A Guide to Support Transgender and Gender Diverse Employees who are Transitioning

• Meet Christopher

  As an openly transgender person working for Employment and Social Development Canada (ESDC), I am pleased to introduce this document to you. It has been written in part by and with great consideration from transgender public servants, with the trans community in mind. Transitioning in the workplace can be a terrifying and overwhelming ordeal, but it does not have to be a tumultuous experience. This guide has been created to help ensure the safety of transgender public servants within ESDC. Written through both the transgender and managerial lenses, it blends together to help facilitate a positive experience for trans people who choose to “come out” at work.

  Coming out at work can be fraught with anxiety and fear. Even when you know your union, your coworkers and management team should all be supportive of you, it is still daunting. Behind the scenes are things your colleagues and managers don’t see: things like the possibility for family rejection, religious rejection, the arduous and expensive task of changing your legal name and gender marker, medical gatekeeping, misgendering and mispronouning, and so on and so forth. For me personally, although I knew my union president and direct supervisor were very LGBTQ2+ (Lesbian, Gay, Bisexual, Queer, 2-Spirit, and all other identities under the gender and sexual diversity community) friendly, I had myself convinced I would lose my job. Even with federal law protecting against such measures, I was afraid of how others’ unconscious biases might affect my job security. I had panic attacks for days and spent a lot of time in a dissociated state (not feeling connected to my body) because of the worry. When I did come out at work, I was overwhelmed with support. I feel very fortunate, and I want to help ensure that this response is the response that every transgender, non-binary, bigender, Two Spirit, and people with other gender diverse identities receive.

  This guide is so important, because each employee is valuable, and the more valued a person feels the better their mental health and interpersonal relationships are. It is important because if our departmental ethics teach us to behave in a manner that is consistent with our values, and our values include respect for people, by default, this includes transgender employees. Where many face discrimination in the workplace, or are unjustly terminated from employment just for coming out transgender, ESDC acts with integrity which involves conscious reflection, aiming to improve, extend and refine our beliefs – this guide is now a part of that reflection and that growth.

  The purpose of this guide extends beyond providing awareness and works to supply guidance to managers on how to best support an employee as they come out, and/or transition, or any new employee that wishes to be “out”. It is a support guide, a practical guide, and an example of valuing diversity, combining the unique qualities and strengths that are inherent in a diverse workforce. I hope that you find something to personally identify with throughout this guide, whether you are a trans employee, a manager, or an ally.

  Members of the ESDC Employee Pride Network and volunteers from different departments throughout the Federal Government have come together to enhance the experience of coming out, and to help break down barriers that are inherent with transitioning at work. The process of coming out and the experience of transitioning, whether socially, or also medically, can be overwhelming and incredibly stressful. Having experienced this, myself, I want to extend the suggestion that should you find yourself battling strong emotions while reading any part of this guide, or in general as you begin or continue with coming out and/or transitioning, that you take advantage of the resources listed within the guide.

  If you are struggling and require immediate assistance, contact the Employee Assistance Program (EAP) at 1-800-268-7708. As a member of the LGBTQ2+ community, you are welcome to request a trans-friendly or LGBTQ2+ friendly counsellor through the EAP. At your own comfort level, please feel free to mention you require this at point of first contact with the Employee Assistance Program.

  For non-urgent support, please consider reaching out to ESDC’s Peer Support Program and Manager to Manager Network, and visit the Workplace Mental Health iService site for additional tools and resources, or contact ESDC’s Employee Pride Network, or a Positive Space Ambassador at your work location.

  For trans-specific needs, the Trans Lifeline is available to Canadians at Trans Lifeline - Peer support services, hotline and resources for Transgender People 877-330-6366.

  This guide recognizes its limitations and will be reviewed as necessary to incorporate the changes in laws and language regarding gender identity, expression, and presentation. Inclusive language avoids reinforcing certain stereotypes and the assumption of a person’s gender based on that person’s perception of them. It is not the intention of this guide to exclude any member of the transgender or gender diverse community, and the definitions and terminology laid out are not meant to label any one person, merely to provide employees and managers with some of the terminology they may come across.

  It’s important for managers and colleagues of transgender employees to foster an environment built on mutual respect, and part of that foundation lies in allowing others to tell us who they are, to tell us what language works best for them.

  If, for example, your co-worker states their pronouns are singular use ‘they’ pronouns (they, them, their) it is important to respect this piece of their identity, not to challenge it.

  Language is continually evolving, and this includes the language we use to relate to gender issues. The authors of this guide have paid significant attention to the language used throughout the guidelines to ensure this is a respectful document. With that said, some of the terminology used in the guide may be out of date at the time of reading.

  To anyone reading this who is not yet “out” in the workplace, to any transgender employees regardless of transition status, to anyone midway through, or having completed your transition I hope this guide helps to support you in the workplace. To any managers or co-workers to a transgender person, I hope that this guide provides you with education, answers you are in need of, as well as supporting you in assisting those who need it.

  Thank you to all the transgender public servants who have come before me, and I hope my part in this project serves to help the transgender and gender diverse people who come out after me.

  Christopher Tate
  ESDC Employee Pride Network Co-Chair, Positive Space Ambassador and program Facilitator, Service Canada Benefit Officer, Ontario Region.

We would like to take this opportunity to thank the authors and contributors of “A Guide to support Transgenders and Gender Diverse Employees who are Transitioning” for the commitment, energy, and leadership they have shown in co-developing and publishing this ground breaking initiative to promote inclusion of our transgender and gender diverse community.

At ESDC we are members of a vibrant and diverse community that actively embraces public sector values and ethics and respect for all people, including our LGBTQ2+ colleagues. This guide is the first of its kind in ESDC, and one of only a few across the Government of Canada.

This guide was developed to inform and assist ESDC employees, managers, and executives in better understanding the challenges that can be experienced by our transitioning and gender diverse employees, and to fulfil our professional roles as public servants, respectful colleagues, and supportive allies.

As an evergreen document, this guide will be updated as new information becomes available and as additional issues are identified. We encourage each of you to take the time to read the document and to contact the General Delivery (GD) box for this guide with questions and suggestions for improvement. The authors of the guide confidentially monitor this GD box.

As employees of ESDC, we have much to be proud of, with a vibrant and active Pride Network, engagement of peers and allies through our Positive Space initiative, and strong support and collaboration among and across our diversity networks.

We hope that this guide will move the dial forward yet again, further enhancing and sustaining an inclusive and equitable workplace culture for us all.

Gary Robertson & Nisa Tummon
ESDC Diversity and Inclusion Co-Champions

Transgender people live day-to-day lives just like everyone else. When being transgender is just one of the many traits that make someone unique, we will move closer to full acceptance.

As the chair of the Employment and Social Development Canada Employee Pride Network, I am extremely proud to be part of the development and creation of this very valuable document. This guide is intended to serve as a starting point and reference for trans and non-binary employees, and for their managers to better understand what trans and non-binary people go through, all while assisting employees along their transition path. This document lays out processes from appropriate language usage to context that reflects the reality of their lived experience.

