Sex and gender are often used interchangeably but are not the same thing. Sex is assigned at birth based on physical attributes. In contrast, gender refers to the socially constructed roles, behaviours and attributes that society considers appropriate for men and women. Your sex is your biological attributes, your gender is how you would identify.

Trans is an umbrella term used to describe people whose gender is different to the gender assigned to them at birth. The term is often shortened to trans. Conversely cisgender (cis, as it often shortened to) is a term used to describe people whose gender is aligned with the gender assigned to them at birth. Trans is an adjective and should be used as such. The term should not be used as a noun (e.g. the transgenders, a transgender) or as a verb (e.g. transgendered).

However, for approximately 1% of people, their gender is different to the one assigned at birth. Most of these people use the term trans to describe themselves. Other terms that may be used alongside or instead of trans include transgender, transsexual (generally seen to be an outdated term, although many within the community still use it to describe themselves), non-binary, genderqueer, and gender non-conforming. For some people, terms can be a personal matter so you should only reference a person with a term they are comfortable with.

Trans Man:

A term used to describe someone who is assigned female at birth but identifies and lives as a man. This may be shortened to trans man.

Trans Woman:

A term used to describe someone who is assigned male at birth but identifies and lives as a woman. This may be shortened to trans woman.

Non-binary and gender diverse are umbrella terms that are used to describe people whose gender falls outside of the traditional binary of male and female. This includes people who may see themselves as both male and female, somewhere between male and female or as falling completely outside of these categories.

Trans people may describe themselves using one or more of a wide variety of terms, including (but not limited to) transgender, transsexual, gender-queer (GQ), gender-fluid, non-binary, gender-variant, genderless, agender, nongender, third gender, bi-gender, trans man, trans woman, trans masculine, trans feminine and neutrois. 

They are many gender identities that fall under this umbrella including (but not limited to) genderqueer, agender, bigender and genderfluid. These terms should only be used to describe a person if they self-identify.

Intersex is an umbrella term to describe people whose bodies fall outside of the typical definitions of female or male. They may have biological attributes of both sexes or lack biological attributes considered necessary to be defined as male or female. This can include hormones, physical characteristics, chromosomes or a combination of these. Intersex is always congenital (present at birth) but may not be apparent until later in life.

Intersex people are typically assigned male or female at birth and are raised as this gender. Intersex is about the physical anatomy of a person, and not their gender identity. Some intersex people identify as trans if their gender doesn’t match the sex they were assigned at birth, and there is and has historically been a strong link between these communities. However, it is important not to assume that intersex people are trans.

There is no one trans story, while some people are aware of their trans identity from a young age other do not become aware until later in life. It is important to understand that while some individuals feel comfortable to come out soon after realising that they are trans, others are not.

Gender identity and sexual orientation are not the same. Gender identity is a person’s innate knowledge of whether they are male, female or outside of this binary. Sexual orientation refers to the sexual or romantic attraction to another person.

Trans people may be straight, gay, lesbian, bisexual, asexual or queer just like cis people are. Trans people usually label their sexual orientation using their gender as a reference. For example, a trans woman who is attracted to women would identify as a lesbian or gay woman. Likewise, a trans man who is attracted to men would identify as a gay man.

Gender incongruence is a condition where people experience discomfort or distress because there is a mismatch between their assigned sex and gender identity. It is not a mental health condition but some trans people do require medical interventions such as hormones hair removal, voice therapy and surgery to ease this incongruence. It is important to recognise that while some trans people do seek medical or surgical transition others do not. There is also not a single surgery and phrases like sex change and gender reassignment should be avoided. Trans staff and students may require time off for appointments or surgery relating to their transition and can seek support from the appropriate departments.

Transitioning describes the period during which a person begins to live as their gender, rather than the gender assigned to them at birth.

Transition looks different and operates on a different timescale for different people.

Possible steps in a person’s transition include:

• Changing clothing, hair and other aspects of appearance
• Changing name
• Changing the pronoun that people use to refer to them (he, she, they, ze)
• Medical transition (i.e. hormone replacement therapy (HRT), hair removal, gender affirming surgery)

It is important to recognise that not all trans people choose to transition or to go through all the possible steps.

