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3.03.004_Gender Transition ProtocolsCITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: Gender Transition Protocols 3.03.004 OCTOBER, 2023 Page 1 of 1 1. PURPOSE The protocols in this guide are designed to support an inclusive and productive workplace environment for all employees. Specifically, this document addresses the needs of transgender and gender non- binary employees (see “Definitions” on page 2) and provides guidance to supervisors and managers on how to protect the legal rights and safety of such employees and to foster an environment of belonging. The protocols do not anticipate every situation that might occur. The needs of transgender and gender non-conforming employees must be assessed on a case-by-case basis. The goal is to ensure the well- being of these employees within their professional workplace and to ensure that all employees are treated fairly regardless of their orientation or gender identity. This includes promoting adherence to the City’s relevant non-discrimination policies, maximizing workplace integration, and minimizing stigmatization. As such, the protocols are designed to help supervisors and managers maintain a respectful and non-discriminatory work environment for all of their staff. 2. SCOPE, BACKGROUND, PROVISIONS AND APPENDIXES See attached. REVISION HISTORY: TRANSITION GUIDE a guide for ensuring inclusion FOR MANAGERS, SUPERVISORS, AND EMPLOYEES EFFECTIVE: October 2023 Table of Contents Purpose ……………..………………………………………………..……………………………………… 1 Introduction ……….…………………………..………………………………………………………..… 1 Definitions ………………………………………………………………...……………………………..… 2 Overview for Supervisors and Managers ……….…………..……………………………..… 3 Overview for Employees Who are Transitioning>………………………………………… 5 Initial Conversation ………………………………………………..….……………………………..… 6 Confidentiality …………..……………………………………………...……………………………..… 6 Names/Pronouns ……………………………………………………...………………………………… 7 Official Records ………….……………………..……………………...………………………………… 7 Sex-Segregated Job Assignments ……………………………...………………………………… 8 Restroom Accessibility ……………………………………………...………………………………… 8 Locker Room Accessibility ……………….………………………..………………………………… 8 Dress Codes ……………………………………………………………...…………………………..….… 8 Discrimination/Harassment ………………………………..…………………………..…..……… 9 Health Insurance Benefits ………………………………………....……………………..………… 9 Workplace Transition Plan ……………………………………………………………..…………… 10 Before the Workplace Transition Begins ……………..………………………………… 10 The Day the Transition will be made Known ………..……………………..………… 12 The First Day of the Employee’s Workplace Transition ………….……………… 15 How Employees who are Transitioning Can Prepare..……………………………..…… 16 Resources …………………………………………………………….……………………………..……… 19 Appendix A: Transition Plan Checklist …………………………………………………………. 20 Appendix B: Sample Handout ………………………………………………….….…….………… 21 City Manager Administrative Policy No. 3.03.004 Page 1 of 23 Purpose The protocols in this guide are designed to support an inclusive and productive workplace environment for all employees.1 Specifically, this document addresses the needs of transgender and gender non-binary employees (see “Definitions” on page 2) and provides guidance to supervisors and managers on how to protect the legal rights and safety of such employees and to foster an environment of belonging. The protocols do not anticipate every situation that might occur. The needs of transgender and gender non-conforming employees must be assessed on a case-by-case basis. The goal is to ensure the well-being of these employees within their professional workplace and to ensure that all employees are treated fairly regardless of their orientation or gender identity. This includes promoting adherence to the City’s relevant non-discrimination policies, maximizing workplace integration, and minimizing stigmatization. As such, the protocols are designed to help supervisors and managers maintain a respectful and non-discriminatory work environment for all of their staff. Introduction These protocols will guide supervisors and managers so they can assist employees who are undertaking (or considering) a workplace gender transition. This document also provides information and support for these employees. Coworkers may find this document helpful as well. A lack of knowledge about gender transition and understanding the experience of those who are transgender has the potential for creating misunderstanding and tension within the workplace. The likelihood of negative reactions can be reduced by establishing a culture of appreciation of differences, providing adequate training, and treating all employees fairly. The City of Rohnert Park does not discriminate in any way on the basis of sex, sexual orientation, gender identity, or gender expression. Employees of all genders are welcome. The City’s non- discrimination policies support the protocols outlined in this document. Workplace diversity is an organizational strength and adds to an organization’s resiliency. A diverse workplace means that our employees must be able to work with all kinds of people. It is not required that City employees “believe in” or accept an individual’s right to be transgender 1 This document is based on a model policy developed by the Transgender Law Center and on a number of existing protocols and policies, including those adopted by major public sector employers like the Federal government. City Manager Administrative Policy No. 3.03.004 Page 2 of 23 or undergo a gender transition. Employees are entitled to their beliefs, but we are all required to treat the employee who is transitioning, and every other employee, with equity and respect. If an employee expresses their intention to transition, the assistance of the department and supervisor is critical. The supervisor’s actions will impact the outcome of the workplace transition. Be aware that the employee’s decision is likely to have been carefully considered over months, if not many years. By the time an employee approaches their supervisor, they are likely to have already gone through a long process of informing family and close friends. It is not a sudden, rash, overnight decision. It is, rather, a life event on a par with becoming a parent or getting married. If you are transgender and/or are undergoing (or considering) a gender transition, you