Trans staff action plans

Action plans are designed to help staff navigate university systems, policies and procedures, access support, and find information they need related to their transition.  They can be used for staff who are making formal changes to their name and gender, and for those who are making informal changes.

We recognise that everyone is different, and staff may not have made any firm decisions about how they identify, whether to transition, who they want to tell, or what steps they might want to take next. The Action Plan acts as a guide to aid conversation, consider a range of common issues that may arise, and navigate university university systems and procedures. Action Plans may also need to be revised as circumstances change. As such, only those sections that staff want to complete should be completed.

Formal (legal) name and gender changes (with documentation)

If you wish to include formal (legal) name and gender changes (with documentation) on University systems and records in your action plan, your first contact should be with the University’s Information Governance team, contactable via dataprotection@york.ac.uk. 

Information Governance will discuss what you want to do, and will then help you get in touch directly and confidentially with relevant individuals and services in the University to make the sorts of changes and get the sorts of help and support that you want, including assistance from HR (the Equality, Diversity, and Inclusion team) to complete an action plan.

Informal name and gender changes

If you want to make informal changes on University systems, you may still complete an action plan. Support to do that is available from HR (via the Equality, Diversity, and Inclusion team), and you do not need to contact Information Governance. To contact HR for trans action plans associated with informal changes, please email equality@york.ac.uk.  

Support to complete your action plan

Whether you are changing your details formally or informally, you might want or need to involve other people too, such as your line manager, Occupational Health, or other University colleagues. You may also wish to complete it on your own. Whoever takes the lead on completing the Action Plan, it is likely they will not be able to fully complete all sections, and will need input from other members of staff around the University, for example, from IT Services to change email addresses, or HR to amend employment records.

The action plan template offers a simple way to record any actions you wish to be taken, who will take those actions, and when. You, HR, your line manager, or colleague may make whatever provisions you feel are suitable for storing your completed plan, and for sharing it with anyone else you wish it to be shared with.

For help with any questions or problems about completing an action plan, key contacts are listed below:

• For action plans associated with formal, legal name and gender changes your first contact should be Information Governance: dataprotection@york.ac.uk  
• For action plans associated with informal changes, you should contact the Equality, Diversity, and Inclusion team in HR via equality@york.ac.uk  

Other sources of support and information are listed below:

• HR (for employment related queries): hr-enquiries@york.ac.uk 
• Occupational Health (to discuss any concerns about the impact of transition on health and necessary time off work for transition-related appointments): occupational-health@york.ac.uk 
• Trade Unions (who can help with information and guidance on work rights, and support with any workplace disputes) 
• The Equality and Diversity Office (who can help clarify university policies and procedures, help resolve any procedural or policy issues, and help with any issues related to dignity at work): equality@york.ac.uk

Trans action plan topics

Examples of the sorts of topics that may be covered in an Action Plan include:

• Accessing the support available at the University and externally. These can be found on the Guidance for Trans Staff webpages.
  Becoming familiar with the Guidance for Trans Staff webpages.
• Name and gender changes on University records, such as: 
  
  • HR records, payroll, pensions
  • Email address
  • Staff ID card
  • Access to buildings and areas associated with a staff card that may not be updated automatically (Kaba locks)
  • Web pages containing information about you (like staff profiles on department web pages)
  • Staff directory record
  • Current, future, and past academic publications that may list your name differently
• Informing colleagues and/or students (if desired) about your transition or identity
• Whether any absence is likely to be needed for medical appointments, surgery, counselling, or non-medical appointments related to transitioning, for example, laser hair removal.
• Being familiar with the University’sDignity at Work and Study: Policy and Procedures (PDF , 288kb) and how to access support if you have concerns about other people’s behaviour.
• Accessible facilities such as changing rooms and toilets.
• Concerns and arrangements for working abroad, if this is likely to be an aspect of your role.
• Dress codes, especially for anyone required to wear a uniform to work.

All of these topics are covered in more detail on the Guidance for Trans Staff webpages.

If you require any further information or clarification on any of the topics, policies, or information supplied, you may contact HR, your line manager, or the Equality and Diversity Office. Suggestions for amendments and additions to web pages and guidance are always welcome, and should be directed to equality@york.ac.uk.