I first want to extend a huge thank you to the ESDC Employee Pride Network members and Human Resources Services Branch who participated in the development of this guide and its commitment to raise awareness and serve as a consultative body on issues that impact gender diverse employees in ESDC. Without you, this document would not have been as complete as it is.

Furthermore, I applaud the support and encouragement that ESDC’s upper management and the diversity division have provided us throughout the creation of this document and as they continue to develop a model of inclusion within the Government of Canada – to ensure that everyone can participate as fully as they wish in our department.

It has been an exciting time for us to be able to step forward and make positive changes within the organization, and this is one area where we intend to have a large impact. Learning to be an ally to the gender diverse people in your life, or to transgender and non-binary people overall is an ongoing process. Some ways to be a good ally are relatively simple and easy, while others require more time, energy and commitment. Whether you’re looking for information on supporting a transgender person in your (personal or work) life, looking for tools, aids and resources that will help you to become the person you were meant to be and create the work environment that helps you feel whole, that helps everyone around you to be able to bring their whole selves to work, this guide can be of assistance to you.

This document has many different aspects about it but you will notice that it has some personal stories as well, which are very touching, and sometimes heart wrenching. We hope that this document assists the members of the trans and non-binary community within the organization and having the smoothest transition they can.

It is my hope that this document will not only assist those that are transitioning within the organization but that it will assist staff, leadership and empower allies to understand the challenges that are faced by our gender diverse community. I hope that this document is extremely helpful to both the members of the trans and non-binary community and their managers and that it assists and guides them throughout the process. This document is meant to be a living document whereby we will be reviewing it on an annual basis to be assured that links, information and appropriate language use are current.

Regards,

Gaylene D Higgs
Fmr Co-chair, ESDC Employee Pride Network

Transition, is by nature, a self-centered process. It is and should be all about the transitioning person, and how everything and everyone in the world interacts with them. The transitioner needs to reach an equilibrium, where their physical and psychological needs are met, while still being able to be an integrated and contributing member of society.

That is why this guide was created in the first place.

In terms of the Roles and Responsibilities of people in the workplace, it very simply can be summed up as the following:

• The transitioning employee – this person is the one who drives the bus. This person is the one who must feel comfortable with whatever plan is put in place for their transition in the workplace.
• Everybody else – includes co-workers, managers, union representatives, and so on. Their role is to ideally provide action and support for the transitioning employee in whatever capacity they can. Ways to provide this support can be learning ways to be a better, stronger ally to trans and non-binary people, finding practical ways to help an employee or colleague, learning how to be an ally, or simply gaining a better understanding of what equitable treatment for the gender diverse community looks like in your workplace.

The specific roles and responsibilities of “everybody else”, as it applies to us here at ESDC are in the following sections.

As you read this guide, ultimately it is important to remember that this is one of the scariest things for a person to do. Coming out, as trans or non-binary requires a paradigm shift for people in their thinking, because so much of their thinking is sadly tied to the perceived gender of the person.

Most of us, although not all, expect rejection when we come out, because that has been a societal norm for decades

That fear is still real and justified and it pervades all aspects of our life. There sadly is no single aspect of our life where rejection is not a possible/probable outcome. There is no one place where welcome and acceptance is assured.

So please, keep this in mind when reading this document, and when you are dealing with trans and non-binary folks that you meet in your life. The decades of stigma and shame, of rejection and erasure and the fear of violence have all played a significant part in why this document is necessary.

• Deputy heads

  Deputy heads are responsible for championing and modeling respect for human rights and establishing a respectful environment for all employees by fostering an inclusive, representative and accommodating workplace in which employees are able to be their authentic selves and where individual differences are valued and seen as a source of strength in the delivery of departmental mandates and the achievements of business results. They are expected to demonstrate leadership and commitment by holding management at all levels accountable for a workplace free of harassment, discrimination and violence.

• Managers

  Managers are expected to communicate openly, respectfully and honestly with employees using various tools and focusing on face-to-face communication. They provide opportunities for employees to respectfully express their views. Managers demonstrate leadership that inspires, motivates and supports employees. They nurture diversity and an inclusive and respectful work environment free of harassment, discrimination and violence. They support employees' personal goals and work-life balance without jeopardizing organizational and operational requirements and performance. They ensure the health and safety at work of every employee and foster a culture of well-being based on human rights.

  Managers, in certain circumstances may need to take initiative in asking whether an accommodation is needed, even when the employee has not asked for it, taking into consideration that what may appear to be a performance issue may be caused by the stress of transitioning in the workplace. It would be beneficial to check in with employees throughout their transition, or with a new employee who has indicated their trans status while they acclimate to the new role, and to recognize the large number of options for someone who is transitioning.

• Employees

  Employees are responsible for supporting the creation of a healthy and safe work environment that promotes individual and organizational well-being. They are expected to carry out their work in a way that respects human rights and values diversity.

• Unions

  Unions are accountable to defend the rights of trans members and ensure they have the support they need, regardless of transition status. The union will strive to ensure that the employee is accommodated with respect to medical leave, proper and appropriate facilities, documentation/identification changes, and benefit coverage.

  The union has a duty to hold management accountable for a harassment-free workplace and to social justice. Together the employer, the union and the employee will work to resolve any issues that arise during transition.

  For most of the collective agreements that cover the employees of ESDC, there is language in the non-discrimination clauses that covers gender identity and gender expression. Your union representative can be a valuable resource should you run into harassment or discrimination in the workplace.

• Human Resources

  As part of ESDC’s commitment to build a diverse and inclusive workplace, the Human Resources Services Branch (HRSB) has provided input and advice in support of the development of this guide, from areas such as Diversity and Inclusion, Mental Health, Labour Relations (LR – Duty to Accommodate) and Workplace Accommodations. HRSB has also implemented a micro mission to allow dedicating time to the working group of ESDC employees, including employees who have transitioned and can share their experience in the development of this guide, do research and to produce content.

  In addition, HRSB provides ongoing support to ESDC’s Employee Pride Network and their Champion, in raising awareness for all employees throughout the Department of the LGBTQ2+ communities. This includes the planning, funding and implementation of activities as well as identifying emerging issues impacting LGBTQ2+ employees.

• Transitioning Employee

  Above all, transitioning is your choice, and how you decide to go about it is up to you. Your safety and security in the workplace may not look the same as another trans or non-binary person’s, and that is ok! Communication with the union and employer are important, but should include only information you are comfortable sharing.

  You are not obligated to share any personal information about your transition with your colleagues, management or union

  If, however, you require an accommodation, wish to change your name and/or identifiers, or require medical leave in relation to your transition you will be required to supply the appropriate documentation and information. If there is a member of management, Human Resources (HR), or the union that you are most comfortable sharing consented information with, you can work with them to help you decide what will work best for you during your transition in the workplace. How and when you disclose any name, pronoun or personal identifiers to your colleagues is a personal choice that may include discussing it with your direct supervisor or management. Whether you would like a discreet change i.e changing your email and nameplate, or want to address your team/co-workers personally is your choice. You may want to consider using a transition plan with management to help ensure a smooth transition with regard to updating name and identifiers related to your job functions.

