Gender Affirmation Guidelines

Information for transgender staff at UNSW


UNSW is committed to fostering a work and learning environment in which every person feels safe, valued, and can be their full self. Being inclusive of lesbian, gay, bisexual, transgender, intersex and queer (LGBTIQ) people is an important part of this approach and supports the UNSW 2025 Strategy: A Just Society goals.  
   
UNSW recognises that within the LGBTIQ community, transgender people often face unique and complex challenges, and that a supportive work environment can play a central role in enhancing a staff member’s wellbeing.  
   
Change often creates anxiety about the unknown, and as with all change, gender affirmation (sometimes referred to as a 'transition') can affect many people: the individual affirming their gender, supervisors, managers, colleagues, students and other people. In collaboration with transgender staff and the University community, UNSW has developed guidelines to address needs and issues that may arise when a person affirms their gender identity.  
   

Guidelines for the individual affirming their gender identity


Having the right support network in place can assist in your gender affirming journey in the workplace. Involving your supervisor and supportive colleagues can help ensure the gender affirmation process is a positive experience for you and all involved and should be the first step in the process.  
   
Getting started - developing a gender affirmation plan  

Key considerations:

  • Draw up a list on UNSW staff you may need to work with or contact during your gender affirmation
  • When is the affirmation likely to occur? Map out the important dates during affirmation, such as your legal name change, medical appointments (if relevant) and other milestones
  • Are there any specific issues that need to be address sooner rather than later?
  • Think about how you would like your team to find out about your affirmation - e.g. an email, face-to-face group meeting, individual discussions and / or have your manager explain
 

Other important considerations:

  • Will you need to organise any changes to professional licenses, qualifications or accreditations?
  • Do any external parties need to be informed?
 
   

Change checklist


The following checklist is not exhaustive, but may be used as a guide to help reduce the likelihood of unexpected roadblocks. These changes need to happen over an agreed timeline, and as part of a gender affirmation plan.  

Task description What to do / who to contact


Updating your preferred name in your human resources (HR) record


Logon to myUNSW > My Staff Profile > My Profile > Name Change > Edit Preferred Name.

Changing your primary name (legal name) in your HR record


In order to change your primary name in your HR record, you must first change your legal name with the NSW Registry of Births, Deaths & Marriages or ACT Access Canberra. Once you have received your certificate, submit it to HR for review via myUNSW. Logon > My Staff Profile > My Profile > Name Change > Edit Primary Name > Attach documents.

Changing your gender marker in your HR record
You may wish to request this when changing your primary name. Currently, the three gender markers in UNSW HR records are Male / Female / Unknown. Contact your Faculty / Division HR Consultant for more information.
Changing your email address


This can be done by using UNSW Identity Manager. If an appropriate alternate email address is not automatically generated by the system, contact UNSW IT on 9385 1333 or ITServiceCentre@unsw.edu.au

Updating your Staff ID card


FM Assist administers all staff cards. The office is located on Level 2, Mathews Building F23. Contact 9385 5111 or FMAssist@unsw.edu.au.

Email distribution lists
Contact relevant person, if known; otherwise, contact UNSW IT.
Email to staff requesting that they delete your former contact profiles or update existing one
Ask your supervisor / senior leader to email all staff in your Faculty / School / Division / Department. Discuss with your supervisor which group you want to receive the email.
Changing your name on desk / office door
Contact your Faculty / Division Client Facilities Manager.
Requesting new business cards
Contact your supervisor.
Changing logins - computer / additional systems
Self-service if possible, otherwise contact UNSW IT.
Updating the UNSW Staff Directory
Logon to myUNSW > My Staff Profile > My Profile > Staff Directory.
Voicemail
Self-service: dial 58222 > enter security code (default = 1234) > dial 3 > dial 4. For more information, click here.
Team phone lists
Search your inbox to see who last sent you the list.
Organisation charts
Search your inbox to see who last sent you the chart.
Mailing lists
Contact relevant person, if known; otherwise, contact UNSW IT.
Qualifications
Contact relevant institution / organisation. For UNSW qualifications contact Student Central on 9385 8500 or submit an online enquiry here.
Superannuation / insurances policies
Contact your relevant insurance / superannuation provider. UniSuper is the industry fund for the tertiary sector. You can contact UNSW’s on-campus consultant here.

Guidelines for the support team


Provide assurance  
  • Let the person know that you will support them through their affirmation journey.
  • Remind the person they are covered by existing University policies, including UNSW’s Equity and Diversity Policy Statement, as well as state and federal laws.
  • Assure the person that your conversation will be held in confidence to the maximum extent possible.
 
Inform yourself  
  • Refer to Pride in Diversity’s Let’s Talk Gender toolkit
  • Contact Workplace Diversity or other HR staff member who is trained and experienced with gender affirmation processes
  • Consult with people who have affirmed their gender identity and ask for their support and mentoring
  • Complete Ally training
 
Offer assistance  
  • Ask for suggestions on what you can do to support them during their gender affirmation.
  • Ask if they wish to inform their supervisor and work colleagues themselves, or prefer that this be done for them.
  • Find out if the person is considering a name change and what you can do to assist.
  • Set expectations, talk about possible scenarios, misgendering, people making mistakes etc.
 

Supervisors: offer to assist the individual to develop their gender affirmation plan

 

Educating fellow staff, students and clients

 
  • Knowledge and awareness are key to reducing the likelihood of misunderstanding and tension in the workplace, especially when individuals are transitioning or affirming their gender identity
  • Staff (and students) can complete Ally training, a free program which UNSW runs to educate participants about a range of LGBTIQ matters including the issues and needs of lesbian, gay, bisexual, transgender, intersex and queer (LGBTIQ) people, concepts such as homophobia and heterosexism, and the role and expectations of being an Ally.
 

Regardless of our personal views, we need to be respectful and inclusive with all colleagues in the workplace. Supporting transgender staff and being inclusive of people with diverse gender identities is no exception. The UNSW Code of Conduct sets out the University’s expectations of staff and affiliates with respect to their professional and personal conduct.

UNSW will not tolerate discrimination, bullying or harassment on any grounds. Appropriate action, up to and including dismissal, will be taken against staff who engage in such misconduct.

 

Resources for supervisors


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Supervisors may find it useful to access managerAssist, a confidential telephone advisory service for supervisors dealing with situations that may be unfamiliar to them. The managerAssist program is delivered by UNSW’s Employee Assistance Program provider, Davidson Trahaire Corpsych.  
   
Getting support at UNSW  
If you are a staff member or supervisor of a staff member affirming their gender in the workplace, you can contact the Workplace Diversity Team in HR for assistance.