Policy and guidance on trans staff and students Appendix 2
Checklist to consider when discussing a student or staff member’s transition
What will be the timetable of transition? What will be the date for name changes, use of facilities (toilets, changing rooms), change of records?
Name change
Which identification cards/name badges will need to be changed?
- university ID card
- library card
- student union card
- National Union of Students card
- club and society cards
- volunteer/mentor ID badges
- trade union membership badge
- professional/learned body membership cards
- fitness centre/gym membership card
- accommodation access card
- catering/food meal card
- placement ID cards
- course representative card.
- online records, e-portfolio/record of achievements, academic biographies
- all student/staff records and databases, enrolment forms, finance records
- programme and module lists
- personal tutor records
- welfare/disability/counselling records
- volunteering and mentoring records
- course representative posters and contact details
- committee minutes and records, e.g. boards of study, academic boards
- certificates, e.g. council tax exemption, training attendance, degree
- club and society membership records
- payroll (and banking details)
- pension: death in service and dependents’ benefits
- insurance policies
- student loan company/local education authority.
Process
Who will inform:- programme teams?
- students and other colleagues?
- support departments (finance, student records, accommodation, etc.)?
- work placement providers, volunteer placements?
- committee chairs/secretaries?
- club and society members?
If the student/staff member is, or will be, undergoing surgery, do they know when this will be?
If the student/staff member requires time off for surgery and recovery what process/support/adjustments are needed to ensure the student/staff member remains on their programme of study/in employment, or can return when they have recovered?
Are there any professional requirements or attendance requirements that may be affected by the person’s absence for medical treatment? For example, 80% attendance rates, or number of hours in a school or on a hospital placement? How will students be supported to ensure they can complete their programme of study on time?
Training
Will there be a need to arrange training?
Who should be trained, e.g. cleaners, catering staff, academic staff, finance staff, fellow students or colleagues?
Who will deliver this training (welfare department, trans people)?
What will the training cover?
Will the student/staff member be involved to share their experience and expectations?
Genuine occupational qualification
Are there any genuine occupational qualification (GOQ) requirements during the student’s programme of study or staff member’s work, e.g. counselling, social care, NHS, charities, schools?
Are there any GOQ requirements on volunteer placements or work-based learning, e.g. women’s refuges, rape crisis centres?
Ceremonies
During awards ceremonies (volunteer/mentor awards, sports and societies awards, etc.), what name will be used if a GRC has not yet been granted or the person’s name has not been changed legally?
During a degree ceremony, what name will be used if a GRC has not yet been granted or the person’s name has not been changed legally (on certificate, in ceremony programmes, name read out, etc.)?
Discrimination and harassment
Are there clear guidelines and processes to deal with direct or indirect discrimination, victimisation or harassment of a trans student or member of staff?
Are there clear processes to deal with discrimination on work placements?
How is the student made aware of these processes?
How are members of staff, other students, and work placement providers and contractors made aware of their responsibilities?