have the right to openly be who you are at work. This means that, while maintaining professional expectations, you may express your gender identity, characteristics, or expression without fear of negative consequences. These protocols are designed to help ensure that the workplace has tools to make sure that your gender transition is successful and understood by your fellow employees and supervisors. Definitions The definitions provided here are not intended to label employees but rather to assist in understanding these protocols. Employees may or may not use these terms to describe themselves. • Gender expression: is how a person presents gender outwardly, through behavior, clothing, voice or other perceived characteristics. Society identifies these cues as masculine or feminine, although what is considered masculine or feminine changes over time and varies by culture. • Gender identity: A person’s own internal sense of self and their gender, whether that is man, woman, neither or both. Unlike gender expression, gender identity is not outwardly visible to others. Everyone has a gender identity. • Gender non-binary: is a term that can be used by people who do not describe themselves or their genders as fitting into the categories of man or woman. A range of terms are used to refer to this experiences; nonbinary and genderqueer are among the terms that are sometimes used. City Manager Administrative Policy No. 3.03.004 Page 3 of 23 • Gender Transition: The process a person may take to bring themselves and/or their bodies into alignment with their gender identity. It’s not just one step. Transitioning can include any, none or all of the following: telling one’s friends, family and co- workers; changing one’s name and pronouns; updating legal documents; medical interventions such as hormone therapy; or surgical intervention, often called gender confirmation surgery. • LGBTQIA+: A common abbreviation that refers to lesbian, gay, bisexual, transgender, intersex, asexual and queer communities. • Sexual orientation: refers to the enduring physical, romantic and/or emotional attraction to members of the same and/or other genders, including lesbian, gay, bisexual and straight orientations. People don’t need to have had specific sexual experiences to know their own sexual orientation. They need not have had any sexual experience at all. They need not be in a relationship, dating or partnered with anyone for their sexual orientation to be validated. For example, if a bisexual woman is partnered with a man, that does not mean she is not still bisexual. Sexual orientation is separate from gender identity. As GLADD notes, “Transgender people may be straight, lesbian, gay, bisexual or queer. For example, a person who transitions from male to female and is attracted solely to men would typically identify as a straight woman. A person who transitions from female to male and is attracted solely to men would typically identify as a gay man.” • Transgender: or simply Trans, is an adjective used to describe someone who’s gender identity differs from the sex assigned at birth. A transgender man, for example, is someone who was listed as female at birth but whose gender identity is male. Cisgender and transgender have their origins in Latin-derived prefixes of “cis” and “trans” – cis, meaning “on this side of” and trans meaning “across from” or “on the other wide of”. Both adjectives are used to describe experiences of someone’s gender identity. Overview – For Supervisors and Managers City Manager Administrative Policy No. 3.03.004 Page 4 of 23 Employees who transition their gender while employed with the City will need the assistance of their supervisor, managers, and the Director of Human Resources, or designee. Each individual will have a unique set of factors which will require a customized approach. Use the Workplace Transition Plan (pages 10-16) and checklist (Appendix A) to prepare for the workplace transition. Be sure to consider the following: • Who will help the employee who is transitioning plan and manage their workplace transition? • What can an employee who is transitioning expect from their supervisor and managers? • What is expected of other staff (team members, coworkers, etc.)? • Who will take the lead on ensuring personnel and administrative records are updated? Due to existing stereotypes both in the workplace and society in general, many transgender individuals face difficult situations and interactions in their personal, professional, family, and financial lives simultaneously. This can lead to high stress levels, particularly when individuals are in the initial stages of transitioning. In addition, the employee would like to feel confident that the individuals who will help plan their workplace gender transition will take steps to inform themselves about understanding the experience of those that are transgender. If you are unfamiliar or uncomfortable with workplace gender transitions, learn more (see “Resources” on page 19). You can also access the coaching available to you through the Employee Assistance Program (EAP). You can check with the City’s Director of Human Resources to see whether any City employees who have previously undertaken a workplace gender transition might be available to coach you as well. Also, work with the employee who is transitioning to learn about their individual transition timeline, concerns, and needs. Keep the following in mind when talking with an employee who is transitioning: • The employee who is transitioning may choose you – their supervisor, someone up the management chain in their department, or an HR representative – as their first point of contact. • It is crucial that you make it clear that the conversation will be held in confidence. This is key to ensuring the employee’s rights are protected. Maintaining confidentiality will also help you avoid inadvertent violations of the employee’s right to medical privacy. • Obtain permission from the employee prior to discussing the transition with (or seeking further assistance from) anyone, including other staff, your own supervisor, other managers, and Human Resources (HR). • Listen carefully to what the individual is telling you about how they want the workplace transition to proceed. City Manager Administrative Policy No. 3.03.004 Page 5 of 23 • Become more informed (see “Resources” on