• Co-Workers

  Cisgender or non-trans co-workers of a transitioning employee can maintain a healthy and safe workplace by respecting trans and non-binary people’s identities. Employees are expected to carry out their work in a way that respects human rights and values diversity, which includes respecting a transgender person’s name and pronouns. Co-workers can contribute to the diverse and inclusive nature of the workplace by refraining from asking invasive questions about a colleague’s former name/identity, medical history or anatomy.

  Acting in the best interests of all employees is an understandable goal and wish for managers and team leaders; however, the safety of each employee must also be weighed. It may be out of positive intent that a supervisor or co-worker of a trans or non-binary employee discloses their trans status to a new hire, new person joining the team, etc. however this is not appropriate behaviour. “Outing” someone is inappropriate at best and physically dangerous at worst. The impact of the disclosure without consent (“outing”) weighs far greater than any intent. Telling a new hire, for example, that their teammate “is transgender” without that trans or non-binary employee’s expressed consent for each instance is not okay. Their right to privacy is as great a need as anyone else’s. The disclosure of a person’s gender identity or transition status is always with the consent of, and by the choice of, the trans or non-binary employee.

  Manager’s Tip

  People should not assume that if a trans person is open about their transition or identity that it is appropriate to repeat or share this information with management or other colleagues.

  It is not your place to inform anyone of a trans or non-binary co-worker’s transition or transgender status, and doing so may be a matter not only of their right to privacy, but could create an unsafe situation in the workplace for them. A TransPULSE study done with trans Ontarians showed that of those who were out at work “only one in five said that co-workers were always accepting of them”^{Footnote 1}.

  If you are unsure what pronouns someone uses or how best to refer to that person, respectfully ask them (e.g. “Thanks Tim, by the way my pronouns are he/him/his, what about you?”). When mistakes are made, a simple apology and a change in behaviour is all it takes. We know that there will be mistakes that happen in the early part of transition, and we understand it is difficult to shift one’s thinking overnight.

  Practice makes perfect when it comes to exchanging one set of pronouns for another. Another inclusive and respectful approach is for non-trans people to also share their pronouns, creating a culture of inclusivity for all.

  One way to create inclusivity is to add your pronouns to your e-mail signature both at work and at home, and adding pronouns to online profiles or bios for all employees – cisgender and transgender/non-binary alike!

  For example:

  Karan Singh (he/him)
  Program Service Officer, Benefit Delivery Services Branch
  Service Canada, Atlantic Region / Government of Canada

  or

  Michelle Brown (they/them, she/her) is a Service Canada Benefit Officer with Employment Insurance, and a proud member of Canada Employment and Immigration Union (CEIU) local 00123. They began their career in the Western and Territories (W-T) region, and transferred to Ontario region to be closer to their family in 2016.

• Terminology primer

  The below terms are not an exhaustive list of terminology about trans and non-binary people, but acts as an introduction to some terms that you will come across in this guide. Operating as an easy reference, the below list encompasses explanations of a variety of terms that should help any readers understand the various language used within the trans and non-binary community. For further reading on this, please consult the glossary, which is located near the end of the guide, before the annex items.

  Attention!

  When it comes to gender and sexual orientation there is a tendency to conflate the two. Gender refers to who you are as a person, whereas sexual orientation refers to who you are or are not attracted to physically and romantically.

  Binary:

  thought patterns that operate from seemingly stable oppositions; a system of only two options (such as “good and evil”, or “black and white”).

  Binary gender:

  an identity that is either strictly male or female. Note: trans people can have binary or non-binary gender.

  Cis/Cisgender:

  a person whose experience of gender aligns or corresponds with the sex they were assigned at birth. Sometimes referred to as “non-trans”.

  Cisnormative bias:

  the assumption that a person’s gender matches their sex assigned at birth (being cisgender) as normal, and that being transgender is undesirable, strange or difficult to understand; manifesting in gendering others based on how they appear, present, or sound. This can take the form of misgendering, which occurs when a person is referred to with the incorrect pronouns, and other gendered terms based on an assumption or perception of others.

  Coming Out:

  the process of letting people know that you are transgender, non-binary, agender, etc. Note: it is important not to assume someone is “out” in all places in their life, and is best to ask before revealing their status as a trans person to someone else.

  Deadnaming:

  referring to a trans or non-binary person’s former name. Being “deadnamed” to many gender diverse people induces instant gender incongruence, and when done purposefully and maliciously, or repetitively, can be damaging to their mental health and well-being.

  Gatekeeping:

  a term used to describe unrealistic requirements placed on transgender and non-binary people, which places undue hardship on them, typically in relation to accessing services, medical needs, and acts of social or medical transition. For example, not being able to legally change one’s gender marker without a letter from a psychologist or doctor.

  Gender/Gender Identity:

  One’s internal and psychological sense of self as a woman, man, both, neither, or somewhere else along the spectrum. Their individual experience with gender may be fixed, binary, non-binary, fluid or a combination thereof (ex. a non-binary person whose fixed gender most closely aligns toward the feminine end of the spectrum). Some people do not experience gender (agender, gendervoid, etc.) and do not have a gender identity.

  Gender Affirming:

  can refer to social, legal, interpersonal, psychological, medical or surgical affirmation of transition or gender diversity. For example, gender affirming policies surrounding not ascribing a gender to someone based on their appearance, how their voice sounds.

  Gender Diverse:

  the state of being not cisgender. Also used as an umbrella term for the gender diverse community.

  Gender Diversity:

  fair or equitable representation for people of different genders.

  Gender Dysphoria/Gender Incongruence:

  refers to the discomfort or distress experienced when there is a discrepancy between a person’s gender and that person’s sex assigned at birth. This may, for example, come from internal or physical discomfort with one’s body, or by the pressures from society, family, culture, religion, the workplace, etc. to present and perform in a way that corresponds to a gender the person does not identify with.

  Gender Expression:

  the ways in which a person expresses their gender within a given culture, through mannerisms, appearance, dress, behaviour, voice tone/pitch, etc. A person’s gender expression may or may not correspond with socially prescribed gender roles, and may or may not also reflect their gender or gender identity at all times.

  Gender/Sex Marker:

  identifier present on documents such as a birth certificate, driver’s license, school or medical records, etc. In Canada, most typically recorded as either female (F) or male (M), however Canadian passports and many provinces and territories allow for birth certificates and/or ID documents to identify the person as not exclusively male or female using the marker (X) or undisclosed (U).

  Gender Neutral:

  without respect to gender. E.g., Gender Neutral washrooms are toilets that are suitable for someone of any gender to use. Can be used interchangeably with “unisex”, “universal” (as relates to clothing or restrooms, etc.), ungendered, all-gender, non-gendered.

  Gender Presentation:

  how a person chooses to present their gender to others, in effort to influence how others perceive them. For example, a binary transgender man may have certain masculine expressions but overall present as feminine in their workplace because they are not “out” as being a trans man.

  Gender Spectrum:

  a continuum of gender identities that ranges from feminine to neutral or both to masculine. Some trans people consider their gender identity to be entirely outside of the spectrum. The gender spectrum is a way of describing gender without conforming to the gender binary. It can be viewed as a continuum that includes masculine and feminine expressions but does not establish them as opposites.

  Gendered:

  relating something specifically to one gender (e.g. skirts and dresses being only for girls/women, and pants or trousers being only for boys/men.)

