Protocol for Workplace Gender Transitioning Lyndele von Schill, ODI Director

Transitioning at NRAO Overview Definitions Proposed Transgender Inclusive Policy Statement Policy Implementation & Clarification Gender Transition Plan (TP) Overview Next Steps The NRAO proposed policy and transition plan is based upon best practice guidelines provided by organizations like the Society for Human Resource Management (SHRM) and the Transgender Law Center. Similar policies and plans have been adopted by agencies like NASA, and the U.S. Government’s Office of Personnel Management

Gender Transitioning at NRAO Why is a policy/protocol necessary? Assurance to employees that it is safe to be themselves Assurance to employees with transgender family members that NRAO is supportive Marginalized, and often-harassed people do not assume that workplace is safe for transition Good employees may simply find a new job where they can begin life in their appropriate gender Education is still needed to explain difference between “sex” and “gender” All NRAO employees should be aware that it is very likely that a colleague is quietly dealing with self-identity, or with transgender/gender variant family member Jokes can be very hurtful; Support can make tremendous positive difference

Gender Transitioning at NRAO Definitions Transgender is an umbrella term for persons whose gender identity does not conform to that typically associated with the sex to which they were assigned at birth Gender identity refers to a person's internal sense of being male, female or something else Gender expression refers to the way a person communicates gender identity to others through behavior, clothing, hairstyles, voice or body characteristics. Transitioning refers to the process of changing gender presentation to reflect gender identity

Gender Transitioning at NRAO Proposed AUI Transgender Inclusive Policy Statement AUI, Inc. and its research centers, as an equal opportunity and affirmative action employer, maintain a non-discrimination policy which prevents discrimination in any way on the basis of sex, sexual orientation, gender identity, or gender expression.   As such, we expect a safe and productive workplace environment for all employees.  We have established a protocol to address the needs of transgender and gender non-conforming employees. This protocol clarifies how our non-discrimination policies will be implemented in situations where questions may arise about how to protect the legal rights or safety of such employees.  While this protocol does not anticipate every situation that might occur with respect to transgender or gender non-conforming employees, the needs of each transgender or gender non-conforming employee will be assessed on a case-by-case basis, in consultation with the employee. In all cases, the goal is to ensure the safety, comfort, and healthy development of transgender or gender non-conforming employees while maximizing the employee’s workplace integration and minimizing stigmatization of the employee.  Employees may access this protocol at the HR Webpages or the Diversity Webpages by use of the following link ______________.  

Gender Transitioning at NRAO Policy/Protocol Implementation and Clarification Nondiscrimination policy includes Gender Identity & Gender Expression Transgender-specific policy includes: Right to privacy Employee decides when, with whom, and how much to share Record-keeping Whenever possible, gender and name changes will be accommodated (e.g., email, photos, employee records that do not require sex-at-birth/legal names/gender) Pronouns Employee to be addressed by name and pronoun that corresponds to gender identity

Gender Transitioning at NRAO NRAO Policies Any incident of discrimination or harassment based upon gender identity or expression will be given immediate and effective attention NRAO maintains health insurance contracts that include coverage for transition-related care Employees seeking treatment as part of their transition may use sick leave, and may use FMLA medical leave when appropriate. Gender Identity Training will be offered across Observatory to provide common understanding

Gender Transitioning at NRAO Transition Plan NRAO will identify a “point of contact” for transitioning employees If not already in HR, the contact will refer employee to HR The contact will work with employee and HR to complete the gender transition plan (GTP) All steps of GTP will be taken in consultation and agreement with employee. Contact and employee meet to discuss who will need to be included in the transition plan (e.g., employee, supervisor, HR and Benefits representative, etc.)

Gender Transitioning at NRAO Gender Transition Plan Meeting with employee and supervisor to discuss planned transition Management made aware of planned transition so that leaders can express their support for the employee Team will determine timeline for, and create, a GTP: Date when transition will formally occur. Examples: Date that employee will change gender expression, name and pronouns, and will begin using gender-based facilities When and how (e.g., email, group meeting, individually) immediate colleagues will be informed Decide whether or not, and how, training will be provided to co-workers

Gender Transitioning at NRAO Gender Transition Plan GTP continued… Determine appropriate updates to records, and when the changes will be made Determine dates of leave that may be needed Ensure that name changes/photos/email addresses are ready to go live on transition day Work team transition meeting Head of team and high-level management present Emphasize importance of employee to organization Review nondiscrimination policies Employee will be presenting according to gender identity (including new name and pronoun)

Model, and insist upon, respect. Gender Transitioning at NRAO Gender Transition Plan GTP continued… Supervisor is behavioral model: uses employees new name and pronoun in all communications HR prepared to respond to questions from staff Commitment of senior management to smooth transition for employee is critical. Model, and insist upon, respect.

Gender Transitioning at NRAO Next Steps HR Employee Manual Updates “In addition to Title VII prohibitions, the Observatory prohibits harassment of any kind, including on the basis of race, creed, color, age, sex, gender identity, gender expression, sexual orientation, mental or physical disability, or national origin.” 2.12.1.1 Equal Employment Opportunity Update to be consistent: “…race, creed, color, age, sex, gender identity, gender expression, sexual orientation, mental or physical disability, or national origin” 2.12.1.2. Definitions of Harassment.

Gender Transitioning at NRAO Next Steps HR Employee Manual Updates 2.12.1.1 Equal Employment Opportunity Update to be consistent: “…race, creed, color, age, sex, gender identity, gender expression, sexual orientation, mental or physical disability, or national origin” 2.14.1.2 Examples Refusing to use preferred names and pronouns when asked to do so.

Gender Transitioning at NRAO Final Thoughts In order to prevent misunderstandings, casual, public conversation about this topic should be avoided, unless the conversation is clearly supportive of workplace gender transitioning NRAO has an opportunity to be a leader in modeling inclusive support for transgender employees Someone at NRAO will –next month, next year, three years from now- express a desire to transition We want to be ready and supportive