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What steps can alumni take to proactively inform past employers or admissions offices about an official degree-title change?
Executive summary
Alumni who need to communicate an official degree-title change should first use their issuing school’s registrar or alumni services to request updated documentation (diploma, graduation letter) and to confirm notification procedures; many schools offer graduation/registrar portals or formal letters that state degree title and conferral date [1] [2]. Best-practice templates include attaching an official graduation letter or registrar confirmation and citing the diploma name/dates; where institutions keep original diploma wording, alumni are advised to note the original diploma name and then indicate the institution’s subsequent name/title change to avoid confusion [3] [4].
1. Start with the registrar — get an official paper trail
The quickest way to make a change stick is to obtain formal university-issued documentation that shows the correct degree title or confirms the change: many schools produce graduation letters or will reissue diplomas and describe what is printed on them; for example, the University of Toronto’s Faculty of Arts & Science issues letters that confirm degree and conferral date [1], and Washington University’s diploma FAQ explains exactly what the diploma lists (student name, official degree title, date; p1_s5). Use those documents as primary evidence when contacting past employers or admissions offices.
2. Follow the school’s published process and deadlines
Universities typically require requests through designated channels and by deadlines. Graduation and registrar web pages instruct alumni and graduating students to notify the registrar or use specific portals (AskRegistrar, Quest, or graduation-change request forms) for name/degree or ceremony-related changes [5] [6] [7]. Adhering to the issuer’s process ensures your request is recorded and that you can attach an official response when contacting third parties [5] [6].
3. Explain both the original diploma wording and the change to avoid ambiguity
Academic-community advice cautions against presenting only the post-change institution or degree name if it differs from what’s printed on your diploma: listing the name as it appeared at conferral and adding “(now known as X)” or “institution changed name to X” avoids implying you were awarded a different parchment than you actually were [3] [4]. This dual-entry approach reduces confusion for employers or admissions officers who may verify your record against older institutional titles [3].
4. Use graduation letters and official confirmations as the primary attachment
Many registrars offer fee-based or free confirmation letters that explicitly list degree title and date; the University of Toronto’s A&S office and similar offices sell or produce these letters that “confirm you have graduated and identify your degree and the date it was conferred” [1]. Attach those to emails or upload them to admissions/employer portals when requesting an update — those letters function as authoritative proof when diplomas cannot be reissued [1] [2].
5. Be aware of institutional style and alumni listing conventions
Universities and alumni offices have style rules about how alumni are listed and what degrees are included in public materials. Some schools limit what is shown to degrees earned at that institution or require degrees to appear after class years rather than as pre-nominal titles (Utica and UMBC style guides illustrate such conventions) [8] [9]. When asking an alumni office to update an alumni directory or event nametag, check that office’s style guide so your request aligns with their policies [8] [9].
6. Prepare concise, documented communications for employers and admissions offices
When informing past employers or admissions committees, send a short message summarizing: (a) what the diploma currently says, (b) what the official title now is or how the institution has changed, and (c) an attachment of the registrar’s confirmation or new diploma. The academic-community guidance to list both the original and current names on a CV applies equally to external communications to minimize verification questions [3] [4].
7. If reissuance isn’t possible, ask for a formal institutional note
Some institutions will not alter alumni academic records on the diploma itself for reasons including fraud prevention and record integrity; professional guidance and institutional policies note that schools sometimes retain the original wording to avoid identity confusion and suggest alumni provide supporting documentation instead [10]. If the registrar will not reissue a diploma, request a signed, stamped letter or transcript notation you can present to employers or admissions offices [10] [1].
Limitations and final note: available sources describe registrar letters, diploma content, style-guide practices, and community advice but do not provide a single universal template or legal standard for notifying employers/admissions; specific steps and forms vary by institution and country, so confirm the precise registrar process for your alma mater [5] [1] [6] [7].