College Transgender Policy

Introduction

1. The purpose of this policy is to set out a framework for how Green Templeton College will support staff, fellows and students who wish to take steps to change their gender identity, or have already done so. It is based on the University of Oxford Transgender Policy as of August 2024.
2. This policy also supports members of the College in meeting the requirements of relevant legislation including the Equality Act 2010, which lists gender reassignment as one of the nine ‘protected characteristics’ on the grounds of which people are protected against unlawful discrimination, and the Gender Recognition Act 2004.
3. The College aims to provide support and understanding to those individuals who wish to take, or have taken, steps to change their gender identity. The College recognises that the period of transition can be very complex and difficult for the individual, and will act in a supportive and sensitive way to ease any transition period.
4. The College aims to create an inclusive trans-friendly culture, workplace and learning environment, free from discrimination, harassment or victimisation, where all transgender people are treated with dignity and respect.
5. No member of the college community, its visitors or contractors should be treated less favourably, whether before, during or after their study or employment at, or their visit to, Green Templeton College on the grounds of gender identity or reassignment.

Definitions

6. In this policy ‘Transgender’ or ‘trans’ is used to refer to the following groups:

• People who are taking or have taken steps to change their gender identity. This includes people covered by the Equality Act definition: “A person has the protected characteristic of gender reassignment if the person is proposing to undergo, is undergoing or has undergone a process (or part of a process) for the purpose of reassigning the person’s sex by changing physiological or other attributes of sex.”
• People who do not identify with a permanent binary gender identity, including those who identify in ways, such as genderqueer, gender variant, non-binary or agender. [NOTE: These terminologies are evolving and highly personal and this list is not exhaustive (more information). The college recognizes that people who do not identify with a permanent binary gender may or may not identify as transgender or trans. However, under UK law people who are gender fluid, non-binary or transitioning can have the protected characteristic of gender reassignment.]

 Meeting the needs of transgender students, fellows and staff

7. Green Templeton College aims to anticipate and respond positively to the needs of prospective, current and former students, fellows and staff in relation to gender identity issues, providing a professional and consistent service so that all trans members of the College feel welcome, safe, valued and supported to achieve their potential and contribute as a member of the College.
8. With regard to staff, this policy applies (but is not limited) to the advertisement of jobs and recruitment and selection, to training and development, to opportunities for promotion, to conditions of service, benefits, facilities and pay, to health and safety, to conduct at work, to grievance and disciplinary procedures, and to termination of employment.
9. With regard to students, this policy applies (but is not limited) to admissions, to teaching, learning and research provision, to scholarships, grants and other awards under the College’s control, to student support, to College accommodation and other facilities, to health and safety, to personal conduct, and to student complaints and disciplinary procedures.
10. With regard to fellows, associate members, visitors and contractors, the College aims to provide an inclusive environment, where people are treated with dignity and respect.

 Support during transition

11. In particular, Green Templeton College aims to support trans students and staff through the process of transitioning, or making changes to their gender identity. This may include a number of formal and informal steps.
12. The College will respect the confidentiality of trans people and will not reveal information without the prior agreement of the individual.
13. If an individual member of the College notifies the College in writing of their intention to transition during their employment, fellowship or education, the institution will discuss and agree with them what steps should be taken. A trans person’s file should, as far as possible, reflect their current name and gender, and the college will coordinate with the relevant University of Oxford institutions, systems and agencies with this shared objective.
14. A single point of contact in the college should usually be identified to support the individual, and where necessary coordinate action between the College and University.

• For staff members this will normally be the HR Manager or the staff member’s line manager
• For College Fellows this will normally be the Fellowship Manager
• For students this would normally be the Senior Tutor. However, the Senior Tutor may delegate the responsibility to another member of staff with welfare responsibilities, including the Academic Registrar or Admissions Administrator, may also act as the main point of contact for offer-holders and students wishing to change their gender identity.

15. College staff will inform the University Academic Records Office of any student requests to changes to name or gender records, so that University data can be updated. They will also change college systems that do not draw data from central systems.
16. Any material that needs to be kept related to the person’s trans status, such as records of absence for medical reasons, should be stored confidentially. No records will be changed without the permission of the individual concerned.
17. When a person informs the College that they have received a Gender Recognition Certificate, the College will undertake further checks and action to remove references to the individual’s former name and gender.
18. The College provides, and undertakes to continue to provide, some financial support for students with expenses related to social transition via the Gender Expression Fund.
19. The College provides, and undertakes to continue to provide, gender-neutral toilet facilities on the college site.

 Creating an inclusive environment

20. This means demonstrating respect for trans people, as well as people associated with them such as partners, spouses and other family members, in terms of:

• their gender identity;
• their right to work and study with dignity;
• their use of College facilities;
• their name and personal identity; and
• their privacy and confidentiality.

21. This provision also includes people who are perceived to be trans, irrespective of their actual gender identity.

Protection against harassment and bullying

22. Green Templeton College recognises that it is the right of every individual to choose whether to be open about their gender identity and history. To ‘out’ someone, whether staff or student, without their permission may amount to a form of harassment and possibly a criminal offence.
23. Any allegations of transphobic bullying and harassment, including deliberately using a disavowed name or pronoun in relation to a transgender person, or persistently referring to their gender identity history, will be dealt with under Green Templeton College Policy and Procedure on Harassment.

  Consultation

24. Existing arrangements for consultation will be maintained for reviewing the experience of transgender students, staff and fellows at Green Templeton College. These include joint committees with student and staff representatives, and consultation with other interested and relevant groups.

Guidance, support and training

25. Guidance, support and training will be provided to Green Templeton College staff to ensure that the College’s commitment to transgender equality and inclusion is fully realised.
26. While the college cannot routinely provide formal training in transgender equality and inclusion to its students, it expects and encourages all Green Templeton students to take up opportunities for such training offered by their University departments or other academic institutions, as and when appropriate.