Initially a person will be referred to a Gender Identity Clinic, which can be done by their GP. There they will undergo a long assessment process during which they will be expected to socially transition. After this period, they may be offered a range of medical interventions such as hormones, voice therapy, hair removal, and surgeries.

Current waiting lists in Northern Ireland for a first appointment at the Gender Identity Clinic are in
excess of five years so many trans people may choose to go private or to self-medicate.

Yes, under the Sex Discrimination (Gender Reassignment) Regulations (Northern Ireland) 1999 it is unlawful to discriminate on grounds of gender reassignment in the provision of goods, facilities and services, as well as employment.

This applies to trans people regardless of whether they have started a transition process, and an individual does not have to undergo medical treatment in order to be protected.

Trans people are similarly covered under Section 75 of the Northern Ireland Act, specifically under the duty to have due regard to the need to promote equality of opportunity between different genders. This entails more than the elimination of discrimination and requires proactive measures to be taken to ensure equality for trans people in policies, decision-making, and practice.

A trans or non-binary person will typically change their name and this will be used exclusively for all documents.  For example:

• At work
• Driving licence
• Bank details
• Passport

The name change is usually carried out by using a deed-poll.

When a trans person is ready for their records to be updated, this can be done following their statement of intent to transition. Their staff or student records should be changed in a mutually agreed time to reflect their name and gender identity. It is important that any record changes are only done with the consent of the staff/student in question.

All digital and paper records should be replaced with new ones in the new name and gender. This includes providing a new staff or student ID with the updated name and, if required, an updated photo. Likewise, the University email address will need to be updated to reflect any new name.

A trans person can change their legal name using a deed poll, however this is not necessary to change the name on University systems. However, for students, it is required for the degree certificate to be issued in their new name.

Trans people can update their gender on many official records including drivers’ licences and passports without obtaining a Gender Recognition Certificate, which is only required to obtain an updated birth certificate. A gender recognition certificate or amended birth certificate is required to have staff members pension details updated. It is illegal to ask to see a Gender Recognition Certificate or to disclose that a person has one.

A trans or non-binary person can use whichever toilets or changing facilities they are most comfortable using, and are legally entitled to use the facilities that correspond with their gender identity. However, some trans people may prefer to use gender neutral changing or toilet facilities.

All gender toilets are available in each of the University’s four campus sites and accessible bathrooms and changing rooms can be used if required.

The all gender toilets are intended to be used by any gender, but are specifically intended for groups who may feel uncomfortable in male/female toilets such as those who are transitioning.

In accordance with the University’s dress code, clothing must be appropriate for wearing in an office/teaching environment.

Anyone who has transitioned, is transitioning, or is planning to transition will typically dress in clothing which is suited to them and matches their gender identity, however this should not be assumed.  Some people, especially in the early stages of transition, may wish to delay making this change and should be able to make this change when they feel comfortable.

If an individual is required to wear a uniform as part of their role they will be provided with one that is most appropriate for their role but may request a uniform in a different size etc.

 The University will support an employee’s choice of dress in connection with their gender identity and gender expression.

Always use a person’s chosen name. Trans people should be referred to by the pronouns appropriate to their gender identity regardless of their stage in transition.

If you are unsure which pronoun to use, ask the person ask the person in a respectful way: e.g.  "What pronouns do you use?". For example, trans women should be referred to using she/her/ hers and trans men he/him/his. Some non-binary people use singular they/them/theirs as their pronouns.

Once a trans person has made known their preferred name, this name should be used in all circumstances, rather than their birth name(s). They should be referred to using the pronoun they have a preference for (this could be “he”, “she” or “they”). If you are not sure what the right pronoun is, simply ask.

If you make a mistake with someone’s name pronouns it is usually best to correct yourself, apologise briefly, and move on. Long apologies place an emotional burden and awkward conversation on the trans person and should be avoided.

Further helpful terminology can be found at https://transgenderni.org.uk/glossary/.

Following a statement of intent to transition, staff or student records should be changed at a mutually agreed time to reflect the staff or students preferred gender and name.

This must include all paper records which must be replaced with a full set of new ones in the new name and gender.

No records should be changed without the permission of the employee or student concerned.

With the exception of degree certificates and pensions a written note of intent to transition is sufficient for the gender and name on staff and student records to be changed.

