Maintaining student records
Student record amendments
These are the forms used by the Academic Records Office (ARO) to update student records and notify other departments and external bodies of any amendments to a student's status. Please complete and return by email to aro@admin.ox.ac.uk or send by post to the Academic Records Office. An electronic version would be preferable.
Undergraduate students
The ARO is responsible for the maintenance of all undergraduate records and for notifying Local Authorities of any changes to the status of a student and details of students who have a loan or maintenance grant from the Student Loan Company. Please complete and return the Change of Circumstances form available from the Useful Documents section on the right-hand side of this page to notify ARO of any changes to the academic status of undergraduate students, irrespective of whether they have a student loan.
ARO will use the information to notify other departments in the University, for example Finance and OUCS. Where applicable ARO will also forward an amended copy of the form to the student's Local Authority.
To amend a student's personal details (name, date of birth or gender) please email ARO with the information outlined in the Change of personal details - undergraduates 
(26kb)The email confirms that the change is authorised and will only be accepted if sent from a recognised college email address.
College migrations are recorded subject to the approval of the Proctors' office (Exam Regs 2010, p.12-13). Please obtain advice or the permission of the Proctors' office before notifying ARO of a college migration.
Graduate students
Course data for all graduate students is maintained by the relevant Graduate Studies Assistant. For further information on notifying/applying for a change of status please refer to the Graduate Progression Forms section.
Divisions are responsible for recording changes to a student's personal details. Please complete the Notification of Change of Personal Details form
College migrations are recorded subject to the approval of the Proctors' office (Exam Regs 2010, p. 12-13). Please obtain advice or the permission of the Proctors' office before notifying ARO of a college migration.
Visiting students
Notify ARO about a change in the status of a matriculated or non-matriculated visiting or exchange student (e.g. change in personal details or length of stay at Oxford) by email: aro@admin.ox.ac.uk.
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