page 19). Let the employee know that you are taking steps to educate yourself about how you can assist their workplace gender transition. Also let the employee know that you welcome their input as well. • Use a sensitive approach and demonstrate support for an inclusive workplace when discussing their needs and concerns. • Remind them about the additional resources available to them (such as EAP). • Explain any questions and concerns you might have and ask for their input. • Do not ask the employee about their medical decisions. Medical information is private and protected by law. If the employee needs time off for medical care or recovery, follow the same steps used for any request for time off for medical reasons. • Make sure the employee is aware of these protocols. Ask for their opinion on matters covered in this document. Overview – For Employees who are Transitioning As a valued employee, these protocols are provided to help ensure your well-being and to provide assistance during your workplace transition. You have probably been considering this stage of your life for some time. You may have done a lot of research, talked with people you trust, and perhaps connected with support groups locally or online. At this point, you may feel nervous – but more than ready – to get on with your workplace gender transition. The City supports you and wants your transition to be as smooth as possible and your rights to be protected. As you start on this process, it may help to keep the following in mind: • You may feel very vulnerable right now and may be worrying about how your supervisor and coworkers will react. It might help to know that other City employees have successfully transitioned while being employed with the City. We are committed to supporting you through this important life change. • Be sure to read about how you can prepare ahead of time for your workplace transition (“How an Employee Who is Transitioning Can Prepare” on pages 16-18). It will help you think things through and prepare to talk with your supervisor and Human Resources. • Things might not always proceed as smoothly as you would like, but planning ahead and working with a team will help pave the way to a successful workplace transition. It is important to keep your supervisor advised of any challenges or issues that may arise. • You get to decide who to approach first to begin discussing the needed workplace preparations for your gender transition. It could be your supervisor, a manager up the chain in your department, or an HR representative. It’s your choice. City Manager Administrative Policy No. 3.03.004 Page 6 of 23 • Keep in mind that some aspects of your workplace transition will take longer than others. Estimate a reasonable timeline (at least six weeks) so that everything can be ready on the first day of your workplace transition. • Remember that very few supervisors and managers have experience with or knowledge about workplace gender transitions. This does not mean you have to train them, but you can help by making sure they know about these protocols and by referring them to any other resources you believe will be helpful. • You have a right to privacy … and at the same time, a number of people in the organization will need advance knowledge of your transition (with your consent) to ensure changes can be made (like updating your email address and name badge). Work with your supervisor to determine how and when others will be told. • You do not need to discuss your medical decisions. Medical information is private and protected by law. If you need time off for transition related medical care or recovery, follow the same steps used for any request for time off for medical reasons. If a doctor’s note is needed, the note should explain the workplace implications (e.g. amount of time off needed and any work restrictions upon returning to the job), but it should not list the diagnosis or treatment. Work with your doctor to ensure your privacy. Initial Conversations Anytime we anticipate sharing plans of change, there can be a great deal of apprehension surrounding how others may react. It can be quite stressful and frightening for an employee to share their intention to transition their gender at work. They may feel vulnerable discussing their plans with a person upon whom their job depends. When an employee contacts their supervisor, a manager up the chain in their department, or HR to explain they are planning to transition and want to start presenting in accordance with their gender identity, this contact person should assure the employee that they will work with them to help make the workplace transition as smooth as possible. It is often with great anxiety that the individual has come to this point. They have likely heard stories about individuals who were treated badly in their workplaces, so receiving this type of assurance is important. In addition, the contact person should assure the employee that the information they share will be treated with utmost confidentiality. The employee has probably taken great care to safeguard their status and wants to be sure this information will be disclosed at an appropriate time and in a respectful manner. It is important to let them know that their supervisor will work closely with them on how and when to inform coworkers, managers, and HR about the workplace gender transition. City Manager Administrative Policy No. 3.03.004 Page 7 of 23 The employee who is transitioning should be assured that they will have input into planning the steps of their transition at work. The employee will have the main voice in determining the timing of beginning to work in their new gender role. If any changes in workplace routine need to occur, the employee will coordinate these changes with their supervisor to ensure the employee is able to perform the essential functions of their job. Confidentiality The gender status of an individual is confidential and should only be disclosed on a need-to- know basis and only with the consent of the individual. Information about an employee’s gender status (such as the sex they were assigned at birth) can constitute confidential medical information under privacy laws like HIPAA. Supervisors, managers, HR, and coworkers should not disclose information that may reveal than an employee is transgender or gender non-binary