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Please use the contact section in the governing policy.
General Questions
Why was this policy drafted?
The policy responds to requests from students, staff and faculty members for information about their role in creating an inclusive environment for community members of all gender identities, including transgender, gender expansive, and non-binary community members. The administrative policy and these FAQs attempt to answer many of the questions that University community members have asked and to provide transparency around the University’s approach.
The policy expresses the University’s strong commitment to providing a safe and welcoming environment for all community members regardless of gender identity or expression and aligns with the Minnesota Human Rights Act’s prohibition of discrimination based on gender identity. Incorporating this information into an administrative policy, rather than into another form of guidance, provides a highly visible, accessible, and centralized resource that is based on input gathered through the University’s extensive policy consultation process.
A policy-level statement is particularly important given the vulnerability of transgender, gender expansive, and non-binary populations to discrimination, harassment and threats to their safety and well-being. Research shows that individuals from transgender communities face high levels of discrimination that often harms their health and safety, as well as their ability to thrive at work and school.[1] In one of the largest national surveys (N = 27,715) of the experiences of transgender people, 46% of participants reported being verbally harassed in the previous year due to being transgender, one in ten participants reported being physically assaulted in the previous year due to being transgender, and almost half (47%) of participants reported being sexually assaulted at some point during their lifetime.[2]
Why is it important for people to have the option to share, and for me to use, their chosen names, pronouns or other gendered references?
Using the chosen names, pronouns and other gendered references of others conveys a basic level of respect for them and their identities. Some individuals do not identify their gender within the binary system assumed by many languages. For example, not every individual identifies as a man or a woman or uses pronouns like “he/him/his” or “she/her/hers.” There are numerous other pronouns that an individual may use, such as they/them/theirs or fae/faer/faers. Some individuals use more than one set of pronouns – such as she, they or he, they. Some are comfortable with any pronouns being used to describe them and others use no pronouns and opt to be referred to by their name. Regardless of how someone identifies, it is important to acknowledge, respect and refer to them by their chosen name and pronouns.
Can I use non-binary pronouns in a course conducted in a language other than English?
Yes. University members may identify the pronouns used to refer to them, regardless of what language is being spoken. University members may use non-binary pronouns in non English language courses. For example, individuals in Spanish language classes may opt to use gender expansive pronouns, such as elle and elles. Language departments should ensure that instructors provide students with available non-binary structures in the language being learned so that students can communicate their gender identification in that language.
Resources on gender inclusivity in language learning classes are available:
- The Center for Educational Innovation offers consultation and expertise on diversity in the curriculum and inclusive pedagogical practices.
- The University’s Inclusive Language Instruction Research Group (LangIn) offers resources on gender-inclusive language.
Sharing chosen names, gender identities, and/or pronouns
How do I share my name, gender identity and/or pronouns with University members or units?
University members may specify their names, gender identities, pronouns or other gendered references without being required to provide documentation.
University members can choose whether and how to share their chosen name, gender identity and/or pronouns with their unit, supervisors, colleagues, instructors and/or classmates. For example:
- When introducing oneself, one can say: “My name is [insert name], and my pronouns are [insert pronouns].”
- A student may email a faculty member and say: “In class, I would like to use the name [insert name] and be referred to with she/her/hers pronouns.”
- University members can include their pronouns in their signature line: “Pronouns: [insert pronouns].”
- University students, faculty and staff can specify their name, gender identity and/or pronouns in MyU. Your campus One Stop office can provide additional information about how students can specify this information. Employees, including student employees, may request a legal name change through the My Info tab in MyU.
For further guidance, contact your campus LGBTQIA+ resource (see FAQ #28).
When I specify my name, gender identity, and/or pronouns in MyU, where else and with whom is that information shared?
Students can learn about how the chosen name, gender identity and/or pronoun information in MyU is used by visiting their campus One Stop office or website. Please note that if you grant someone guest access to MyU (e.g., a parent or guardian), they can see your chosen name (referred to as “preferred name” in PeopleSoft).
Employees can learn more about how the chosen name, gender identity and/or pronoun information in MyU is used by visiting the My Info tab in MyU.
