events held by the college during the course of your studies), but are not an enrolled/matriculated member, which is why a College will not appear on your records (i.e. No college).

For more information about your associate membership, please reach out to your course administrator.

This section will show your mode of attendance on your course – displaying Full-time or Part-time. If this information does not look right to you, please speak to your departmental administrator.

If there are any errors with your thesis title listing on Student Self Service please contact your GSA to have these corrected.

To have your thesis title changed entirely you will need to fill in and submit the Change of Thesis Title form, which can be found on Student Self Service (after you have registered) under My Student Record/Check My Details/On-course applications.

If this is your first year of a new course, the information displaying here is what was provided on your application form and is not expected to be your final title at this stage.

If there are any errors with your supervisor listing on Student Self Service please contact your Graduate Studies Administrator (GSA) to have these corrected.

To have your college supervisor updated please contact your college.

The expected dates are calculated with maximum times in mind, and refer to the latest point at which students taking your course typically would expect to reach these milestones. These dates are in place to allow for any small delays, and also so that students who are studying here on a visa will not run out of time and/or experience needing to renew their visas at crucial times of their studies. This might not mean that students on your course cannot/do not reach these milestones earlier– only that the University has taken the average maximum time into consideration.

These dates will change once you progress through your course – an “actual submission date”, an “achieved transfer date”; and “actual end-date" will be entered on your records once these milestones have been reached.

Please contact your Graduate Studies Administrator (GSA) if you have further questions about this, or believe there to be an error in the dates you are viewing.

Please input the details of any planned Study Activity away from Oxford, if this is relevant to your course. This may include a placement (paid or unpaid), exchange, or time studying at a partner venue, either within the UK or abroad. If necessary, you can also amend details of any activity already listed.

Please leave blank and proceed with your online registration if there are no arrangements in place for Study Activity away from Oxford (this includes if you are studying part-time / remotely).

Please select your Oxford Student Union (SU) membership status. If you are not a matriculated student, or wish to cancel your membership you are able to cancel (opt out) via the drop-down menu. Choose ‘member’ if you wish to be a member of the student union.

You can find more information at www.oxfordsu.org or by emailing: [email protected].

Each academic year you will have the option to apply to register to vote. Please note, the dates for the Electoral Register opening and closing are not set by the University, and the option to apply to register to vote may not be available during the whole University Student Registration period.

The council do not carry forward registrations into the new academic year for students registered at university accommodation, due to the high turnover of student addresses. This means that, if you wish to be included in the electoral register, you must apply to register to vote each year. 

Since registering to vote on Student Self Service is purely optional, students can always register to vote outside of Student Self Service at a later point, in the usual way: https://www.gov.uk/register-to-vote.

Students can therefore simply choose to skip the voting section altogether (‘cancel and exit’) and proceed with completing their University registration as normal. You can then register to vote on the government page separately (the government voting registration takes around 5 minutes to complete). You’ll be asked for your National Insurance number (but you can still register if you do not have one, provided that you are eligible to vote).

You can always check who is eligible to vote on the following links: If you visit the Gov.uk page on Types of Elections, referendums and who can vote you will get an overview of the different voting options, and you can also view the Electoral Commission’s page containing a list of who can register to vote.

Students are responsible for checking their electoral register status ahead of any local elections. 

If you are a UK citizen or resident, you should have been advised of your National Insurance Number (NI) just before your 16th birthday. It can also be found on student finance forms, pay slips, p60s, and letters about tax, pensions, and benefits.

Fill in your National Insurance number, or a reason why it cannot be supplied (choose between: I have a National Insurance number, but cannot supply at this time; I have no National Insurance number; or I am not sure if I have a National Insurance number.

Tick the box to complete the Declaration, and press “next”.

“Thinking about your career planning, which of the following describes you best?” Please select the option that describes you best, or select ‘prefer not to say’.

“Which employment sectors are you interested in?” Choose at least one option (includes ‘prefer not to say’), and/or tick as many as apply to you.

Choose whether you want to receive communication from the careers service about events, sessions and fairs as well as emails about employment of internship opportunities.

Choose opt in to receive mails. Choose opt out to not receive emails.

Indicate any foreign languages that you speak along with your proficiency level; clicking “add another language” to add more than one language skill.

Please leave blank and proceed with your online registration if this section does not apply to you.