presentation to anyone without consent from the individual. Only the employee who is transgendered has the right to discuss their gender identity or expression openly. Or they may choose to keep that information private. Names/Pronouns An employee has the right to be addressed by the name and pronoun that correspond to their gender identity. City employees are not required to “believe in,” approve of, or accept an individual’s right to be transgender or undergo a gender transition. However, they must respectfully use the employee who is transitioning new name and pronouns. A legal name or gender change is not required to update the employee’s name and gender in many aspects of the workplace. The supervisor should work with the employee, administrative staff, IT, and HR to ensure information is updated by the first day of an employee’s workplace transition, particularly in the areas listed below. Typically, up to six weeks’ notice will be needed to complete these steps. • The employee’s work station name plate, name tag, and access/identification card should reflect their new name. • Organization charts, team rosters, City webpage listings, and phone directories should reflect their new name. • The employee’s email address should reflect their new name. City Manager Administrative Policy No. 3.03.004 Page 8 of 23 • Photographs on their access/identification card and photographs on display in the workplace should portray the individual according to their gender identity. Some City records must match the employee’s legal name and cannot be altered until a legal name change has been achieved. See “Official Records” below for more information. Some employees are legally required to have a current and valid professional license to function in their role. At some point, their legal name may change and no longer match the name on their license. The employee must sign reports, plans, etc. with the name on the license until their license has been updated to reflect their new name by the applicable licensing body. Official Records Certain types of records, like those relating to payroll, insurance, and retirement accounts, require a legal name change before the person’s name can be changed. When any employee changes their legal name for any reason, they should notify HR. After the employee provides HR with official notification of a legal name change, HR will update personnel and administrative records accordingly. Documentation is not required to update the employee’s name and gender in many other aspects of the workplace. See “Names/Pronouns” above for more information. Sex-Segregated Job Assignments For sex-segregated jobs, an employee who is transgender will be classified and assigned in a manner consistent with their gender identity, not their sex assigned at birth. Restroom Accessibility Employees shall have access to the restroom corresponding to their gender identity. Any employee who has a need or desire for increased privacy, regardless of the underlying reason, will be provided access to a single-user restroom when available. For example, if any employee does not want to share a multi-person restroom with a coworker who is transgender, they can make use of this kind of option, if available. No employee, however, shall be required to use such a restroom. All employees have a right to safe (whether emotional, physical, etc.) and appropriate restroom facilities, including the right to use a restroom that corresponds to the employee’s gender identity, regardless of the employee’s sex assigned at birth. That is, transgender women must be permitted to use the women’s restroom, and transgender men must be permitted to use the men’s restroom. Ultimately, however, that decision should be left to the employee who is transgender to determine the most appropriate and safest option. City Manager Administrative Policy No. 3.03.004 Page 9 of 23 Locker Room Accessibility All employees have the right to use the locker room that corresponds to their gender identity. Any employee who has a need or desire for increased privacy, regardless of the underlying reason, can be provided with a reasonable alternative changing area such as the use of a private area, or using the locker room that corresponds to their gender identity before or after other employees. Any alternative arrangement for an employee who is transgender will be provided in a way that allows the employee to keep their transgender status confidential. Ultimately, the decision should be left to the employee who is transgender to determine the most appropriate and safest option. Dress Codes Transgender and gender non-binary employees have the right to comply with dress codes, if applicable, and professional appearance standards in a manner consistent with their gender identity or gender expression. For clarification, please note that the following do not constitute reasons to deny a transitioning individual the right to dress according to their gender identity: • Working with the public, vendors, and/or outside agencies • Coworker, supervisor, and/or manager preferences or comfort level • Public, vendor, and/or outside agency preferences or comfort level Discrimination/Harassment It is unlawful and violates City policy to discriminate in any way (including, but not limited to, failure to hire, failure to promote, or unlawful termination) against an employee because of the employee’s actual or perceived gender identity. Additionally, it also is unlawful and contrary to these protocols to retaliate against any person objecting to, or supporting enforcement of legal protections against, gender identity discrimination in employment. The City is committed to creating a discrimination-free work environment for its employees. Any incident of discrimination, harassment, or violence based on gender identity or expression will be given immediate and effective attention, including, but not limited to, investigating the incident, taking appropriate corrective action, and providing staff with appropriate resources. Some examples of violations a supervisor would need to address include: • Denying an employee access to locker rooms and/or restrooms that correspond to their gender identity. • Prohibiting an employee from dressing according to their gender identity. City Manager Administrative Policy No. 3.03.004 Page 10 of 23 • Refusing to