Companion-Worksheet

This page is designed as a companion worksheet for the Gender Transition Plan and Agreement:

The listed parties shall meet at the same time for this process. The purpose is not only the signing of this agreement but to also clarify questions

as to intent, purpose, limits and liabilities.

NOTE: It is strongly recommended that within a short time prior to the transition start date that HR holds a crew meeting without the attendance to the transitioning employee as to explain the circumstances and expectations according to company HR policy. This meeting is the appropriate time for questions to be asked about what transition is and how it may affect the workplace. It is important to remember that acceptance is paramount to equality.

Self explanatory:

The employee formerly known as _____________________ (current name) has notified the_______________________ (company name) that he/she intends to or has started transition from their birth gender to that of their gender identity and use the name of ________________(new gender appropriate name). This plan and agreement outlines the actions to be taken to ensure that this transition is successful and non-disruptive to the working environment.

1. Timeline:

_____________________ (current Name) has notified the company that he/she will start living in their new gender role on or

about_________________. This plan begins on______________and will be in effect for____________ months ending on__________ unless the transitioning employee completes their transition sooner. The ending date may be considered the date that the transitioning individual has fully integrated into the workplace which is generally 6 months to 1 year. Completion is considered when the employees' gender marker is changed with the Social Security Administration.

2. Dress Code:Self explanatory

It is expected that____________________ (new name) will adhere to the dress code that is appropriate for their new gender and to the company dress code that is appropriate for the conduct of company business.

3. Medical Protocols: Self explanatory

It is expected that________________(new name) will follow the Prescribed medical protocols for gender transition and will follow company processes in regards to medical leaves of absence, etc. All matters related to medical care and processes shall follow ________________(company name) policy and protocols, including privacy, disclosure of information, leaves of absence, etc. Other than the fact of gender transition, the signatories to this plan will not discuss medical condition or medical procedures with co-workers, customers, or suppliers. It is also recognized that employees will express curiosity about gender transition. It is not good policy for the transitioning employee to discuss the details of their transition. It is beneficial for the HR dept to bring in an speaker to explain the basic process.

4. Company Records: Self explanatory

______________________(current name) employment records will be adjusted to reflect the new name of______________________ on or about___________ with the exception of Social Security Number related records unless the transitioning employee has proceeded and obtained a revised SSN card reflecting their new gender name. All company identification such as identity badges, e-mail, computer accounts, etc will be adjusted on or by ___________. Payroll should change the name in the transitioning employees payroll checks if the employee has obtained a legal name change.

5. Facilities Use:

It is agreed that___________________ (new name) will begin using the __________(male/female) restrooms on__________. _________________(new name) agrees to use these facilities only when dressed in a way that is appropriate to their transitioning gender.

This issue is the one that draws the most confusion and discomfort among employees. The transitioning employee will only use the gender appropriate restroom when dressed in a way that is in line with their new gender identity. It must be made clear that the use of the facilities is strictly for their intended purpose. And that the correct behavior is expected from all parties.

6. Interpersonal Relationships and Conduct Of Company business:

It is agreed that_________________(current name) is now known by________________ (new name). Proper personal pronouns (he, she, her and him) shall be used in addressing ______________. It is assumed that there may be unintentional mistakes in proper pronoun use by co-workers from time to time. Such mistakes in pronoun use should become less frequent over time. It is agreed that such mistakes will addressed with courtesy and diplomacy. If after a reasonable time period or such mistakes appear intentional __________________ shall notify the Transition Focal, HR or their supervisor who will then work to investigate the matter and take appropriate action.

This is the most common issue that arises in the workplace itself. The topic should be covered during the crew meeting about the expectation of proper pronoun usage. As stated it is expected that there will be errors made and it is important that the parties involved recognize that errors will occur.

7.Informing Those in Frequent Workplace Contact:

It is agreed that an informational session will be scheduled for all co-workers that_________________ interacts with on a daily basis and all others within the general work area. The purpose of this meeting or these sessions is to inform those employees of the expected norms of conduct per company anti-discrimination policy and to allow for questions and concerns to be addressed. Except for the fact of transition, medical privacy will be maintained. This may be accomplished during the crew meetings for the involved groups. It is highly recommended that the notification be handled by HR or the transition focal.

8.Complaint Process:Self explanatory

Any concerns or complaints from any source regarding this transition shall be referred to the Transition Focal or HR and not to________________.

9.Amendment Process:Self explanatory

If_____________________ or the company signatories feel that this plan needs amendment or change, a request to do so may be made in writing, stating the specific changes to be requested and the reason for them, by any party. Submittal shall be made to the Transition Focal who facilitates the process of amending this plan if the requested changes are valid. A typical required change would be such as a legal name change from the old name to the new gender specific name. In this example the employee would submit a copy of the court ordered name change to HR and if appropriate to Payroll.