Date Revised Month Year ADMINISTRATIVE POLICY Date Effective Month Year Equity and Access: Gender Identity, Gender Expression, Names and Pronouns Senior Leader: Vice President for Equity and Diversity Responsible University Officer: Vice President for Equity and Diversity Policy Owner: Director of Equal Opportunity and Affirmative Action/Title IX Coordinator Policy Contact: Tina Marisam POLICY STATEMENT The University of Minnesota is committed to establishing and maintaining an environment for University members that is free from discrimination and harassment based on gender identity and gender expression and where University community members are provided equal access to programs, facilities and employment consistent with their gender identity and regardless of their gender expression. Name, Gender Identity and Pronouns 1. University members may specify a name and/or gender identity that differs from the name and/or sex, sex assigned at birth, and/or gender identity listed on their legal documents. University members may specify the pronouns used to refer to them without being required to provide documentation of their gender identity. 2. University members can specify their names, gender identities and/or pronouns by informing University members in writing or verbally. University members can determine whether and how to share this information with other University members. 3. University members and units are expected to use the names, gender identities and pronouns specified to them by University members, except as legally required. Privacy 1. Units must take reasonable steps to maintain the privacy of University members’ names, sex, sex assigned at birth, and gender identities maintained in University records when they differ from the University’s members’ specified names and gender identities. Only individuals with a legitimate need to know the names and gender identities maintained in University records should access, share, or otherwise use this information. Data Collection & Reporting 1. When legally required or when there is a legitimate rationale, University units may request and report on information about a University member’s sex (e.g., as indicated on legal documents), sex assigned at birth, and gender identity. Where possible, the University unit requesting this information will explain the reason for requesting or reporting on the information and how the information will be used. University members do not have to respond to requests to disclose gender identity or sex assigned at birth, except when legally required or when there is a legitimate rationale. Programs, Activities and Facilities 1. The University will make gender inclusive options for housing, restrooms, and locker rooms widely available to University members. 2. Individuals may access gender-specific facilities that correspond with their gender identities and may participate in University activities and programs consistent with their gender identities including, but not limited to, housing, restrooms, locker rooms, recreation services and activities, and camp programs. 3. Individuals will not be required to use gender-specific facilities that are inconsistent with their gender identities or to use gender inclusive options because their sex assigned at birth or sex listed on legal documents differs from their gender identity or gender expression. Attire 1. Dress or attire requirements should not be gender-specific. Discrimination, Harassment and Retaliation 1. Discrimination and harassment based on gender identity or gender expression is prohibited, consistent with the Board of Regents Equity, Diversity, Equal Opportunity and Affirmative Action Policy. 2. Violations of the provisions of this Policy could constitute discrimination or harassment based on gender identity or gender expression. 3. Discrimination or harassment based on gender identity or gender expression may result in appropriate responsive action, including but not limited to disciplinary action up to and including termination from employment and academic sanctions up to and including academic expulsion. 4. Retaliation is prohibited. No member of the University community may retaliate against an individual because of the individual’s good faith participation in: a. reporting or otherwise expressing opposition to, suspected or alleged misconduct; b. participating in any process designed to review or investigate suspected or alleged misconduct or non-compliance with applicable policies, rules, and laws; or c. accessing the Office for Conflict Resolution (OCR) services. A causal relationship between the good faith participation in one of these activities and an adverse action is needed to demonstrate that retaliation has occurred. 5. To report suspected violations of this policy, please contact your campus equal opportunity office or campus student conduct office and/or refer to the Reporting Suspected Misconduct Policy. REASON FOR POLICY To express the University’s commitment to provide equal access in employment, education, facilities and services for all members of the University community, including transgender and gender nonconforming students, faculty, staff and visitors consistent with applicable law and University policy. To support the University’s goal to provide and maintain an environment for University members that is free from discrimination, harassment and retaliation based on gender identity and gender expression. PROCEDURES There are no procedures associated with this policy. FORMS/INSTRUCTIONS There are no forms/instructions associated with this policy. APPENDICES There are no appendices associated with this policy. FREQUENTLY ASKED QUESTIONS FAQs. ADDITIONAL CONTACTS Subject Contact Phone Fax/Email Primary Contact Name Phone Fax/Email Director of EOAA/Title IX Coordinator Tina Marisam 612-624-9547 marisam@umn.edu Director of the Gender and Sexuality Center for Queer and Trans Life Ahmad Qais Munhazim 612-625-0537 munha009@umn.edu Chairs of the Trans Advisory & Action Team Jay Wilson Raychel Benson taatlt@umn.edu Crookston Duluth Morris Rochester DEFINITIONS Gender Expression Appearance and behaviors that may convey something about an individual’s gender identity, or that others interpret as conveying something about an individual’s gender identity, including, but not limited to, their clothing, mannerisms, communication patterns, etc. Gender Identity An individual’s own understanding of themselves in terms of gendered categories that may include female, male, transgender, genderqueer, genderfluid, gender nonconforming, Two Spirit, intersex, nonbinary, and many others. Gender identity cannot be observed; the only way a person can know an individual’s gender identity is when they tell you. An individual’s gender identity may be consistent over their lifetime or may shift over time. Gender identity differs from sexual orientation, which refers to an individual’s patterns of romantic and/or sexual attraction, in terms of gender. Specified Name The name an individual chooses to use and which can differ from the name maintained in University records that are kept in order to meet legal requirements. In the PeopleSoft system, the specified name is known as the “preferred name.” University Members Include students, faculty or staff members, University guests, volunteer, contractors, or employees of an affiliated entity. RESPONSIBILITIES Campus equal opportunity office Provide consultations regarding discrimination, harassment and retaliation concerns related to employee conduct. Receive and address reports of discrimination, harassment and retaliation, including through consultation, education, and investigation. Campus student conduct office Addresses concerns regarding discrimination, harassment, and retaliation related to student conduct. Campus LGBTQ resource Subject matter experts that provide programming, consultation and support services to University community members. Trans Advisory & Action Team Subject matter experts on the Twin Cities campus that provide programming, consultation and support services to University community members. Facilities Management Periodically collect up-to-date information on gender neutral restrooms on campus. University Services Senior GIS Manager Periodically update the Campus Maps building pages to reflect up to date data on gender neutral restrooms on campus, in coordination with Facilities Management. UCard Office Ensure that UCards reflect University members’ specified name. RELATED INFORMATION Board of Regents Policy: Equity, Diversity, Equal Opportunity and Affirmative Action Retaliation Administrative Policy Reporting Suspected Misconduct Policy HISTORY Amended: Text