respect an employee’s gender identity. o For example, intentionally and/or persistently referring to an employee by a name or pronouns that do not correspond to the employee’s gender identity can constitute harassment. Initially, some infrequent and unintentional references to the former identity will likely occur (especially in the first month or two of the transition process) simply due to habit and human error. However, everyone must adjust to using the new name and pronouns as soon as possible. Health Insurance Benefits HR maintains a “Health Plan Summary Documents” that list all of the current benefits of each health care plan, including which plan(s) cover transgender services. This is available on the City’s internal website (see below). If this link is broken, HR can provide a new link or the document itself. https://www.rpcity.org/cms/One.aspx?portalId=3037873&pageId=3346405 A description of the covered transgender health care services can be found in the “benefits summary” of the relevant plan(s). The plan summaries are available on the City’s “Benefits” webpage, or HR can provide updated links and/or the documents. When asking HR for help accessing the benefit summaries, there is no need to indicate why they are being requested. Workplace Transition Plan This section addresses many of the processes that may occur during an employee’s gender transition. The Workplace Transition Plan should be modified with input from the supervisor and the employee who is transitioning to meet the needs of the organization and the employee. Also see Appendix A for a helpful Transition Plan Checklist. BEFORE THE WORKPLACE TRANSITION BEGINS 1. The employee who is transitioning should meet with their selected first point of contact to begin discussing the needed workplace preparations for their transition. The employee might choose their supervisor, someone up the management chain in their department, or an HR representative as their first point of contact. City Manager Administrative Policy No. 3.03.004 Page 11 of 23 2. At that initial meeting or a subsequent meeting, the employee and first point of contact should discuss forming a transition team and setting a timeline for the workplace transition. a. The transition team will include all of the individuals who will play a role in implementing the employee’s workplace transition. At a minimum, the transition team should include the employee, the first point of contact, the employee’s supervisor, and the Director of Human Resources. In addition, the employee may decide to include someone from HR and/or a trusted ally (from within the organization or outside of the workplace). All members of transition team should familiarize themselves with the protocols and resources in this document and any other relevant resources that provide educational information about understanding the experience of those who are transgender in order to ensure a safe, productive work environment. b. The timeline should address when each person in the transition team needs to become involved in the employee’s transition process, as it is likely not all individuals of the transition team need to be brought on board at once. The timeframe should recognize that some stages of the workplace transition process will require more lead time than others. The timeline needs to be realistic (likely at least six weeks) to ensure everything is ready on the first day of the workplace transition. Work with the Human Resources department to develop a sufficient timeline. 3. If the supervisor of the employee who is transitioning was not the first point of contact, a meeting between the employee who is transitioning and the employee’s supervisor (and other transition team members, if desired by the employee who is transitioning) should be scheduled to ensure the supervisor knows of the employee’s planned transition. Note: With the employee who is transitioning’s consent, managers beyond the supervisor will also need to be made aware of the employee’s planned transition so that leaders can express their support for an inclusive workplace when the employee’s transition is made known to the employee’s work team. The supervisor should work with the employee who is transitioning to determine how and when to inform the management chain in their department. City Manager Administrative Policy No. 3.03.004 Page 12 of 23 4. The supervisor and employee (and other members of the transition team, if desired by the employee who is transitioning) should work together to write the Workplace Transition Plan. They should make sure it addresses all of the following areas: a) The date when the workplace transition will officially and formally occur. This means the date that the employee will change their gender expression, name, and pronouns. This date should provide enough time (likely at least six weeks) for updating the employee’s email address, name plate, organization charts, etc. (see “Names/Pronouns” and “Official Records” on page 7). The employee who is transitioning may choose to begin using the restroom and locker room associated with their gender identity on this date as well. The employee who is transitioning will know best when the transition date should occur as they will be able to determine all relevant factors to be considered when choosing this date. b) Decide how, when, and in what format other managers will be made aware. c) Decide how, when, and in what format the employee who is transitioning’s coworkers will be made aware of the employee’s transition. It is up to the employee who is transitioning to decide if they would like to make some coworkers aware of their transition on a one-on-one basis before it is officially announced. The employee who is transitioning will also decide whether the official announcement should be made in writing or verbally and who will make the announcement. The employee will decide if and how they will participate in making the announcement. See “The Day the Transition Will Be Made Known to the Work Team” (page 12) when planning the announcement. d) Decide what, if any, voluntary training will be offered to coworkers and make arrangements for the training as needed. e) Determine where workplace references to the employee’s name and photographs need to be updated and when they will be made (See “Names/Pronouns” and “Official Records” on page 