  Genderfluid:

  someone who does not have a fixed gender, and/or a term for someone whose gender varies over time.

  Heteronormativity:

  a view, which promotes heterosexuality as the normal or preferred orientation.

  Heterosexism:

  the assumption that everyone is heterosexual, that being heterosexual is the norm, and sexual relations mostly or only occur between men and women. A binary approach to relationships, that does not make room for gender and sexual diversity

  Inclusive Language:

  language intentionally inclusive of gender diverse people. An example would be to address a large crowd of mixed or unknown genders as “folks” rather than “ladies and gentlemen”. Sometimes referred to as and can be used interchangeably with “gender neutral”. “Inclusive washroom” may also be used to denote an all-gender, or universal restroom facility.

  Intersex:

  general term for a variety of conditions where a person is born with sexual or reproductive anatomy that does not seem to fit the typical definitions of “male” or “female”. (Source: Intersex Society of North America)

  LGBTQ2+:

  official acronym used by ESDC to symbolize the lesbian, gay, bisexual, transgender (trans), queer, 2-spirit and the greater sexual diverse and gender diverse communities. The “+” symbolizes the identities not represented by the standing acronym.

  LGBTQ2+ friendly:

  a term which describes a person, place or entity that has some knowledge of the hardships faced by the queer and trans/non-binary communities and acts to dismantle barriers so that queer, trans and non-binary people can access services without unnecessary or undue hardship.

  Marginalized:

  (of a person, group or concept) treated as insignificant or peripheral.

  Medical Transition:

  the process of transitioning in order to more closely align one’s body to their gender. Aspects may include undergoing hormone replacement therapy, voice therapy or any number of gender affirming surgical procedures.

  Non-binary:

  any person whose experience of gender falls outside of being strictly binary male or strictly binary female. Note: trans people can have binary or non-binary gender.

  Non-Trans:

  (see cisgender)

  Normalized/Normalizing:

  refers to policies, actions, speech, etc. that work to incorporate the trans experience as within the outline of any other person’s typical experiences.

  Passing (culture/privilege):

  referring to the perception and/or recognition by others of a trans person as the gender they are transitioning to or have transitioned into. When a trans person is perceived as the gender they identify as on a regular basis, this is called passing privilege. Those who do not have passing privilege experience more aggressive forms of transphobia and are more likely to experience harassment and violence. However, like many things, passing is a continuum; those who may pass in some circumstances, may lose it suddenly if they are outed. Not a term that is appropriate to repeat about a gender diverse person, and is a problematic term, as it implies the person is “passing as something they aren’t”.

  Pre- or Post-Transition:

  a gender diverse person who has yet to go through transition (whether socially or medically) may consider themselves “pre-transition”, whereas someone who has gone through steps of transition or considers themselves fully transitioned may consider themselves “post-transition”.

  Pronouns:

  the ways we refer to each other in the third person. Pronouns are an important part of any person’s identity, whether it is personally recognized as such or not. Common pronouns are “she/her/hers/herself”, “he/him/his/himself” and the gender neutral, singular use “they/them/theirs/themselves”. There are many neo-pronouns as well. It is important to respect someone when they inform you about what set of pronouns they use. Some people, whether cisgender or trans/non-binary, may use two or more sets of pronouns interchangeably (ex. a trans-masculine person who is comfortable with both “they” and “he” pronoun sets). It is important not to assume someone’s pronouns based on their appearance, or their name, as transitioning does not always mean a legal name change or medically transitioning. It is important to use the pronouns that a person states, and not challenge their assertion of identity.

  Please note that as our language and understanding of gender has evolved, the community has moved away from the term “preferred pronouns” as this can insinuate that a person’s pronouns are optional, or in some way not as valid as other pronouns.

  Examples of most typically used pronouns by both the cisgender and transgender or gender diverse communities, below:

  • Ms, pronounced “miz”, typically using the gendered pronouns “she, her, and hers”
  • Mrs, pronounced “miz-is” or “miss-is”, typically using the gendered pronouns “she, her, and hers”.
  • Mr, pronounced “miss-ter” typically using the genderd pronouns “he, him, and his”
  • Mx, pronounced “mix” or “mux” and may use gendered, or non-gendered pronouns such as “they, them, their”
    • Other newer, or neo-pronoun sets include:
      • “ze, hir, hirs” pronounced “zhee, zheer, heers”
      • “ze, zir, zirs” pronounced “zhee, zheer, zheers”
      • “xe, xem, xyr” prnounced “zhee, zhem, zheer”

  Please note that the above is not a complete list of neo-pronouns.

  Queer:

  both a sexual orientation and an umbrella term for the LGBTQ2+ community, e.g. “the queer community”. It is also used to describe gender identity, e.g. Genderqueer.

  Queer Community:

  denotes the LGBTQ2+ community.

  Sex Assigned at Birth:

  refers to the labeling of a newborn’s sex or gender based on external genitalia. For example, a baby born with external genitals measuring a certain length may be labeled as “male/boy”. The acronyms AFAB and AMAB (English only) are sometimes used for the terms “Assigned Female at Birth” and “Assigned Male at Birth”.

  Social Transition:

  the process of transitioning from one gender to another in terms of making others aware. This may include a change in chosen or legal names, name and gender marker changes to documents and records, changes to appearance such as clothing, makeup, jewelry, etc.

  Stealth:

  a term for a gender diverse person (typically a binary trans person) who is perceived as passing as their gender at all times; someone who chooses not to identify as transgender. This is not a term that is appropriate to repeat about someone, unless they give you explicit permission, and is a problematic term as it connotes deceit; when gender diverse people live as their authentic selves and are not perceived as trans by others, this does not make them deceptive or misleading. Some trans people may feel being stealth is the safest or only safe option that they have.

  Trans/Transgender:

  having a gender that does not strictly align with the sex or gender assigned at birth. A Trans Man or transmasculine person is someone who is transitioning or has transitioned to or identifies more fully with the masculine end of the spectrum, and a Trans Woman or transfeminine person is someone who is transitioning or has transitioned to or identifies more fully with the feminine end of the spectrum. Also an umbrella term for gender diverse people who identify as non-binary, gender fluid, genderqueer, agender, bigender, and gender non-conforming (not an exhaustive list).

  Transition:

  the state of social and/or physical change as related to gender diverse identities, which may include name and gender marker indications on identification, change to personal pronouns, hormone replacement therapy, voice therapy, or other affirming procedures and surgeries. Transition is the recommended treatment for “gender dysphoria” (see gender dysphoria/gender incongruence).

• Privacy

  Manager’s Tip

  Their privacy is truly intertwined with their safety, and their perceived sense of safety. There are things that you may not even consider that are, from the standpoint of the trans/non-binary person, critical.

  Privacy, for a trans/non-binary person who is not “out” is paramount. This cannot be stressed enough. Should any person choose to come out to you, please respect their privacy until such time as they tell you it is no longer confidential information.

