1. Introduction

1.1 Background

Queen’s University Belfast (“the University”) is committed to promoting equality of opportunity to all and to ensuring that all individuals are treated fairly and with dignity and respect.  The University is committed to providing an inclusive and welcoming community where staff and students are enabled to meet their full potential and are treated as individuals.

This includes providing advice, support and understanding to those individuals who are trans, gender non-conforming or questioning their gender identity.

Terminology

Transitioning is a general term to describe the steps a trans person may take to live in the gender with which they identify. Each person’s transition will involve different things. For some this involves medical intervention, such as hormone therapy and surgeries, but not all Trans people want or are able to have this.

Transitioning also might involve things such as telling friends and family, dressing differently and changing official documents.

1.2 Purpose

Transitioning can be a very positive experience in someone’s life, however with all major life events it may be challenging for some. The University recognises that this can be a very difficult and complex time for an individual and would wish to act in a sensitive and supportive way by having a helpful policy and practices in place to ease any transitional period.

As part of our commitment to our Equality, Diversity and Inclusion Policy and in compliance with Northern Ireland Equality legislation (see section four), we will ensure that all staff and students (including trans people, staff and students associated with trans people and people perceived to be trans) are treated with dignity and respect and will not tolerate any discrimination, harassment, bullying or victimisation during recruitment and their employment.

This relates to all trans people, in line with their own identity and including those with non-binary identities, regardless of whether or not that person has transitioned legally or surgically. 

1.3 Objectives

This policy and accompanying guidance and FAQs aim to:

• raise awareness of the University’s commitment to supporting trans and non-binary inclusion at Queen’s;
• improve the level of support and information provided to all staff and students;
• outline the support and advice that the University can offer to both trans and non-binary staff and students; and
• provide line managers and staff with guidance in supporting employees and students who are transitioning.

2. Scope of the Policy

This policy applies to all trans people whether they are considering or planning to transition, are transitioning or have transitioned, as well as those who choose not to, or are unable to transition gender, including all employees and students of the University.

This policy is designed to offer guidance to staff, management, colleagues and students, and to provide clarification on the support and advice that the University can offer to both trans and non-binary staff and students.

This policy applies to all:

• Employees;
• Students;
• Student and staff applicants; and
• All visitors and anyone providing services to, or those contracted to work at, the University including sub-contractors.

All the above groups are entitled to protection under this policy and are responsible for its implementation.

3. Key Principles

This policy is designed to provide support for those individuals who are considering, are taking or have taken steps to transition.

• The University will provide a supportive environment for trans and non-binary staff and students who wish their trans status to be known.
• The University will respect the confidentiality of all trans and non-binary staff and students and will not disclose personal information without the prior agreement of the individual.
• Students will not be denied access to courses, progression to other courses, or fair and equal treatment while on courses because of their gender identity or gender expression.
• Staff will not be excluded from employment or promotion or fair and equal treatment because of their gender identity or gender expression.

Our institutional Equality, Diversity and Inclusion policy contains a very clear statement about the University’s zero tolerance approach to all bullying and harassment. 

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 Bullying and Harassment Policy which states that the University will not tolerate such behaviour. It will be treated by the University as a disciplinary offence.

4. Northern Ireland Equality Legislation

Individuals are protected from discrimination on the grounds of their gender identity through the following legislation:

Section 75 of the Northern Ireland Act 1998

Section 75 of the Northern Ireland Act 1998 states that the protected characteristic of gender reassignment is subject to the duty to have due regard to the need to promote equality of opportunity between men and women. This entails more than the elimination of discrimination and requires proactive measures to be taken to ensure equality for trans people in policies and decision-making.

The Human Rights Act 1988

This provides additional protection against unnecessary intrusion by the State into private and family life. It includes personal dignity, the interaction a person has with others, both in private and in public, and respect for confidential information, particularly regarding the storage and sharing of such information.