Employees

Staff records can be changed through People and Culture.  Employees should contact the HR Hub if they wish to change their name and pronouns on staff records. 

Students

Student records can be changed through Student Administration.  Students should contact Student Registry Office in the One Elmwood Student Centre if they wish to change their name and pronouns on student records. For further information on how to change student records please FAQs for Students Section.

Applicants may input any name, gender, and prefix in their application to the University.

Please note that the University is required by UKVI as part of a student’s right to study check to view legal documentation for all new students which must match that of their application.

If previous qualifications are in a different name, and have not been attached by UCAS, we would need to see identification in both names to match up the record or an appropriate form of evidence of the change of name should be provided.  Examples of appropriate evidence may include:

• A marriage/civil partnership certificate
• Change of name by deed poll
• Solicitor’s letter

Forms of acceptable ID for registration:

International Students (non-EEA/Swiss students):  Passport and visa. The University is legally required by UK Visas & Immigration (UKVI) to retain a copy of your immigration documents and ATAS certificate (if applicable). Please also email iss@qub.ac.uk if Qsis asks you to complete a Right to Study Check.

All other students: Please provide one document from Group 1 or all documents in either Group 2 or Group 3.

All students are required to present evidence of qualifications, all documents will be dealt with sensitively and confidentially.

People who have already transitioned have no obligation to disclose their gender history and a trans person will not be required to present a Gender Recognition Certificate (GRC) as part of their application or admissions process.

The University recognises that it can be difficult and expensive for a trans person to change their identification documents and qualification certificates.

When providing evidence of qualifications, if the name on the student’s documentation is different from the name of the applicant, then an appropriate form of evidence of the change of name can be provided. For example, evidence of a change of name by deed poll.

Confidentiality will be maintained at all times and an applicants trans status and previous name or gender will not be disclosed.

If a student has a concern or a query in relation to the recruitment and selection process they should contact the Admissions and Access Service.  They will then be able to put the student in touch with the appropriate Admissions Officer.

This can be decided by you and then along with support from your chosen main contact (which may be your Personal Tutor or Supervisor) you can agree a support plan together for managing your transition whilst at the University. 

The LGBTQIA+ Society can also provide peer support.

A Transition Support Plan is designed to facilitate a supportive discussion with the student and agree a plan to support the person who is transitioning.

The student and their main contact will agree a support plan together for managing their transition whilst at the University. This will include:

• Meeting the individual to discuss their needs and arrange support;
• Informing the individual of their rights under this policy;
• Discussing possible dates of transition and communication plans;
• Providing the individual with details of support available internally and externally; and
• Respecting the individual’s right to privacy and confidentiality

The University will be guided at all times by the individual’s circumstances.

Under no circumstances should any communication or actions be taken without the explicit consent of the individual.

Support plans must be kept strictly confidential and any records updated as soon as any changes are made.

An example of a Transition Support Plan can be accessed on the Diversity and Inclusion website.

Student Wellbeing can also provide support if you may require counselling or access to mental health support and you may also wish to contact your Personal Tutor to discuss your decision or process.

The disclosure will be treated as confidential. No one else will be informed until you have been involved in a discussion about who needs to be informed and when and have given your consent.

If you want to make changes to your student record, a small number of other staff members will likely need to be informed, with your consent (see sections on name and record changes below).

A trans student can update their name and/or gender on their student record by providing a written statement of their gender and chosen name through Student Adminsitration.

Student records can be updated without the trans person obtaining a deed poll or gender recognition certificate with the exception of degree certificates and pensions.

The student should send a request to Reghelp (reghelp@qub.ac.uk) requesting name, gender, prefix to be updated on their record. Following this request, a Registry Supervisor will contact the student to arrange an individual appointment to explain what is changed on their record and have their record amended.

The student will be provided details of the amendment (name, gender, and prefix) via email, confirming in writing that they consented to having their record amended.