  “Each of us have some part of our identity which requires little attention to protecting oneself from danger,” writes Dolly Chugh, for the Harvard Business Review. “This is nothing to be ashamed of, or deny, even though it can often feel like an accusation. Ordinary privilege is actually an opportunity. Research repeatedly confirms that those with ordinary privilege have the power to speak up on behalf of those without it, and have particularly effective influence when they do. For so many of us looking for an opportunity to fight bigotry and bias in the workplace or in our broader culture, we may be missing the opportunity staring back at us in the mirror: using the ordinary nature of who we are as a source of extraordinary power.”^{Footnote 2}

  Coming out is the process of an LGBTQ2+ person disclosing their true identity to those around them. It is an incredibly frightening and challenging time for anyone in the community, but even more so for a trans/non-binary person. Their coming out requires a complete shift in the thinking of those around them. Very often, it does not go well with family and friends.

  Consider This

  Since there are very real threats of mental and physical harm, this makes it all the more important to make the workplace a safe and inclusive space for them, as the workplace may feel like their only place of normalcy.

  Bearing this in mind, it is extremely important for managers and co-workers to ensure whether the person is out just within the workplace, or in other aspects of their lives. Do not be afraid to confirm with the individual, because accidentally “outing” can cost someone their relationship, friendship, or their lives.

  Homophobia and transphobia are very real and very present in every workplace, even today. It may be hidden under a layer of political correctness or simply silence, but it is important we all recognize that particular reality. The person that is coming out, or is planning to come out, is probably more attuned to those dynamics than anyone else in their workplace. It may be because of these instances of real or perceived discriminatory and transphobic attitudes, comments and a lack of inclusivity that a trans or non-binary person chooses to not come out.

  According to the 2014 TransPulse survey, conducted in Ontario, trans Ontarians nearly universally report that they have experienced some type of “everyday transphobia”. For example, 96% had heard that trans people were not normal, 73% had been made fun of for being trans, and 78% reported their family had been hurt or embarrassed. These daily indignities can take their toll; 77% worried about growing old as a trans person, and 67% feared they would die young.

  Knowing (of) one out trans person in your workplace does not mean they are the only gender diverse person at your workplace. This simply means they are the only one who feels it is safe enough, or that it was imperative to them to be out. Many trans and non-binary people feel that any discrimination or transphobia they face is less severe than the suffocation of being “closeted” and so they come out not because it is necessarily safe to, but because it is the only option they see for themselves.

• “Outing”

  Outing is the act of disclosing an LGBTQ2+ person's sexual orientation or gender identity without that person's consent. Outing gives rise to issues of privacy, choice, hypocrisy, and harm in addition to sparking debate on what constitutes common good in efforts to combat homophobia, transphobia and heterosexism.

  Make no mistake, being outed to the wrong person at the wrong time, can cost someone their life, cause them physical or emotional harm, or ostracize them within the overall community. It is extremely important for you to respect that privacy until they advise you otherwise.

• Privilege

  Let’s talk about privilege for a moment or two.

  priv·i·lege^{Footnote 3} (prĭv′ə-lĭj, prĭv′lĭj) n.

  1. 1. A special advantage, immunity, permission, right, or benefit granted to or enjoyed by an individual, class, or caste.
     2. Such an advantage, immunity, or right held as a prerogative of status or rank, and exercised to the exclusion or detriment of others.
  2. The principle of granting and maintaining a special right or immunity: a society based on privilege.

  In the context of a trans or non-binary person, privilege is the built in advantage that cisgender folks have solely due to having a cisgender identity.

  Most people do not have to consider this, as there is a basic, built in assumption of privilege for the majority. This assumption of the rights they have includes services they have access to and the life/career paths that are open to them, and in that there is often an unconscious or implicit bias for those groups “not like them”. This unconscious or implicit bias often includes the school of thought that because trans/non-binary people are different from the dominant population they do not deserve to have the same level of rights and privileges within society. These biases can manifest as what the University of British Columbia explains as “microaggressions: small (passive-aggressive) acts that indicate a person is not supportive of trans people. For example, a health care provider could be aware that a client uses they/them/their pronouns, but decides it is just too difficult to use them. This act signals that the professional – someone who holds a great deal of power and authority – may believe that there is something wrong with being trans. For the client, this can undermine their sense of self, make them feel less safe in the world, and question where they can go for support.”^{Footnote 4}

  Another type of privilege which exists within the trans community is called "passing privilege". This is the privilege given to a trans person who is consistently perceived as their stated gender identity, rather than being constantly assigned a gender they do not identify with by those surrounding them. Trans people who “pass” are not perceived as genders they do not identify as, nor are they perceived or seen as being trans. For example, a trans woman who is always seen as a woman, without having to correct people on her pronouns, is not mistaken for a man, called "sir", and does not have difficulty in accessing the same services as cisgender women, including using the restroom, is a “passing” trans woman.

  The larger majority of the trans community do not "pass" as their lived gender and are constantly gendered by society, whether it's in person, over the phone, or through confusion with stated identity pieces (name, pronouns) conflicting with paper documents like education transcripts, passport or other identity documents. The concept of "passing" is sometimes used to gauge status among other trans people, or "in an attempt to avoid discrimination, scrutiny or as a self-affirming step in identity development"^{Footnote 5}. Passing is both used as a marker by cisgender people to attempt to affirm a trans person's gender identity as well as "an attempt to devalue and erase trans people. Further complicating the concept, passing has been used against trans people by cis people to insinuate that trans people pass in order to deceive others regarding their gender and/or sex.^{Footnote 6}”

  The burden of "passing" can take a toll on transgender peoples' mental health, and even be a barrier to transition itself. The pressure from society, the community, and ones self to be able to be seen fully as the gender they identify with, could contribute to thoughts of suicide. The Mental Health Commission of Canada tells us that 1 in 3 trans youth attempted suicide within the year previous to their being surveyed, that trans Canadians are two times more likely to have suicidal thoughts and to attempt suicide than lesbian, gay, bisexual, queer and other sexually diverse people, but that the "wellbeing of trans people can be greatly affected by the characteristics, norms, practices, and spaces of institutional environments.^{Footnote 7}" That wellbeing can be affected in either a negative or a positive way.

  Part of being an ally to trans and non-binary people involves being mindful, being aware or cognizant of not just the impact of your words, but as well that your word choices matter. Self-educating on gender diversity issues can help you to not accidentally say something meant or intended to be uplifting, that also unintentionally reinforces harmful passing culture themes. Saying things toward a transitioning co-worker or friend such as "I would never have known you were trans", while the intent may be to uplift the person, the impact is that those words can also mean "you look so normal, for a guy in a dress". Learning that the impact of your words outweighs the intent of them is just one more way you can be a good ally, a good person, and another way you can grow as a compassionate human being.

  Most marginalized groups within society are unprivileged, because they simply do not get the same rights and benefits as everyone else. In some groups, there are sub-groups that are even further marginalized, such as those who are racialized, people with disabilities, those with different cultures or socio-economic backgrounds, etc. The concept of crossing multiple groups/identities is referred to as intersectionality. The gender diverse group is one such. The systemic and institutionalized discrimination and denial of rights has meant a plethora of problems for the community.

