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[Employer] is committed to promoting diversity in the workplace and affirming equal opportunity for all employees and applicants. As expressed in [Employer]'s EEO policy, [Employer] doesn't discriminate based on gender identity or gender expression in any aspect of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.
[Employer] recognizes that an employee may wish to transition his or her gender. This policy addresses issues concerning employees who are transgender, wish to transition, or are transitioning. At any time, employees can contact their manager or the Transition Resource Coordinator (TRC) about any questions or concerns they have regarding this policy.
The following definitions apply to [Employer]'s gender transition policy:
Cisgender refers to a person who identifies as the same gender that he or she was assigned at birth.
Gender identity refers to a person's inner sense of gender (being male, female, both male and female, or neither male nor female), regardless of the sex assigned to him or her at birth. Gender identity isn't the same as a person's sexual orientation or gender expression.
Gender expression refers to a person's gender-related behavior or appearance, whether or not it conforms to traditional gender stereotypes or to the sex assigned to him or her at birth. It can include manner of dress, grooming, mannerisms, and speech patterns. Gender expression isn't the same as a person's gender identity or sexual orientation.
Sexual orientation typically refers to a person's physical, romantic, or emotional attraction to people of the same and/or opposite sex. Sexual orientation isn't the same as a person's gender identity or gender expression. Transgender people, like cisgender people, can identify as having any sexual orientation (such as heterosexual, gay, lesbian, bisexual, or asexual).
Transgender refers to a person whose gender identity or gender expression is different from that typically associated with the sex assigned to him or her at birth. Specifically, a “transgender woman” can refer to a person who was designated male at birth but identifies or expresses herself as female, and a “transgender man” can refer to a person who was designated female at birth but identifies or expresses himself as male. The term also includes a person who identifies as androgynous or nonbinary (being both male and female, neither male nor female, or gender fluid).
For purposes of this policy, a transgender employee is referred to as “him or her.” However, employees can instead choose to be addressed and referred to by other nongendered pronouns such as “they,” “ze,” or “hir.”
Transition is the process by which a person begins living as a different gender. It often refers to the process by which a transgender person begins living as the gender with which he or she identifies, rather than the sex assigned to him or her at birth. It can include undergoing medical treatment or procedures (such as hormone therapy or surgery), using a different name or pronoun, and using different facilities (such as restrooms or locker rooms). The process varies for each person, and while some people might choose to undergo medical treatment or procedures, these steps aren't necessary for a person to transition his or her gender.
Transition Resource Coordinator (TRC) is a designated employee who is responsible for handling employees' gender transition concerns.
NONDISCRIMINATION AND CONFIDENTIALITY
[Employer] strives to create a workplace where employees who are transgender can be their full selves without fear of discrimination, harassment, or retaliation. [Employer] is supportive of transgender employees who are considering or undergoing gender transition. Any discriminatory, harassing, or retaliatory actions taken against employees based on their gender identity, gender expression, or gender transition are considered violations of [Employer]'s EEO policy and are subject to [Employer]'s disciplinary policy.
[Employer] also recognizes that some employees may wish to keep information about their gender transition private. [Employer] respects employees' preferences regarding when and with whom to share such information. [Employer] only shares information about employees' gender transition as needed to implement changes they request and otherwise to the extent they agree to share such information. Transitioning employees are encouraged to inform their manager and coworkers about their transition to the extent they feel comfortable.
[Employer] recognizes that there are specific workplace issues to be addressed throughout the gender transition process. Transitioning employees are encouraged to discuss their needs and expectations with [Employer] before, during, and after their transition. [Employer] addresses each employee's needs and expectations on an individualized basis. [Employer] also offers benefits—such as medical benefits, Employee Assistance Program (EAP) services, and employee support groups—to assist transgender employees who are considering or undergoing gender transition.
