What else do I need to know?
Definitions
Gender Identity: The gender(s), if any, a person identifies with. An individual's gender is their gender identity, which can be the same or different from their sex assigned at birth.
Information Systems: A system that collects, stores, and processes data.
- Primary Information Systems: An information system that collects, stores and processes the initial source of data.
- Downstream Information Systems: An information system that receives data from the primary information system.
Legal Gender: A gender appearing on a government-issued document.
Legal Name: A name appearing on a government-issued document.
Lived Name: A self-chosen or personal and/or preferred professional name used instead of a legal name.
Preferred Name: The term “preferred name” still appears in many campus systems, but use of the term “lived name” is encouraged to avoid the perception that respecting someone’s lived name is optional.
For additional definitions please see the Guidance document.
Procedures
The University must provide multiple, equally recognized gender options on university-issued documents and IT systems, following the suggested language for expanded options whenever possible and at a minimum male, female and nonbinary, and an efficient process for members of the University community to amend their lived names and genders on university-issued documents, including eligible academic documents, and in IT systems. The legal names and genders of university community members, if different than the individual’s lived name or gender, must be safeguarded against unauthorized access and improper disclosure, and must not be published on documents or displayed in IT systems that do not require a person’s legal name or gender.
The University must provide, multiple, equally recognized gender options on university-issued documents and IT systems, following the recommended language for expanded options whenever possible and at a minimum male, female and nonbinary. Guidance on language values is provided in a Guidance document. All systems must accept the maximum number of gender values possible from the suggested language. If your system cannot accept all values, please contact Enterprise Technology Services at ̽̽CIO@uvm.edu for support.
All forms — whether physical/hard copy or virtual/electronic — provided to any individual entering into an academic or professional relationship with ̽̽ that require the disclosure of gender must offer multiple, equally recognized gender options on university-issued documents and IT systems, following the recommended language for expanded options. When system limitations do not allow the full range of expanded options, at a minimum male, female and nonbinary must be offered.
Collection of gender information must always come with an explanation, e.g. “This information is being collected for…” See Guidance for details.
The lived gender selected by an individual must be used within ̽̽ system in all settings and situations that do not require use of legal gender.
- Any individual entering into an academic or professional relationship with ̽̽ may be permitted to indicate a lived name and gender to be used in ̽̽ systems in all settings and situations that do not require a person’s legal name or gender. To indicate a lived name and gender visit: .
- Any individual in an existing academic or professional relationship with ̽̽ is permitted to amend their ̽̽ records to reflect their lived name and gender identity at any time. Offices should avoid passing on the cost of updating records, issuing new identification cards, etc., to persons wishing to change their gender identity and/or lived name. To indicate a lived name and gender visit: .
- All primary information systems, and any downstream systems which require the use of legal name, must provide the option for individuals to indicate a lived name in addition to a legal name.
- When a lived name is indicated, downstream systems shall not pull or receive legal name from primary IT resources unless access to legal name is required to perform a function for which the downstream system is used.
The legal names and genders of university students, employees, alumni and affiliates, if different than the individual’s lived name or gender, must be safeguarded against unauthorized access and improper disclosure, and must not be published on documents or displayed in information systems that do not require a person’s legal name or gender.
Examples of documents or systems that may require use of legal name and/or legal gender include:
Billing and Financial Aid documents (i.e. FAFSA)
- Transcripts
- Federal immigration documents
- Payroll and employment verification documents (e.g. I-9, W-2, W-4)
- Teacher certifications
Offices that need access to these documents or systems may have access to legal name and gender information. Staff in these offices must abide by data privacy rules and must be trained in the use of lived and legal names and genders.
- Guidance as to how gender-related demographic information should be collected and stored, and subsequently reported to federal agencies, is provided in the Guidance document (pdf).
Is there education available?
Training will be provided on an as-needed basis as determined by the Approval Authority or the Responsible Official.