  “My name is Muriel, I’m a 25-year-old trans woman working for ESDC in the Office for Disability Issues and I am myself disabled. I have severe scoliosis, an anxiety disorder, and am also dyslexic. In some ways, being disabled helped my transition, insofar as I was already used to stares in change rooms, swimming pools, or at the beach. I also already knew a lot about how to advocate for myself. I knew that coming out was a persistent and repetitive process and that “passing” varied dependent on the circumstance and the person. What I was not prepared for was the way my transgender identity and my physical disability resulted in compounding discrimination. I was not prepared for how the lack of gender-neutral bathrooms in the workplace meant that I had to walk across the street to access the privacy I need to deal with my back brace, or adjust my tuck. I wasn’t prepared for how, despite everyone in my office knowing me as a trans woman, accessing disability related services still required using my deadname and being forced to wonder if the eventual reveal of my transness had any effect on the level of care I received in the treatment of my disability. In addition, I certainly was not prepared for the increased fear that my often physically frail body was now even more at risk of a physical assault that I could not hope to fend off. Worse, despite maintaining a strict (but disability conscious) workout regimen, I could feel my androgen blockers worsening the muscle tone that I relied upon to keep the chronic pain in my back to a minimum. I suddenly needed to take advantage of telework and other accessibility services, that pre-transition I could mostly do without. As a result, I could not help but be afraid that my transition and the needs that resulted from it, created a perception of laziness or inefficiency around the office. I did my best to take on and create additional work for myself to fight the chances of this perception emerging. One example of this was that I began attempting to update my departments LGBTQ2+ data, but this itself created fears that I may become viewed as too invested in my own identity, and not sufficiently at the service of my department’s needs. Despite trying to perform a much needed service for my department, and having the lived experience to be suited to doing so, I increasingly feared that I would be type caste as merely caring about trans issues, despite having been involved in disability issues for much longer.”

  As such, members of this community are justifiably paranoid about the release of information regarding their status, before they are ready to release it themselves. It is critical for the mental health (and often physical health) of that person to be in control of who knows what, when they are in the coming out process.

  In all, there are three very important takeaways from this:

  1. Privacy and confidentiality are necessary – until the person coming out tells you otherwise, it is not your place to share the information, including all levels of management.
  2. In all aspects of coming out, the trans/non-binary person is in charge of the timeline. This is their life that is being dealt with and it must go at their pace.
  3. This is a huge leap of faith for the person transitioning. In coming out to you, they are placing a huge amount of trust in your hands, and have spent a long time coming to the decision in who to place that trust in. Please respect their needs.
• Difficult Conversations

  Difficult conversations are a part of every person’s life. Having assistance to prepare for and have challenging conversations, and foster respectful dialogue can help improve confidence, communication skills and create a work environment where everyone is able to perform optimally.

  The Office of Informal Conflict Management (OICM) helps employees by acting as a neutral third party and offering them ways to communicate that will prevent, manage or help to resolve workplace conflicts. On contacting the OICM, an informal conflict management practitioner will be assigned, and will reach out to make an appointment. The initial consultation will be held at a mutually agreed upon time and place (often by phone). With the help of the practitioner, you can explore options, including consultations, coaching, facilitated conversation/mediation or training that is available.

  Current facilitator-led WebEx training offerings include:

  • Difficult Conversations
  • Working with Resistance in Relationships
  • Behaviours in Conflict Situations

  Contact OICM by email or by phone: 1-866-382-7502.

• Bullying and Harassment

  Bullying and harassment are an unfortunate reality for many Canadians. The Canadian human rights commission describes harassment as “a form of discrimination. It includes any unwanted physical or verbal behaviour that offends or humiliates you. Generally, harassment is a behaviour that persists over time. Serious one-time incidents can also sometimes be considered harassment.”^{Footnote 8} Bullying and harassment could come from clients, co-workers, supervisors or senior management. It is unfortunately an undeniable and insidious part of our workplace culture, and is “a significant problem for persons with disabilities and gender diverse people, who reported the highest levels in the public service.”^{Footnote 9} It is up to all of us to ensure that this type of behaviour is not tolerated or does not occur in our workplace.

  If you are in a client-facing role, it can add a layer of complexity, as you may face harassment or bullying in the form of insults, verbally being outed by the public or even physical confrontation. If you are in a client-facing role, it is a good idea to sit down with your management team and develop a plan that puts you at the least risk – whether that is placing your desk in a more secure area, or perhaps ensuring that you are not alone with the clients.

  Often bullying causes the victim to feel excluded, isolated, vulnerable or angry. Bullying is a form of aggression, but the acts can be both obvious and subtle, and hard to document. Having a workplace violence prevention program is a step employers can take to prevent or manage workplace bullying, which may take the form of gossiping or spreading rumours^{Footnote 10}, or in the case of a trans/non-binary person, consistently misgendering or using the incorrect name and pronouns.

  Bullying and harassment can take many forms- from off-colour “jokes” to homophobic/transphobic comments to physical violence or bathroom politics. It is not acceptable within this department and should be reported when it happens. There are policies and procedures in place that are meant to deal with issues like this. Contacting the Office of Informal Conflict and Management, or the Employee Assistance Program can help. If the person bullying or harassing you is your superior, this needs to be reported to their superior.

  ESDC’s Harassment Centre of Expertise suggests several options, including how to prepare yourself for having a difficult conversation. You may want to document events, and how they made you feel, so that you can clearly communicate the situation upon coming forward.

• Impacts of Changing Departments While Trans

  Within this section, we will explore subjects such as changing jobs or departments within the Federal Government, and onboarding.

  Manager’s Tip

  It is important to recognize that many trans and non-binary people may not put themselves forward for future opportunities due to the risk of being outed, or the risk or perceived risk of being treated unfairly during the process, by the mere fact that they happen to be transgender. There is implicit bias that exists within the hiring process, and further cultural change is necessary in order for gender diverse employees to be given the same equity within hiring, performance review and retention, promotion, and talent management processes.

  It may be worthwhile to gather information prior to considering changing jobs or departments. For those employees who prefer to be “stealth” at work – that is, not self-identified as trans, or only out to a handful of confidential co-workers, management, human resources, union or some combination thereof, it is important to be prepared for some of the following considerations. The following is not an exhaustive list, but a suggestion on how one might prepare for applying for and starting a new position within the Federal Public service, whether out, not out, stealth, etc.

  Managers should be aware that statistics might not be available to draw on regarding the trans and non-binary communities, as they are not widely or consistently collected. While we know and understand that the gender diverse community remains a marginalized group with limited options available to them^{Footnote 11}, gender diverse people are not currently listed as an equity group within the Employment Equity Act (EEA). However, the LGBTQ2+ group as a whole, which includes transgender, non-binary, agender, and other gender diverse identities, is recognized as equitable within many unions associated with the federal public service. Statistics are still lacking, and while the current lack of statistics should not dictate, or be used to disprove the marginalization this group experiences, this should not be used to further marginalize trans and non-binary employees, and “lack of proof of marginalization” should not be considered a reason to further discriminate against or deny access to gender diverse people.