Not all University systems are connected to each other and not all information in University systems is automatically shared with other University members, including instructors and supervisors. Therefore, even if you have provided a chosen name, gender identity and/or pronoun information in one system, not all University members will be notified or have access to this information. In addition, if you change your chosen name and/or pronouns mid-semester, you should not assume that your instructor will be notified of that change. If you would like an instructor to know about a change to your chosen name and/or pronouns mid-semester, please notify the instructor.
Can I change my name or photo on my U Card?
Yes. Your U Card can reflect your chosen name if you have entered it into MyU at least 24 hours prior to visiting the U Card office. If you would like to replace your U Card with a new one to reflect a different name or photo, you may have to pay a replacement fee. See the U Card Office for your campus or your campus LGBTQIA+ resource for more information. If the replacement fee presents a financial barrier to you, please contact your campus LGBTQIA+ resource and/or the Twin Cities campus Gender and Sexuality Center for Queer and Trans Life at [email protected]. On the Duluth campus, please visit this page.
If I change my name, gender identity and/or pronouns in MyU, will my parents/guardians find out?
Parents/guardians have limited access to the information on MyU. If you grant a parent (or other person) guest access to MyU, they can see your chosen name (referred to as “preferred name” in PeopleSoft), but they cannot see your specified pronouns and/or gender identity. You have the option to determine what personal information is available to your parents, guardians and other designated guests through MyU. For more information about what information is available to a parent (or other person) who has guest access, please contact your campus One Stop office.
Can I change the name associated with my email address?
For current and recently active employees and students, the University’s email account uses the PeopleSoft “preferred name” field when associating an internet ID with a name on your University email account. To update the name associated with your University email account, please input your chosen name as your “Preferred” name in MyU. If this is not functioning properly or you want to request an internet ID or email address change, contact the OIT Service Desk.
For other University community members (e.g., alumni) who are receiving emails from a University unit, please request a change directly with the unit.
Please also note that many people keep local address books in the Google address book associated with their University email account. The name used in the local address book will override the name used by the University’s email system.
I have shared my chosen name, gender identity and/or pronouns with my unit, colleagues and on MyU. How do I share this information with other University systems and groups?
If you would like to share this information with a particular individual, office or system (such as MyU), you should communicate this information directly to that individual, office or system. Please be aware that sharing this information with one individual, office or system (such as MyU) may not result in that information being shared with other University systems or members.
If you would like a person with whom you share this information to share it with others (e.g., with other colleagues in your unit or classmates), please discuss this request specifically with the person. If you do not want the information shared with others, please indicate that specifically.
For information on how chosen names (preferred names in MyU) that have been entered into MyU are shared with other individuals and University systems, please contact your campus One Stop office. Please note that certain individuals with system access may have the ability to see information about chosen names, gender identities, and pronouns that have been entered into MyU.
For information about how to input your chosen name, gender identity and/or pronouns into University systems, please contact your campus One Stop office, MyU, and/or contact the system or group that you would like more information about.
See also FAQ #4, above.
Will the name and pronouns included in my email signature block or in my out of office message be shared outside of the University community, including in response to a public records request?
The University is a public institution subject to Minnesota’s public records law, the Minnesota Government Data Practices Act. As a University employee, your name (including the name used in your signature block) and email address are public data that may be released in response to a public data request. Your gender identity is considered private data, not subject to release in response to a public data request. In most cases, the University considers your pronouns to be private data, even when included in an email signature block.
Still, by including a name and/or your pronouns in your email signature block, you are providing that information to anyone you email and to anyone who might receive your out-of-office message. Individuals may assume that by including a name and/or your pronouns in your email signature block, you do not consider that information to be private. And so, your emails might be forwarded to other individuals, in and outside of the University. In addition, the name included in a signature block could be released (e.g., in response to a public data request) along with other documents that include your legal name. Therefore, you should be thoughtful about what information you include in emails, including in email signature blocks.
Please contact your human resources representative or campus LGBTQIA+ resource if you have concerns related to public release of your information included in your signature block.
Programs, activities, and facilities
Where can I find all gender restrooms or locker rooms?
For all gender restrooms on the Twin Cities campus, please visit the Inclusivity button on the Twin Cities Interactive Campus Map. For all gender restrooms on the Duluth campus, please visit the Duluth Gender Inclusive Bathrooms Map (PDF). For all gender restrooms on the Morris campus, please visit the Morris Campus Map. For all gender locker rooms and restrooms on other campuses, please contact the program or facility you wish to access. The Rochester campus has all gender restrooms located at 318 Commons - 2nd floor and University Square - 3rd floor (in the far corner by the vending machines). For all gender locker rooms and restrooms on other University-owned sites, please contact a program or facility manager for access.