7). Provide sufficient notice (about six weeks) and work closely with administrative staff, HR, IT, and others as needed to ensure that updates are made by the first day of the employee’s workplace transition. f) Schedule dates of any leave that may be needed for pre-scheduled medical procedures. (There is no need to discuss which procedures or what they entail.) City Manager Administrative Policy No. 3.03.004 Page 13 of 23 g) Discuss how the employee would like to handle name and pronoun mistakes that may occur in the first few months. Discuss how the supervisor will address persistent and/or intentional misuse of names and pronouns that may occur. THE DAY THE TRANSITION WILL BE MADE KNOWN TO THE WORK TEAM 1. If the employee who is transitioning has decided the announcement will be made in a meeting: a. Include the employee who is transitioning (if they wish to be present), the employee’s supervisor, management up the chain in their department, the employee’s coworkers, and any other team members or leaders if they are able to attend in person. Arrange for remote conferencing for any members of the transition team or the employee’s work team that cannot be there in person. The employee will decide whether (or not) to attend all or part of the meeting. b. If the employee thinks it would be helpful, a handout about understanding the experience of those who are transgender can be provided at this meeting. See Appendix B for a recommended handout. c. The supervisor of the employee’s work team should announce the transition, along with any other high level managers who are there to demonstrate that they support an inclusive workplace. d. The speaking supervisor must cover the following information in the meeting: i. Clarify that the following announcement is confidential. The information should only be disclosed to others on a need-to-know basis and only with the consent of the individual concerned. ii. Explain that the employee formerly known as ___________ (old name) will be ___________ (new name) and will be referred to using _______ (she/her/he/him/they/them) pronouns as of ___________ (workplace transition date). iii. Emphasize the employee who is transitioning’s importance at the City and management’s complete support of an inclusive workplace. City Manager Administrative Policy No. 3.03.004 Page 14 of 23 iv. Review the City’s nondiscrimination policies and indicate that all employees are invited to review the Workplace Gender Transition Protocols. v. Indicate that the employee who is transitioning will be presenting themselves in accordance with their gender identity. Indicate the expectation that everyone will behave respectfully and use the new name and pronouns as of __________ (date), regardless of any personal views they may hold. vi. Make a point that continued professionalism within the workplace is expected, that the transition will not change expectations of appropriate workplace behavior, and that work should go on as it did previously. vii. Solicit any questions. Refer questions the supervisor cannot answer to Human Resources. viii. Explain that __________ (new name) would prefer not to discuss the details of their transition at work or with people outside of their closest circle of friends and family. Indicate that everyone is welcome to direct any further questions to the supervisor and/or Human Resources. ix. If voluntary training is going to be offered, the date should be announced at this meeting. If possible, the training should occur before the date of the employee’s workplace transition. e. Be a behavioral model by using the employee who is transitioning’s new name and pronouns during the announcement and in all communication (written and oral, formal and informal) after the first day of the employee’s workplace transition. 2. If the employee has decided that they wish the announcement to be made in writing: a. Work with the employee to craft a written communication (see d. below for details) for distribution to the employee’s coworkers and any other team members, managers up the chain in their department, or professional peers selected by the employee. Determine whether the announcement will be City Manager Administrative Policy No. 3.03.004 Page 15 of 23 distributed by email or as hard copies in sealed envelopes. b. If the employee thinks it would be helpful, a handout about the experiences of humans who are transgender can be included. See Appendix B for a recommended handout. c. The supervisor of the employee’s work team should sign the letter, unless the employee prefers to sign it or have it signed by someone further up the management chain in their department. d. The communication must explain: i. Clarify that the following announcement is confidential. The information should only be disclosed to others on a need-to-know basis and only with the consent of the individual concerned. ii. Explain that the employee formerly known as ___________ (old name) will be ___________ (new name) and will be referred to using _______ (male/female) pronouns as of ___________ (workplace transition date). iii. Emphasize the employee who is transitioning’s importance at the City and management’s complete support of an inclusive workplace. iv. Review the City’s relevant nondiscrimination policies and indicate that all employees are invited to review the Workplace Gender Transition Protocols. v. Indicate that the employee who is transitioning will be presenting themselves in accordance with their gender identity. Indicate the expectation that everyone will behave respectfully and use the new name and pronouns as of __________ (date), regardless of any personal views they may hold. vi. Make a point that continued professionalism within the workplace is expected, that the transition will not change expectations of appropriate workplace behavior, and that work should go on as it did previously. City Manager Administrative Policy No. 3.03.004 Page 16 of 23 vii. Explain that __________ (new name) would prefer not to discuss the details of their transition at work or with people outside of their closest circle of friends and family. Indicate that everyone is welcome to direct their questions to the supervisor and/or a representative from HR. If the employee who is transitioning wishes, the letter can include the items listed in the “Resources” section on page 