The Sex Discrimination (Gender Reassignment) Regulations (Northern Ireland) 1999

The Sex Discrimination (Gender Reassignment) Regulations (Northern Ireland) 1999 protects individuals from direct discrimination, harassment and victimisation if they have transitioned, are transitioning, or planning to transition.  This applies to the fields of employment and vocational training (including higher education), access to goods, facilities and services and disposal or management of premises.

Staff are protected from unfair treatment in recruitment and during all aspects of employment.

Gender assignment is defined as ‘a process which is undertaken under medical supervision for the purpose of reassigning a person’s sex by changing physiological or other characteristics of sex and includes any part of such a process.’ This means that an individual does not need to have undergone any specific treatment or surgery to be covered by the law.

Gender Recognition Act 2004

The Gender Recognition Act 2004 allows trans individuals to apply to receive a Gender Recognition Certificate (GRC), the document that shows that a person has satisfied the criteria for legal recognition in the affirmed gender. 

If a Gender Recognition Certificate is issued, and the person’s birth was registered in the UK, they will be able to obtain a new birth certificate which does not disclose the fact that they have changed gender.

Whilst UK legislation, the Act governs the gender recognition certificate process that applies in Northern Ireland.

5. Support

We recognise that each transition experience will be unique to the individual.

Transitioning can have a very positive impact on someone’s live, but like all major life events we also recognise that it may impact upon a person’s work or study.

Staff and students are encouraged to let the University know about their transition plans so that we can provide the most timely support.

It is a matter of choice who should be contacted but it is recommended that the contact person works with the employee or student to agree an action plan to cover the period of their transition.

It is imperative that confidentiality is maintained at all times, for staff and students who have transitioned, are transitioning, or are planning to transition gender.

Employees

Any employee who is considering going through, going through or has gone through the process of transition can seek support from their manager, HR Business Partner or speak to a member of the Diversity and Inclusion Unit. 

They can also avail of the University’s Counselling service, Inspire Wellbeing.

Students

Any student who is considering going through, going through or has gone through the transitioning process can seek support from the Student Wellbeing Service or contact the QUB LGBTQIA+ Society or Student Officer Equality and Diversity to discuss any concerns or work through the practical elements of transitioning as it relates to their studies.

They can help transitioning individuals to discuss how they would like the transition to be managed, such as with an academic School or University accommodation.

Students can also avail of the full range of support services available from the Student Wellbeing Service, including access to counselling support from Inspire Wellbeing.

It is a matter of choice who should be contacted but it is recommended that the contact person works with the employee or student to agree an action plan to cover the period of their transition.

Further information of external sources of support and advice can be found at the end of this policy, and also on the Diversity and Inclusion webpages.

7. Transition Support Plan

The employee or student and their chosen main contact (for staff this may be their Line manager or HR Business Partner, for students this may be their Personal Tutor or Supervisor). They can 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 and wishes.  

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 after the person has completed transition.

An example of a Transition Support Plan can be downloaded here.

8. Practical Support and Considerations

It is important to recognise that there can be very real cost implications in changing identity documentation and this may not be accomplished all at once especially by students and lower paid employees.

The University should be prepared to be flexible wherever possible and to be very clear about what information is required as well as any alternatives that can be offered.

Further guidance on practical considerations including updating University records and documentation, and specific FAQs for Staff supporting Staff and Staff supporting Students can be found on the Diversity and Inclusion website.

Identity Documents

Name Changes

Not all trans people choose to change their name however if they wish to trans people can change their name bymaking a deed poll. Trans people may initially change the name that they are known by but may not be in a position to change their legal name.

Once a trans person has made known their affirmed name, this name should be used in all circumstances, ratherthan their birth name(s). Official identify documents including passports, driving licence, and electoral ID cards require a deed poll for the name to be updated.

Trans and non-binary people should be addressed with the pronouns and their affirmed name at all times, from the moment they ask to be.

Gender Changes

A gender recognition certificate (GRC) changes a persons legal gender and enables a trans person the means toobtain a new birth certificate.

A GRC is not required to amend a trans person’s gender on other official identification and services including passports, driving licences and bank accounts and the University has no right to ask for or see this certificate. 