Why doesn’t the building I work in have all gender restroom options?
The University makes efforts to make all gender restroom options available when possible. At the same time, the University must comply with applicable building codes, including codes that require buildings to have a designated number of “female” and “male” restroom spaces and related restroom fixtures. In making alterations to current spaces, the University also must consider technical feasibility and accessibility for individuals with disabilities pursuant to the Americans with Disabilities Act. At times, complying with these other laws, rules and requirements makes it difficult for the University to make additional all gender restroom options available in a particular pre-existing building. However, the University’s design standards require that all new University buildings or pre-existing buildings that undergo major renovation have all gender restrooms.
If you have questions about possible alterations in your building, please contact the Facilities Management Team Manager for your building. For information about the nearest available all gender restroom, please see FAQ #11.
Are there housing options for transgender, gender expansive, and non-binary students?
Yes. For questions and information about the available options, please contact the housing groups on the applicable system campus:
Campus Housing Contacts Campuses Contact Crookston Residential Life 218-281-8531
Duluth Housing and Residence Life 218-726-8178
Morris Residential Life 320-589-6475
Rochester Residential Life 507-258-8240
Twin Cities Housing and Residential Life 612-624-2994
You can also contact your campus LGBTQIA+ resource for more information.
How can I learn about the pronouns, gender identities and/or names of my colleagues, classmates, students, and peers?
University members can ask their colleagues, classmates, students and peers about their names and pronouns in a respectful way. For example:
- When welcoming new employees, students or guests to a meeting, class, etc., you can say, “Hello, my name is [insert name] and my pronouns are [insert pronouns]. Please introduce yourselves by sharing your name and pronouns if you are comfortable doing so.”
- When introducing yourself, you can say, “Hi my name is [insert name] and my pronouns are [insert pronouns]. May I ask what your pronouns are, if you use them?”
- Keep in mind that some people are not able to safely use their chosen name and pronouns in every space. If an employee, student, or peer entrusts you with this information, consider asking if you can refer to them by their chosen name and pronouns in other spaces. For example, “Thank you for sharing that with me. Is it okay for me to use these pronouns for you with others?”
When determining whether, when and how to ask about names and/or pronouns, consider the following strategies:
- share your own name and pronouns first;
- ask at the time of onboarding a new employee, during introductions at a meeting or during class introductions;
- ask everyone in the group the same questions (e.g., as described above), rather than only asking those individuals whose pronouns you have a question about;
- do not limit an individual’s choice of pronouns or require an individual to share their pronouns.
Course instructors should refer to the chosen names of students (often called “preferred names” in University systems) that are included on course enrollment lists.
My colleague, classmate, student or peer shared with me their chosen name, gender identity and/or pronouns. With whom can/should I share this information?
Follow the guidance of the individual who is sharing their personal information. If the individual expresses that they want the information to remain confidential, do not share that information with others. In some situations, it may be unclear whether the individual sharing the information prefers that it remain confidential. For example, this may be the case when the person’s name, gender identity, or pronouns differ from those they used previously, when an individual may be newly exploring their identity, or when an individual may be using different identifiers in different areas of their lives. In these situations, ask the individual to clarify whether the information may be shared.
When do I have a legitimate reason to ask individuals about their gender identities as part of a data collection project?
At times, University units or members may want to collect information from individuals about their gender identities. When determining whether you have a legitimate reason for asking individuals about their gender identities, consider the following questions:
- What is your specific reason for collecting this information? How do you plan to use this information?
- Is the data essential to your purpose? If the data is not essential, consider removing the question. If the question is not removed, consider making the question optional and offering individuals the option to write in their gender identities.
- How will the data on gender identity be used and reported?
- Where and how will gender identity data be stored and protected?
- What legal or University policy restrictions might there be on collection, storage, or use of demographic data?
What information should be provided when asking individuals about their gender identities as part of a data collection project?
