Gender transition in the workplace policy template

Overview

[Organisation Name] is committed to creating an inclusive, supportive, and respectful workplace for all employees, including those who are undergoing or have undergone gender transition. This policy ensures that transgender and non-binary employees are treated fairly and equitably and that their dignity and privacy are protected at all times.

The purpose of this policy is to:

• Support employees who are transitioning or exploring their gender identity.

• Provide guidance for managers and colleagues on how to best support transitioning employees.

• Establish procedures for ensuring a respectful, inclusive, and discrimination-free workplace.

Scope

This policy applies to all employees, including permanent, temporary, casual, and agency staff, as well as contractors and volunteers.

General Principles

Definitions

• Transgender: An umbrella term for people whose gender identity differs from the sex assigned to them at birth.

• Gender Transition: The process through which a person begins to live and identify as a different gender, which may involve social, legal, or medical steps.

• Non-Binary: A term for people whose gender identity does not fit within the binary categories of male and female.

• Deadnaming: Referring to a transgender person by their former name, which they no longer use.

Guidelines

1. Privacy and Confidentiality

   • Any information related to an employee’s gender identity or transition will be treated as confidential.

   • Disclosure of this information will only occur with the employee’s explicit consent.

2. Dignity and Respect

   • Employees must treat transgender and non-binary colleagues with respect at all times.

   • Discrimination, harassment, or bullying related to gender identity will not be tolerated and will be addressed under the [Dignity at Work/Bullying and Harassment Policy].

3. Use of Names and Pronouns

   • Employees are entitled to be addressed by their chosen name and pronouns (e.g., he/him, she/her, they/them).

   • Systems, documentation, and communication will be updated promptly to reflect the employee’s chosen name and gender identity where legally and administratively possible.

4. Dress Code

   • Employees may dress in accordance with their gender identity, ensuring they meet the organisation’s dress code standards.

5. Facilities

   • Employees are entitled to use facilities (e.g., toilets, changing rooms) that align with their gender identity.

   • Where requested, gender-neutral facilities will be made available where feasible.

6. Support for Transitioning Employees

   • Employees who are transitioning are encouraged to speak with their line manager, HR, or a designated contact to discuss their needs.

   • A personalised Gender Transition Plan may be created to provide structure and clarity during the transition process (see separate template for details).

7. Training and Awareness

   • [Organisation Name] will provide training to managers and staff to raise awareness of gender identity and ensure inclusive workplace behaviours.

Employee Responsibilities

• Treat colleagues undergoing gender transition with dignity, respect, and confidentiality.

• Use appropriate names and pronouns as communicated by the transitioning employee.

• Report any incidents of discrimination, bullying, or harassment to management or HR.

Manager Responsibilities

• Foster an inclusive environment where employees feel supported and safe.

• Maintain confidentiality regarding an employee’s gender identity and transition.

• Work with HR and the employee to develop a Gender Transition Plan, addressing timelines, adjustments, communication preferences, and support needs.

• Address inappropriate behaviour, such as misgendering or harassment, promptly and in line with organisational policies.

Gender Transition Plan

A Gender Transition Plan will be developed in consultation with the transitioning employee. The plan may include:

• Expected timeline of the transition process.

• Updating systems (e.g., HR records, ID cards, email addresses).

• Communication plan for colleagues, if the employee wishes to share their transition.

• Adjustments or time off required (e.g., for medical appointments or procedures).

• Support options, including access to counselling or employee assistance programmes.

See separate Gender Transition Plan Template for a detailed guide.

Policy Breaches

Any breaches of this policy, including discrimination, harassment, or breaches of confidentiality, will be addressed under the organisation’s disciplinary procedures and may result in disciplinary action.

10. Further Support

Employees seeking advice or support can contact:

• Human Resources Department

• Employee Assistance Programme (EAP)

• LGBTQ+ support organisations such as Stonewall or Mermaids

Policy Review

This policy will be reviewed annually to ensure its relevance and effectiveness. Feedback is welcome and can be sent to [insert contact or department].