1. Protocol for Workplace Gender Transitioning
Lyndele von Schill, ODI Director

2. 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

3. 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

4. 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

5. 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 ______________.

6. 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., , 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

7. 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

8. 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.)

9. 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., , group meeting, individually) immediate colleagues will be informed
Decide whether or not, and how, training will be provided to co-workers

10. 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/ 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)

11. 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.

12. 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.”
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”
Definitions of Harassment.

13. Gender Transitioning at NRAO
Next Steps
HR Employee Manual Updates
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”
Examples
Refusing to use preferred names and pronouns when asked to do so.

14. 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