Changes to record and documentation:

• Primary Name and Preferred Name in Qsis (immediately, during appointment)
• Display Name in Canvas (24 hour update)
• Email address and display name – We request IS to make the change via Qsis Support (approx. 1 working week)
• Degree Parchment
• Transcript
• Class Lists (Assuming tutor prints off each weekly list)
• Student Card

Degree certificates

As degree certificates are legal documents legal proof of a name change is required to issue or to reissue a degree certificate in a name different to that in which a student originally registered. Accepted forms of identification include

• deed poll
• passport
• birth certificate (if updated after receiving a gender recognition certificate)

The University does not charge a fee to reissue a certificate with a change of name for transgender students

Areas for consideration:

In exceptional circumstances, where the person who you tell is concerned for your safety or that of others, they have a duty to inform relevant bodies. In such instances, disclosure would relate only to concerns about your safety or the safety of others and would not involve any disclosure or breaking of confidentiality regarding your gender identity.

When submitting an online application for University accommodation all applicants are asked to indicate if they would prefer single or mixed gender flats. We do our best to meet these requests when allocating rooms but unfortunately this cannot be guaranteed.

If a student or prospective student is transitioning or intend to transition once at the University, it is advisable that they notify the University if there is a point where they will begin to live in an affirmed gender. This will enable the correct form of accommodation to be allocated.

The University will ensure as much flexibility and discretion as possible when dealing with student requests in relation to trans and non-binary students.

For students who begin to transition when living in accommodation, rental agreements should be flexible to allow students to leave single-sex accommodation if they begin to live full time in an affirmed gender. Students can email the Student Accommodation Team to disclose/discuss any specific requirements that they may have relating to accommodation.

For further advice and support contact Queen’s Accommodation Services.

Once in accommodation, if you wish to change accommodation you can contact the Student Accommodation Team.  The Team can explain the transfer process and discuss the different options available. However, all room moves are subject to vacancies.

The University stores student records in multiple places, including in Student Registry Services who manages your student record; from your Enrolment and Registration, to Exams, and Graduation, and in your School, among others.

With your consent and from the date agreed with you, the University shall endeavour wherever possible to amend or destroy records held which make reference to your former name and/or gender marker. Any records which cannot be amended will be stored confidentially; you will be made aware of these records and of who, if anyone, can access them. Please be aware that this may require us to disclose your identity to a small number of staff members, although only with your explicit consent.

If you are aware of a record that may be held somewhere we wouldn’t normally be able to access, e.g. counselling services, you should consider whether these records need to be changed and whether you are comfortable disclosing their existence so that colleagues can make the appropriate changes.

All records, both digital and paper based, will be replaced with a full set of new ones in the new name and gender at a mutually agreed time. Records will not be changed without the permission of the student concerned.

Records needing updating for each individual should be considered during the production of the transition support plan.  Some systems are not automatically updated.

Following a statement of intent to transition, staff or student records should be changed at a mutually agreed time to reflect the staff or students’ preferred gender and name.

This must include all paper records which must be replaced with a full set of new ones in the new name and gender.

No records should be changed without the permission of the staff or student concerned.

With the exception of degree certificates and pensions a written note of intent to transition is sufficient for the gender and name on staff and student records to be changed.

Student records can be changed through Student Administration.  Students should contact Student Registry Office in the One Elmwood Student Centre if they wish to change their name and pronouns on student records.

Areas for consideration:

This name will be used for all correspondence including letters sent to the address you provide. You may wish to consider whether you are happy for this name to be visible on correspondence sent in the post, via email etc. and update your address preferences accordingly.

Degree certificates can only be issued in your legal name. In order for the University to issue a degree certificate in your preferred name, you must provide Registry with proof of legal name change no later than 3 months before the date of your graduation.

If you legally change your name due to transitioning after graduating, you should send a request to Reghelp (reghelp@qub.ac.uk) requesting name, gender, prefix to be updated on your record.  This request will be escalated to a Registry supervisor.

You will need to provide official documentation in the name requested. Accepted forms of identification include:

• deed poll
• passport
• birth certificate (if updated after receiving a gender recognition certificate)

Student Registry will process the change and re-issue a parchment and transcript at no cost to the graduate.

You can choose the gender marker that reflects your affirmed gender, whether binary or non-binary.  There is the option of Female, Male, Non-binary and a free text option to self-describe.

There is the option of using Mx instead of Miss, Mr, and Mrs on the student and staff records management systems.

You can change your ID card by visiting the One Elmwood Student Centre, where they will be able to update your name, title and photo. You can do this as many times as necessary if your appearance changes while at University.