17. viii. If voluntary training is going to occur, indicate the date. If possible, the training should occur before the date of the employee’s workplace transition. e. Be a behavioral model by using the employee who is transitioning’s new name and pronouns in the announcement and in all communication (written and oral, formal and informal) after the first day of the employee’s workplace transition. THE FIRST DAY OF THE EMPLOYEE’S WORKPLACE TRANSITION With an adequate timeline (about six weeks), the employee’s supervisor will work with administrative staff, HR, IT and others as needed to ensure that all elements (particularly those listed below) are in place by the first day of the employee’s workplace transition. • The employee’s work station name plate, name tag, and access/identification card should reflect their new name. • Organization charts, team rosters, City webpage listings, and phone directories should reflect their new name. • The employee’s email address should reflect their new name. • Photographs on their access/identification card and photographs on display in the workplace should portray the individual according to their gender identity. • If the employee has provided documentation of a legal name change, their official records should be updated (payroll, insurance, retirement, etc.) as well. How Employees who are Transitioning Can Prepare City Manager Administrative Policy No. 3.03.004 Page 17 of 23 This section focuses on helping you, the employee who is transitioning, prepare for your workplace gender transition. 1. You can contact the coordinator of the Human Resources Director to see if they are aware of any employees who have transitioned in the workplace who might be willing to be a sounding board and offer support and advice. 2. You are encouraged to write out how you’d like your workplace transition to proceed. Things might not always proceed as smoothly as you would like, but planning ahead and working with a team will help pave the way to a successful workplace transition. a. Timeline – When do you want to begin working openly in your true gender? As you consider this, keep in mind that your supervisor will need to work with administrative staff, HR, IT and others to make sure everything is ready on the first day of your workplace transition. Some processes will require more time than others. To be on the safe side, you should assume that the timeline will need to be at least six weeks long. b. First point of contact – Who would you like to talk with first about preparing the workplace for your transition? You can choose your supervisor, someone up the management chain in your department, the department HRD, or an HR representative – whomever you feel most comfortable starting the process. c. Transition Team – Who will be on your transition team? Include the individuals who will play a role in helping you achieve a workplace transition. At a minimum, your transition team should include you, your first point of contact, your supervisor, and the Director of Human Resources. You may wish to include a representative from HR. You can also include a trusted ally (from within the organization or from outside the workplace). All members of the transition team should familiarize themselves with these protocols and other relevant educational information about understanding the experience of those who are transgender. d. Coming out – When do you want to start telling people about your workplace gender transition? Do you want to start by talking with a few trusted coworkers one-on-one in confidence? When will you tell your supervisor? When and how do you want your supervisor to inform other managers up the chain of command in your department? When and how do you want your immediate work team to City Manager Administrative Policy No. 3.03.004 Page 18 of 23 be informed? How about other coworkers or professional peers in outside agencies? e. Official announcement – How do you want your workplace transition to be made known to your work group and/or department? Do you want it shared by email or in a printed letter from you or your supervisor or another manager further up the chain of command? Would you rather your supervisor tell people in a meeting? If so, do you want to be present? Do you want to be there in the beginning and leave after the announcement? Would you prefer not to attend? f. Time off for treatment –Will you need time off for transition related medical treatment? How much time? Have you accrued enough sick time and/or vacation time? Keep in mind that you do not need to explain any treatments, but you will need to work with your supervisor to schedule medical time off. g. Training – Do you feel that voluntary training for employees on understanding the experience of those who are transgender in the workplace would help ensure your transition is successful? Would you want to attend the training? h. Name/pronoun adjustment – How would you like to handle occasional name and pronoun mistakes that may occur (especially in the first few months)? If someone unintentionally but persistently uses your former name or pronouns, how would you like this dealt with? If someone appears to intentionally misuse names and pronouns, please refer to the City’s policy on the prevention of harassment and/or discrimination. i. Other considerations – What worries you the most at this point? Who might be able to help? Also, where might your previous identity show up later when you least expect it? Do a search for your old name on the City’s intranet site and other programs. Look for team rosters, organization charts, and old photos. Keep a list of these items so you can ask later about whether they can be changed. 3. When you are ready, talk with your supervisor about your intent to transition. This should be in a face-to-face meeting. Explain that it is a confidential discussion. If you would be more comfortable, you can bring someone with you – a coworker, a manager, or an ally from outside the organization that that you trust. Your supervisor can be an ally and should be part of the planning process for a successful transition. City Manager Administrative Policy No. 3.03.004 Page 19 of 23 4. When you are ready, talk with the Director of Human Resources about your intent to transition. This should be in a face-to-face meeting. Explain that it is a confidential discussion. If you would be more comfortable, you can bring someone with you – a coworker, a manager, or an ally from outside the organization that you trust. Your Director of Human Resources can be an ally and should be part of the planning process for a successful transition. 