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Transition support checklist

This checklist is designed to ensure that appropriate actions are taken to manage transition both sensitively and professionally.

It will be necessary to have a formal meeting with the person who is transitioning and agree an individual action plan, including dates by which actions will be taken.

The action plan should include:

  1. How information regarding transition will be managed and who will have access to it.
  2. The date of living full-time in the new gender.
  3. When to start using single sex facilities, for example toilets.
  4. When formal documentation will change
  5. When, if at all, leave may be required for treatment or surgery.

A. Telling colleagues/students/staff

It is important to discuss how and when other colleagues and/or, where appropriate, students will be informed. The person who is transitioning may want to do this for his or herself or may want this to be done for them. Whichever option is chosen, it is important that the person transitioning retains some control over what and when people are told and the language used to explain this.

When dealing with information between the University and College, it is important to follow confidentiality, data protection and disclosure protocols.

B. Name and title change

It is important to identify which of the following cards/badges need to be changed so that an individual's identity is consistently recognised throughout the institution. Where appropriate, this should include modifying records containing a gender specific title (like Mr, Mrs, Miss or Ms). Particular attention should be placed on photographic identity documents:

  • University ID card.
  • Computer log-in details (CRSid).
  • Professional membership cards.

Replace or alter the following records:

  • CHRIS (Cambridge Human Resources Information System).
  • Payroll details.
  • Personnel files in HR and Institutions.
  • Supervisor records.
  • Welfare/disability/counselling records.
  • Pension: death in service and dependents' benefits.
  • Insurance policies.
  • Research council records.

C. Process

If the staff member requires time off for surgery and recovery discuss what support and/or adjustments are needed to ensure that he or she is able to remain at work.

Discuss any work or course absence that may be needed due to gender reassignment. Staff members should be treated in accordance with relevant University HR policies.

D. Training

It is important that all relevant people are informed of their rights and responsibilities to facilitate the staff member's gender reassignment and eliminate unlawful discrimination, harassment and victimisation.

Therefore, it may be necessary to provide information or training to colleagues. The University has developed on-line Equality and Diversity training to assist with this. The Equality & Diversity training is differentiated for staff with management responsibility and staff without management responsibility.

Additional specific training around appropriate behaviour or gender reassignment may be necessary or advisable. Contact Kevin Coutinho, Equality & Diversity Consultant at for further information and guidance.

E. Ceremonies and certificates

Some members of staff may be awarded degrees. The name used on degree ceremony programmes or the name that is read out during the degree ceremony should be agreed with the staff member.

However, as a degree certificate is a legal document, the staff member's legal name must be used. Evidence will be required to issue a degree certificate in a name that is different from that held by the University. This could be, for example, a copy of the person's Deed Poll Certificate. It is strongly advised to work in advance of the ceremony to confirm arrangements.

If it is not possible to issue the certificate in the staff member's chosen name or where transition occurs after graduation or course completion, it would be appropriate to re-issue the certificate.