You should send a request to Reghelp (reghelp@qub.ac.uk) and a Registry supervisor will contact you to arrange an individual appointment.  You will be requested to bring your student card, but no further identification is requested.

A new student card is produced upon any update of any records.

Absences for medical or other appointments, including appointments for counselling etc, that fall within scheduled learning activities, will be dealt with in line with the Attendance, Academic Progress Requirements and Absence Procedure.

It would be useful to have a conversation with your Personal Tutor about any absences you expect to take so that measures can be put in place to minimise any impact on your studies. Wherever possible, you are encouraged to arrange medical appointments outside the times you have scheduled learning activities and to inform your Personal Tutor, though it is understood that this may not always be possible. You do not need to give specific details about the medical appointments (such as the procedure being undertaken) when informing the University of appointments, provided you can evidence appointment/surgery dates as appropriate.

The Student Wellbeing Team are available to provide advice on how to manage long term absences as a result of transitioning or absences relating to being intersex.

In all cases, you should not be treated any less favourably than if they were absent due to sickness or injury.

If your studies are likely to be affected over a long period of time, you should contact your School as soon as possible so that the appropriate arrangements can be put in place to support you.

Where a reasonable adjustment cannot be accommodated students may be advised to take a temporary withdrawal for a period of time.

Yes, in accordance with the University’s dress code, your clothing must be appropriate for wearing in an office/teaching environment but you may dress to reflect your gender identity. 

The University will support an individual’s choice of dress in connection with their gender identity and if you are required to wear a uniform as part of their role they will be provided with the uniform which connects with their gender identity and gender expression.

If an individual is required to wear a uniform as part of their role they will be provided with one that is most appropriate for their role but may request a uniform in a different size etc.

Transphobic abuse, harassment or bullying (including name-calling / derogatory jokes / repeated or intentional use of incorrect pronouns or name) will be dealt with under the Equality, Diversity and Inclusion Policy which states that the University will not tolerate such behaviour. It will be treated by the University as a disciplinary offence.

You should tell your Personal Tutor or Student Services if you experience any form of transphobic abuse. Support is also available from Student Counselling or the Student Wellbeing Service.

Our institutional Equality, Diversity and Inclusion Policy contains a very clear statement about the University’s zero tolerance approach to all bullying and harassment, particularly where it arises as a result of any protected characteristic which includes but is not limited to a person’s gender identity/expression (this includes Transgender and Non-Binary people)

Homophobic, bi-phobic and/or transphobic harassment will not be tolerated.

If you are subject to bullying, harassment or discrimination in the local community, Student Services can offer advice and guidance on how to take your complaint further. The University will aim to provide whatever support is appropriate in these circumstances.

Transgender NI and The Rainbow Project can also provide support and advice.

Access NI has implemented a discretionary application process for individuals who do not for their previous gender to be disclosed.

For more details visit the Access NI website.

Additional guidance in relation to contacting the Access NI ‘sensitive applications’ team for Transgender applications.

In the first instance you should approach the Immigration Support Service to discuss any implications for your visa. The University will endeavour to use your preferred name and affirmed gender as far as possible in line with visa requirements.

Guidance from the Home Office states that the name on your Biometric Residence Permit (BRP) or Residence Card will be issued in the same name as that on your passport.

If you are a trans person from a country that does not recognise changes to your name or gender and you are therefore unable to change your name on your passport, then you would need to provide evidence of this with your application in the form of correspondence with their embassy or government. In these cases, the Home Office generally consider waiving the requirement to align the documents.

For further guidance, please contact Immigration Support Service on immigration@qub.ac.uk

You do not need, and will not be asked to produce, a Gender Recognition Certificate (GRC) at any point. The University will extend to all trans students the same support, guidance and sensitivity whether or not they possess a GRC.

However, you may be asked for a statutory declaration of name change or other official identification.  The University will be flexible wherever possible and be very clear about what information is required as well as any alternatives that can be offered.

If you possess a GRC, you will be legally recognised as your affirmed gender, including in many instances where a Genuine Occupational Qualification applies.

The University will always endeavour to provide references in your affirmed name and gender and will not disclose your trans status, former name or gender to a potential employer or institution. If you have any concerns, you should discuss these with your referee.