  More work needs to be done where this is concerned, and managers should be careful they are not incorrectly screening out (or in) candidates based on legal gender representations. For example, if a trans woman has not legally changed her gender marker to “F”, or perhaps she has just not changed it over in the internal systems, she does not have access to the same equity that cisgender women have. Additionally, a trans person who does not identify as a woman, but whose gender marker is legally “F” may be incorrectly screened into staffing processes based on legal gender markers. A solution will need to be discussed and made at a higher level than the writers of this guide have access to, however it remains an important detail to bring to light.

  Similarly, decisions regarding agender, gender fluid, and other gender diverse people who do not identify with a binary gender must be made. A solution to this complex issue is not going to happen overnight, but it is important that managers are thinking about these issues and that together a solution is reached at the human, human resources, and policymaking levels.

  Considerations when applying for new positions:

  Will you need to prove your educational credentials or certifications?

  • Are these issued in the appropriate name, and if not are you able to obtain updated copies?
    • Logging in to your GC Jobs profile, you can attach your most up to date CV, cover letter, and educational documents to each new process you apply for.
    • Bear in mind that many facilities will not reissue educational credentials or certifications^{Footnote 12}, so you may need to be prepared for the the possibility of outing yourself to someone in HR, or a future manager.

  For those with education obtained outside of Canada, who have had their educational documents previously assessed by the International Credential Assessment Service of Canada (ICAS) can contact this service directly, or the Canadian Information Centre for international Credentials to request their assessment be re-issued with updated information, if the identification pieces have been updated legally. There may be fees associated.

  Being prepared ahead of time as to what information is to be released to whom and under what circumstances may decrease your potential stress and mental harm

  Will you need to provide official name change and/or gender marker certificates?

  • Take the time to explore who you are comfortable having see and having access to such identifying information. If needed, discuss the situation with a trusted member of management or union representative.

  Are your references aware of and willing to refer to you in the proper and current name and/or pronouns?

  • You may be required to use references who you are not comfortable listing, or that you are concerned may not be willing to use the correct name or pronoun for you. If that is the case, you are encouraged to reach out to either the Human Resources Advisor whose name is on the poster or the General Delivery box for this guide, which is managed by transgender and non-binary members of ESDC who may be able to put you in touch directly with a member or Human Resources or Labour Relations who can help you. If you are concerned about harassment or discrimination during this process, speak with your union representative, a trusted member of management; consult with the iService Harassment Prevention and Resolution Self-Assessment Questionnaire: Is it harassment? or to ESDC’s Peer Support Program
  • If you are applying on a process, you may wish to inform the assessment board of the issue. This is a delicate issue that should be dealt with in fairness; however, the writers of this guide recognize the problematic nature of having to assert this issue and how this may influence the hiring process, or how the perception of how this may affect hiring processes might influences the decision to even apply for positions.
    • Candidates are encouraged to reach out to either the HR Advisor whose name appears on the poster or the General Delivery box associated with this guide, indicating a request for a discussion with a Human Resources Advisor to explain their situation, which will be dealt with on a case-by-case basis.

  Should you request to see your Federal Government Employee file to ensure that information within it is the most accurate and up to date?

  • Your pay file contains letters of offer, documents to do with acting positions, tax forms, any leave of absence letters, etc. You may contact the Pay Centre or submit a request with Access to Information and Privacy (ATIP)
  • If there are pieces of identifying information that you would like to have removed, replaced or possibly redacted to reflect proper/current name(s), honorifics, prefixes, pronouns, you are encouraged to reach out to your manager, Human Resources, or to the General Delivery box for this guide. Depending on the type of document, changes may be more difficult or more easily made. Therefore, the person looking at your request may need to consult further in order to answer your questions.

  Do you require special considerations for a duty to accommodate (DTA) that is currently in place, or may be required within the new position?

  • Are the documents involved in any existing DTAs reflective of your current personal pronouns, most up to date name(s), honorifics, prefixes, etc.?
  • From a duty to accommodate perspective, there is no requirement for an employee to transfer their existing DTA agreement with them to a new position or new department. In fact, a recommended best practice is that a DTA agreement be regularly reviewed and amended given that an employee’s accommodation needs may change over time. As such, a DTA can be updated at any point to reflect the most current information as it relates to the accommodation, including changes to names, personal pronouns, honorifics, prefixes, etc.
  • If for whatever reason an employee is required to provide a copy of their accommodation agreement to a new manager or department and the agreement does not reflect the most accurate information, an employee can have a discussion with their previous manager and request that they make the necessary adjustments. Their previous manager can then share the updated agreement with their new manager or department.
    • If the employee is concerned with the sensitive nature of how they may be referred to within the DTA agreement, or for any reason is not comfortable broaching the topic with the former manager, a simple solution is for the employee to draw a new DTA agreement with their new manager.

  Will the potential new position require a new or higher security clearance?

  Additional considerations may include deciding whether you want to be out in your new position, and to what extent. Whatever is most comfortable for you is what is right.

  Should you wish to notify your new team during a team meeting and introduction, or not, is fully within your control and no one else should be making that determination for you

  Managers should never take it on themselves to inform anyone of their employees’ status as a trans or non-binary person without the expressed consent of that individual.

  Once again, the trans or non-binary employee is under no obligation to disclose their gender identity to anyone they do not wish to know.

  Attention!

  It cannot be stressed enough that this is a personal safety issue, and no one needs to know unless the trans person decides they do. Always take direction from the trans/non-binary staff member, and if you are unsure, simply ask.

  If you require the use of a non-gendered or inclusive/gender neutral restroom or changing room, it may be worthwhile contacting someone working within the building you may be moving to ahead of time, so that you are prepared, or so that you may make your new department aware of the need to create the appropriate space for you. You may wish to draw upon the ESDC Employee Pride Network, and ask if there is a contact within the building you are moving to who can provide information on available facilities either directly to you, or through the co-chairs as a liaison. You have the right to use the washroom or change room you are most comfortable with, and should there not be access to an inclusive area, you have every right to request this of your management. Be prepared that you may not have immediate access to an inclusive restroom, and that depending on your comfort levels you may wish to speak with union representation in regards to grievance procedures.

  Moving to a new office can be stressful and mentally demanding for anyone, but for trans employees this can open up new avenues for potential harm, whether intentional or unintentional. New team members, and members of management may make mistakes with pronoun usage, misgendering may occur. Allowing for an amount of time for new employees to get to know you and learn how to best respect and refer to you may be acceptable; however, having a plan of action for possible gossiping, rumours, or harassment may be something you need to think about ahead of time in case this becomes your reality.

  If you are struggling and require immediate assistance, contact the Employee Assistance Program at 1-800-268-7708. As a member of the LGBTQ2+ community, you are welcome to request a trans-friendly or LGBTQ2+ friendly counsellor through the EAP. At your own comfort level, please feel free to mention you require this at point of first contact with the Employee Assistance Program.

  For non-urgent support, please consider reaching out to ESDC’s Peer Support Program and Manager to Manager Network, and visit the Workplace Mental Health iService site for additional tools and resources, or contact ESDC’s Employee Pride Network, or a Positive Space Ambassador at your work location.

  For trans-specific needs, the Trans Lifeline is available to Canadians at Trans Lifeline - Peer support services, hotline and resources for Transgender People 877-330-6366.

When an employee discloses to you that they are gender diverse, at any point in time, confirm how public or private this information is.