Single sex facilities

Trans and non-binary people should have access to the facilities which they feel most comfortable using. 

The legal position is clear that, whenever a person begins to live permanently in their affirmed gender, they should be permitted to use the facilities allocated to that gender (this position is the same for changing facilities).

All gender toilets are available in each of the University’s four campus sites and Queen’s is committed to continuing to roll out, where practicable, all gender toilet facilities.

The all gender toilets are intended to be used by any individual regardless of their gender identity and gender expression.

Dress Code

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

Anyone who has transitioned, is transitioning, or is planning to transition will typically dress in clothing which 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 individual’s choice of dress in connection with their gender identity and gender expression.

9. Support and Advice

Further information and advice for staff and students, including Frequently Asked Questions and Transition and Support Plan template, are available by clicking on the Trans Equality Webpage.

Further sources of internal and external guidance and support are listed below:

Internal Support

External Support

Transgender NI

Transgender NI is a website which is intended to be a support for those seeking information and support around issues of Gender Dysphoria in Northern Ireland.

Transgender NI support and advocate for the rights of trans people in Northern Ireland, through community building, leading campaigns for social and administrative change, working with government and the community sector to improve policy and inclusion, and by giving trans people in Northern Ireland a platform, resources and the skills needed to self-advocate and bring about change. They also run the Belfast Trans Resource Centre and assist other trans organisations to develop, grow and become more sustainable.

They operate an online directory of support for trans people and their families, and for professionals in Northern Ireland which can be accessed via their website.

Facebook: https://www.facebook.com/TransgenderNI

Twitter: @TransgenderNI

SAIL NI

Sail NI are a support organisation for the families of transgender and gender variant people in Northern Ireland. 

They directly support families across the region, as well as advocating for trans people and their families at a regional, national and European level. 

Facebook: https://www.facebook.com/SAIL.NI.1/

Twitter:@SAIL_NI 

The Rainbow Project

The Rainbow Project is a health organisation that works to improve the physical, mental & emotional health and well-being of lesbian, gay, bisexual and/or transgender people in Northern Ireland.  They offer LGBT affirmative counselling services, and free confidential and non-judgmental sexual health testing to gay and bisexual men including transgender men.

AffirmNI

AffirmNI is a Northern Ireland working for all Transgender people irrespective of stage of transition or identity.

Facebook: https://www.facebook.com/AffirmNI/

Twitter: @AffirmNI

Belfast Trans Resource Centre
The Belfast Trans Resource Centre is a community hub for trans, non-binary and questioning people and their families and friends in the Belfast area.

Gender Essence
Gender Essence Support Services are a specialist professional counselling organisation, aimed at providing emotional and therapeutic support to those who identify within the Trans spectrum, including Gender Fluid, Non-binary, Intersex, Agender.

Facebook: www.facebook.com/groups/25049822043/

GenderJam NI
GenderJam hold twice-monthly open meetups for young trans, non-binary, questioning & intersex people in Belfast, to which all young members of the trans community are welcome.

Facebook: https://www.facebook.com/GenderJamNI
Twitter: @GenderJamNI 

TransDerry
Transderry is a Rainbow Project Initiative which aims to create a visible Trans Community in the Derry~Londonderry and surrounding areas providing support to Transgender people who are on a journey of transition to affirm their gender.

TransDerry also offer support to the families of Transgender people and the group meets monthly.

GATE (Global Action for Trans Equality)

GATE is an international advocacy organization working towards justice and equality for trans, gender diverse and intersex communities. GATE work collaboratively with strategic partners at the global level to provide knowledge, resources and access to UN mechanisms and bodies.

Equality Commission for Northern Ireland

Twitter: @EqualityCommNI

10. Equality Screening

11. Alternative Formats

This policy can be made available in large print and alternative formats, where required, on request from the HR Hub by ringing 02890 973000 or emailing hrhub@qub.ac.uk.

This document is maintained electronically and this is the latest issue. Printed copies shall be treated as uncontrolled documents.