5. Maintaining confidentiality will be a primary concern. However, with your consent your supervisor will need to share your plans up the management chain in your department so that leaders can express their support of an inclusive workplace when your transition is made known to your work team. Be prepared to discuss with your supervisor who will be told and how and when they’ll be informed. 6. Work with your supervisor or first point of contact to begin planning your transition: a. Identify the members of your Transition Team. b. Establish a timeline for the transition, including dates for informing the management chain in your department, and HR. Set the date for the official announcement to your co-workers and the first day of your workplace transition (usually several weeks apart). Remember that your supervisor will likely need at least six weeks to ensure everything is updated. Before finalizing the timeline, work with the Director of Human Resources to ensure you have allowed enough time for everything to be ready by the first day of your workplace transition. c. Plan the announcement (meeting or written communication). d. Discuss whether voluntary training will be offered. If it is, set a date prior to the first day of your workplace transition. e. Plan for the first day of your workplace gender transition. f. Discuss how you want name/pronoun slips (or misuse) to be addressed. City Manager Administrative Policy No. 3.03.004 Page 20 of 23 Resources (This list is not exhaustive) Books • Transgender Explained For Those Who Are Not by Joanne Herman • Transgender 101: A Simple Guide to a Complex Issue by Nicholas Teich Websites • “Terminology,” National Center for Transgender Equality, http://tinyurl.com/qdhk65l • “Trans 101,” Sylvia Rivera Law Project, http://srlp.org/resources/trans-101 • Out to Protect: https://outtoprotect.org/ Online Videos • “Transgender Basics,” Gender ID Project, www.youtube.com/watch?v=UXI9w0PbBXY • “Transgender Works: Creating a Transgender-Inclusive Workplace,” Northwestern University, http://tinyurl.com/pxl8t43 City Manager Administrative Policy No. 3.03.004 Page 21 of 23 Appendix A: Transition Plan Check List o Meet with the first point of contact _______________________________ o Identify the Transition Team and meet with each person ____________________________ __________________________________________________________________________ o Develop the timeline: Event Date Meet with supervisor Inform/meet with HR (or Director of Human Resources) Inform management chain in employee’s department Schedule medical leave Arrange for voluntary training as needed Make official announcement Hold voluntary training as needed Complete updates to name/photos in workplace First day of workplace transition (usually a few weeks after official announcement) Other steps? o Plan/prepare the official announcement (see pages 12-15 for details) o Determine if voluntary training will be provided and identify trainer (internal or external?) o Update name/photos in workplace (particularly in these areas) o Name tag o Work station name plate o Uniform o Access/identification card o Email address o Organization charts o Team rosters o Photographs on display o Phone directory o Other (e.g. search City web pages and software programs) o Discuss how name/pronoun mistakes will be addressed o Occasional slips o Persistent misuse o Intentional misuse City Manager Administrative Policy No. 3.03.004 Page 22 of 23 Appendix B: Sample Handout Working with Employees who are Transgender. Working with someone who is undergoing a gender transition is easier than you might have imagined. With common sense and everyday manners, everyone can help to maintain a productive and inclusive work environment. What’s in a name? Treat the employee who is transitioning with the same professionalism, fairness, respect, and equity that you treat other employees. This includes using their new name and pronoun. If Mark is now Marla, address her as you would any other woman in the office. If Debbie is now Don, treat him as you would any other man in the office. You may feel awkward at first, but it gets easier with time. If you accidentally use an old name or pronoun, simply correct your terminology and carry on with the conversation. Pretty soon you’ll develop new habits and rarely make a mistake. Where can you get more information? You may have a lot of questions about what it means to be transgender, about the process of undergoing a gender transition, and about the impacts that transitioning might have on an individual’s personal life. However, you should limit your questions to work-related topics. As you can imagine, most transgender people would prefer not to discuss these things except with close friends and family members. (If you’re a close friend of the employee who is transitioning, and if that individual has opened the door to personal questions, you can discuss their experience in more depth in privacy.) Fortunately, there is plenty of good information online. Here are some sites that might be helpful. You can find more by googling “Transgender 101.” • “Terminology,” National Center for Transgender Equality, http://tinyurl.com/qdhk65l • “Trans 101,” Sylvia Rivera Law Project, http://srlp.org/resources/trans-101 • “Transgender Basics,” Gender ID Project www.youtube.com/watch?v=UXI9w0PbBXY • Also see the City of Rohnert Park’s “Workplace Gender Transition Guide” Protect privacy. Above all, do not “out” the employee to (discuss their gender transition with) anyone who does not know about it already. A gender transition is a private matter (and is considered protected medical information) and is not appropriate to share with others. Your transitioning coworker had to make it known at work to help others understand why their name and appearance are changing, but this does not mean the information is public knowledge. In fact, revealing their status can put them in very real personal danger. The best approach is to protect their privacy, just as you would for any employee who is undergoing a deeply personal life change.