Employees can contact their manager or the TRC if they wish to inform [Employer] about their gender transition or if they have specific requests, questions, or concerns regarding their transition. Managers who are notified of any transition-related workplace requests should promptly notify the TRC, after obtaining employees' permission to do so.
If employees need [Employer]'s assistance to implement workplace changes based on their gender transition, they should meet with the TRC to develop a transition plan that outlines these changes and the steps and time periods for their completion. The TRC coordinates with employees to establish this plan and discusses with them what they can expect from [Employer] during the transition process, including a review of relevant leave, benefit, and other policies. Employees also are encouraged to contact [Employer]'s EAP or any employee support group for assistance as needed.
A transition plan can include any or all of the following considerations:
• A list of employees who need to be advised of the transition in order to implement requested workplace changes (HR personnel, the transitioning employee's manager, etc.) or as requested by the transitioning employee (other managers, coworkers, etc.).
• A plan for when and how those employees should be informed of the transition (through a staff meeting, email, etc.) and who will inform them (the transitioning employee, the TRC, etc.).
• The date on which the employee will begin to present in a manner consistent with his or her gender identity (which might be immediately), including the date(s) when the employee will begin using a different name or pronoun and different facilities (restrooms, locker rooms, etc.).
• A list of the employee's records that will need to be changed to reflect his or her gender identity and new name (if applicable), any documentation the employee will need to provide to effectuate these changes, and the expected date(s) on which these records will be changed.
• Any anticipated leave that the employee will take for transition-related medical treatment and any relevant benefits available to the employee during the transition.
Employees should work with the TRC to track the progress of their transition plan through a checklist or other document that can be shared with appropriate HR personnel and managers as needed and with employees' permission. The TRC should ensure that the plan is implemented in a timely manner.
[Employer] recognizes that employees' needs may change during their gender transition. The TRC works with employees to adapt their transition plan to accommodate additional requests that might arise.
IMPLEMENTING TRANSITION PLAN
[Employer] utilizes the following procedures to implement transitioning employees' requested workplace changes:
Access to facilities. Employees are permitted to use facilities (restrooms, locker rooms, etc.) that correspond with their gender identity. It is a violation of [Employer]'s EEO Policy to prevent transgender or transitioning employees from using facilities that correspond with their gender identity. [Employer] doesn't ask or require transgender or transitioning employees to use facilities that don't correspond with their gender identity or to use unisex/single-occupant restrooms instead of common restrooms designated for employees of one sex.
Dress and grooming standards. Employees are permitted to present themselves in accordance with their gender identity and/or gender expression or in a gender-neutral manner. Presentation includes their manner of dress or grooming. If employees are required to wear a uniform, transitioning or transgender employees are permitted to dress in the uniform that corresponds with their gender identity. [Employer] doesn't restrict any aspects of employees' appearance based on gender or gender stereotypes.
Employee records. [Employer] will update HR records as needed to accurately reflect transitioning employees' gender identity and new name (if applicable) when they choose to begin identifying with that gender and name. [Employer] also will update employees' ID badge, nameplate, email address, business cards, staff directory entry, and any other records or places bearing their name
For certain types of records, such as payroll and retirement records, [Employer] can't make updates until employees provide official documentation of their gender and/or name change. The TRC will coordinate with employees to determine what documentation is needed to make these changes. Employees aren't required to provide documentation to change their name on records or in places where supporting documentation isn't necessary (for example, their nameplate).
Name and pronouns. Employees can choose to be addressed and referred to by the name and pronoun of their choice (including “they,” “ze,” or “hir”), both verbally and in writing. If employees' chosen name differs from their legal name, they should sign legal or official documents using their legal name at the time of signing.
[Employer] encourages employees to take reasonable steps to inform their coworkers of their chosen name and pronoun. If a coworker is unsure of the name or pronoun to use in reference to a transgender or transitioning employee, the coworker can respectfully ask the employee how he or she wants to be addressed. Any intentional misuse of transgender or transitioning employees' name or pronoun is considered a violation of [Employer]'s EEO Policy.