Where possible, a University unit or member who is collecting information about University members’ legal sexes, sexes assigned at birth and/or gender identities should explain at the time of collection the reason for collecting the information and how the information will be used. The reason and explanation should be reasonably accessible and understandable to the University members from whom the information is being requested. For example, a statement near the question requesting the information could explain:
- “[Insert name of researcher or research project] is collecting data about gender identity as part of its [insert name of study] in order to study health disparities between cisgender and transgender people.”
- “[Insert name of unit] is collecting data about gender identities of the members of [insert name of unit] in order to help learn about the demographics of the unit to assess recruiting, hiring and retention efforts over time.”
- “[Insert name of unit or program] collects information about the gender identities of the members/participants in [insert name of unit or program] in order to meet the needs of its members/participants and to guide our work to make the [insert name of unit or program] more welcoming.”
The use of only binary gendered language choices (“male” and “female”) is discouraged, as these are limited options that do not provide accurate choices for those who have different gender identities.
Allowing individuals to select more than one gender identity and providing blank spaces for individuals to identify their gender identity is encouraged.
In cases where there is a legitimate business need to request an individual’s sex assigned at birth or legal sex, we recommend that the information be labeled as “sex assigned at birth” or “sex indicated on legal documents”/”legal sex,” and not as “sex” or “gender.”
It is rarely permissible to ask about an individual’s sex assigned at birth. One exception could be in a health care setting, when asking about an individual’s sex assigned at birth could impact services or treatment.
For further guidance and support, please visit the Gender and Sexuality Center for Queer and Trans Life’s site or contact your campus LGBTQIA+ resource.
How do I know whether I have a legitimate reason for requesting information about gender identity from the custodians of University data (e.g., from Human Resources, the Office of Institutional Research or Academic Support Resources)?
The custodian of the University data will determine whether there is a legitimate reason for releasing this data. In making this determination, the data custodian will consider a number of factors. For example, aggregate information about gender identity can generally be shared, such as the total number of students reporting a particular gender identity. Requests for individual private information about students, including about their gender identities, is governed by FERPA. To obtain such individual private information about students, requesters must demonstrate that they are a school official with a legitimate educational interest in the data. Additional criteria may also be considered such as the benefits to students of sharing the data with other systems, or the risk of harm to students if the data is shared.
Other questions about the application of the policy
Am I required to report concerns of discrimination based on gender identity or expression?
University of Minnesota supervisors and human resources professionals are generally required to report possible discrimination based on gender identity or expression that they learn about in the course of performing their supervisory or human resources duties to their campus Equal Opportunity office. Unintentional and occasional misuse of a pronoun will not constitute discrimination and does not need to be reported. However, intentional or repeated misuse of pronouns should be reported. For more information, please see the FAQ: Reporting.
My unit/instructor/facilities are not providing me with the support I think I should be receiving under this policy. What do I do?
We encourage you to talk with your supervisor, advisor, unit leadership and/or your human resources representative about the support you need. If your concerns are not resolved, please contact your campus equal opportunity office. You can also make a report through UReport/Ethical Advocate.
For support and resources, please contact your campus LGBTQIA+ resource. In addition, confidential resources are available on each campus.
I keep forgetting to use the pronouns of my colleague/peer. Is my conduct discrimination? Will I be disciplined?
Unintentional and occasional misuse of a pronoun will not constitute discrimination on the basis of gender identity or gender expression and will not result in discipline. Using incorrect pronouns can have a significant negative impact on transgender, gender expansive, and non-binary people. The best practice in this situation is to apologize and continue to make efforts to learn and treat your colleague/peer respectfully by using the correct pronouns. There are many valuable online resources to learn about pronoun usage and mypronouns.org and Practice with Pronouns are a helpful start.
However, malicious and repeated misuse of pronouns that is intended to degrade or humiliate someone could, depending on the circumstances, constitute discrimination or harassment based on gender identity or gender expression in violation of Administrative Policy: Discrimination or Board of Regents Policy: Student Conduct Code (PDF). Violations may occur when conduct based on gender identity or expression: (1) is unwelcome; (2) is severe, persistent, or pervasive; and (3) unreasonably interferes with an individual’s employment or educational performance; creates a work or educational environment that the individual finds, and that a reasonable person would find, to be intimidating, hostile, or offensive; or effectively denies an individual equal access to a University program or activity. Violations of Administrative Policy: Discrimination or Board of Regents Policy: Student Conduct Code could result in discipline.
Does the expectation that I use individuals’ chosen pronouns infringe on my right to free speech?
