What evidence do I need from a trans student to change their name and gender on university records?

For all records apart from degree certificates a letter from the student stating their intent to transition and their chosen name is sufficient but records should not be changed until a discussion with the student has taken place to agree the date or phase of name change. 

It is not appropriate to ask for a Gender Recognition Certificate, in fact it is unlawful to do so, as once a person has obtained a certificate they do not have to disclose their past to anyone.  In addition, it can take several years for a trans person to obtain a Gender Recognition Certificate and in order to qualify they must live permenantly in their new gender for at least two years. 

Some higher education institutions may require students to provide a letter from their doctor stating that they are undergoing transition but ECU does not recommend this approach as not all trans people opt for medical treatment.  The Equality Bill 2009 recognises this and has proposed that the definition of gender reassignment is extended to protect people who are not under medical supervision. 

Degree certificates are legal documents and to issue or reissue a degree certificate in a different name to the name in which the student registered you do need to request a Statutory Declaration of name change or a birth certificate.  

For further information on supporting trans students see ECU's publication Trans staff and students in higher education