Nothing in this policy is designed to, nor will be interpreted to, interfere with principles of academic freedom or free speech. The goal of the policy is to educate and inspire our community members to conduct themselves in a respectful manner.
What happens if someone acts inappropriately in a gender-specific space (e.g., restroom or locker room)?
Use of restrooms and locker rooms is for legitimate reasons. Misuse of restrooms or locker rooms could violate University policies, including Board of Regents Policy: Sexual Harassment, Sexual Assault, Stalking and Relationship Violence (PDF), and result in discipline. If you have witnessed or experienced misconduct in the restroom or locker room, please report the misconduct to the unit overseeing the restroom or locker room space (e.g., your residence hall director, the Facilities Management Team Manager for the building, your supervisor) and/or to your campus equal opportunity office.
I am uncomfortable sharing a restroom, locker room or living space with others. What are my options?
The University understands that members of our community may prefer private restroom or locker room spaces for a variety of reasons. To accommodate community members who prefer private restroom or locker room spaces, the University offers single use restrooms and locker room spaces.
The University’s housing offices are skilled at working with students with a variety of housing needs. The housing offices are available to assist individuals who have concerns about their housing options or situations on an individualized basis. Please contact your campus housing representative if you have questions or would like more information. See FAQ #13.
What do the words “transgender”, “non-binary”, “gender expansive”, “transsexual” and “cisgender” mean?
Transgender (or trans) is an umbrella term for people whose gender identity differs from the sex they were assigned at birth. The term transgender is not indicative of gender expression, sexual orientation, hormonal makeup, physical anatomy or how one is perceived in daily life. The term “transgendered” is not an appropriate descriptor. While trans identities have seen recent growth, they are not a new phenomena.
Non-binary is a popular term highlighting individuals who do not identify within the gender binary enforced in many spaces. There’s no singular way to be non-binary, and embodiment can be varied and diverse.
Gender expansive is a term acknowledging that gender expressions and identities have existed, and continue to exist, in a multitude of ways beyond the gender binary. The term encompasses identities that are uniquely marginalized.
Transsexual is another term for individuals whose gender identity differs from the sex they were assigned at birth. Sometimes this term is used to refer to individuals who have medically transitioned. Many find this term to be inappropriate. However, some trans communities have recently reclaimed the term.
Cisgender is a term used to describe a person whose gender identity aligns with the sex assigned to them at birth.
Is it okay to use an individual’s chosen name to refer to them instead of using their specified pronouns?
Yes. For a variety of reasons, individuals may prefer to refer to another person by their chosen name, rather than by their specified pronouns. This is an example of a way to respect and accommodate different perspectives consistent with the University’s values of free speech and academic freedom.
I am concerned that I am being repeatedly misgendered? How do I report this concern?
Concerns about being repeatedly misgendered can be reported to the campus Equal Opportunity office, or reported to the central Equal Opportunity & Title IX Office.
If you have been misgendered, here are some resources for personal support that may be helpful:
- Affirmations for being misgendered
- The Gender and Sexuality Center for Queer and Trans Life (GSC) can provide support to individuals who have been misgendered, and can also support individuals through the reporting process. Contact the GSC at [email protected]
Who can I contact for more information and assistance?
Resources are available on the Gender and Sexuality Center for Queer and Trans Life’s site, Allyship. For additional support and guidance, please contact your campus LGBTQIA+ resource:
Campus LGBTQIA Contacts Campuses Contact Crookston Office of Student Affairs Duluth Office of Diversity and Inclusion Phone: 218-726-8444 E-Mail: [email protected] Morris Resource Center for Gender, Women, and Sexuality Rochester Diversity and Inclusion Twin Cities Gender and Sexuality Center for Queer and Trans Life Phone: 612-625-8519 Email: [email protected] In addition, confidential resources are available on each campus.
[1] Mccann, E., & Brown, M. (2018). Vulnerability and Psychosocial Risk Factors Regarding People who Identify as Transgender. A Systematic Review of the Research Evidence. Issues in Mental Health Nursing, 39(1), 3-15.
[2] James, S. E., Herman, J. L., Rankin, S., Keisling, M., Mottet, L., & Anafi, M. (2016). The Report of the 2015 U.S. Transgender Survey. Washington, DC: National Center for Transgender Equality.