Please refer to the Privacy, Outing and Privilege section for further information. It is also appropriate to confirm the employee’s personal pronouns. This may feel like an awkward conversation to have, but it is necessary in order to fully respect your employee.

Confirm the employee has access to appropriate washroom and/or changing facilities; you do not need to ask if they use a particular gendered washroom or change room as the employee is allowed to use the facilities where they feel the most comfortable.

Asking an employee if they “are going to start using the women’s/men’s room now” is both inappropriate, and unwarranted. Instead, simply asking if they have access to whichever restroom they feel comfortable in allows the employee to answer simply, or opens up the door for discussion as to why they may not feel comfortable. Discuss with the employee what plans are in place to prevent and address workplace harassment and violence in the case that gossip or harassment should occur. Be open in your communication with the employee so that they learn you are a resource for them to speak to. Actively showing them that you are aware of the issues they may face shows that you are a safe person for them to come to. Do not assume this is implied by virtue of you being in management.

As a manager, you may wish to introduce education to all employees on trans-inclusive washroom etiquette, or broadly approach the subject of inclusivity with regard to LGBTQ2+ employees, in order to not spotlight or highlight there being gender diverse employees in the workplace. Normalizing that it is “no big deal” for trans women to use the women’s restroom, or that they/them pronouns are perfectly acceptable use in the singular helps to pave the way for the cultural change that is necessary so that one day this guide is no longer needed.

It may also be a good idea, when setting up interviews, to ensure that you are using a venue which has gender-neutral washrooms. Assuming you will have a gender diverse candidate, and preparing for that, is an excellent proactive measure that can be taken. It also sets a tone for all of the prospective candidates, as well as current employees that shows the department’s commitment to diversity and inclusivity. This will certainly help in attracting the type of candidates the department wants going forward.

It is not necessary to ask a gender diverse person about past, present or future transition plans if they do not bring these plans to your attention. As with any new employee, you may wish to ascertain any planned upcoming absences, depending on the position’s operational requirements, however this should be a standard questions asked to all employees and not an attempt to gauge whether the employee is taking time off for transition related reasons.

If the new employee is coming in from another department, please advise the new employee of the gender diverse-specific, and LGBTQ2+ (however, do not assume that every trans/non-binary person considers themselves a member of the LGBTQ2+ community) specific resources available to them at ESDC, such as the Employee Pride Network, Peer Support Program, and this guide, as well as the GD box for the guide, which is monitored solely by openly trans/non-binary ESDC public servants.

• Considerations

  Clothing and dress codes are often set with gendered limits, having specific clothing acceptable for men or women. It can be a struggle for transitioning or non-binary employees to stay within these rules and norms without having to limit their expression of gender. Dress codes in many industries have not kept up with the times, requiring things such as short hair on men or skirts on women that are no longer norms followed even by cisgender people in daily life. Binary dress codes have different rules for men and women, and enforce a particular norm that can harm trans and non-binary employees as well as people of different cultures.

  For example, a trans woman who is transitioning at work may receive pushback when growing her hair out, since she previously had to keep it short under the men’s rules. Hair length codes can harm other groups as well, for example Indigenous and Sikh cultures may have traditions of long hair.

  Within the public service, this type of rule is not the standard anymore; however, those cultural attachments to what is appropriate (shaving, hair length, types of appropriate clothing) remain part of office culture. Even though trans and non-binary employees may not be breaking official rules, they may still be discriminated against for looking “unprofessional” or “unkempt”. It is important for managers and co-workers to recognize the biases they may have and avoid pressuring employees to wear “appropriate” dress that is gendered or insensitive to cultural differences. Just as the ESDC Code of Conduct states: your appearance should reflect the professional image of the department and be appropriate for the job you do. The only action regarding dress code should be solely informed by the above referenced Code of Conduct, and should be the only thing managers consider when commenting on the way an employee is dressed.

  Class and financial discrimination can also come into play with dress codes and uniforms. Even though trans employees would be at the same pay level as their co-workers, they may be financially disadvantaged in comparison. Transitioning can have many collateral expenses that are not covered by insurance. Changing your entire wardrobe is not something most people can afford to do all at once. And often, as hormones work on the body, this can mean multiple wardrobe changes.

  Many surgeries, therapies and medications for transition are paid for out of pocket. Transitioning employees with families are also more likely to go through separations and/or custody battles with unsupportive spouses and this can be financially draining. Furthermore, trans and gender diverse employees are more likely to have been unemployed or underemployed previous to working in the public service. Trans employees are often looked at more harshly on performance reviews or overlooked for promotion, because not all discrimination is blatant. This can lead to chronic underemployment, and they are seen more often as “problem” employees. Subconscious biases can lead to supervisors and managers judging trans and non-binary employees dress more critically than their cisgender co-workers. Dress standards can also have a class bias. “Professional attire” has often be weighted with class, gendered and racial bias.

• Guidelines for managers and policies

  A way to avoid this kind of bias is to update dress policies with a functional lens instead of a gendered one.

  Manager’s Tip

  Guidelines should focus on safety, functionality, and consideration for front-facing work. Use non-gendered language as much as possible. For example, replace a gendered rule that women should tie their hair when using machinery, to a descriptive rule that long hair should be tied back.

  Performance reviews should never include comments about appearance, unless it is relevant to the job, for example, use of safety equipment or maintenance of a uniform.

  Managers and co-workers may feel a need to encourage and support transitioning employees, and that is a positive thing. When it comes to dress and appearance however, comments and opinions can still be problematic or stressful for the employee. They may be hearing all kinds of feedback about their changing appearance, and comfort levels will vary, as no two transitions are the same. Where some trans or non-binary people may welcome comments on their changing appearance, others may feel extremely uncomfortable with this. Managers and co-workers should be sure to keep a professional tone, especially with a transitioning employee whom they do not know personally.

  Note:

  Comments on a person’s appearance, especially related to their body, are often considered rude and intrusive.

  The desire to “help” a co-worker by “teaching” them how to dress for their “new” gender is usually not welcome, but the transitioning employee might be polite about it anyway. It is best to keep comments about appearance to yourself.

  Socially, it may be acceptable in your office culture to compliment co-workers. Consider that a transitioning employee might be more sensitive about comments than the average person might. If you really feel the need to say something to a co-worker who is a friend, ask yourself first if you would say something similar to a cisgender friend. Compliments about a new hairstyle, clothing or accessory can be a good way to give positive encouragement, because it focuses on the person’s choice or style instead of their body.

  Positive example: “I really like your new sweater, it’s lovely.”

  Negative example: “Your new sweater looks great; it makes your shoulders look smaller.”

  Events that require “business attire” can cause stress and hardship on gender diverse employees. They may not have access to business attire that fits well or matches their gender identity. Transitioning employees may not have the budget to buy an all-new wardrobe for semi-formal function, and even if they do, appropriate clothing might be difficult to find that fits properly off-the-rack.

  Managers may think professional attire is easy for trans people to access, but that is simply not the case. Traditional office wear is highly gendered, divided between men’s and women’s attire. This can leave non-binary employees confused and frustrated about what is even appropriate for them. Employees just starting their transition may feel uncomfortable wearing what they already have, and may encounter barriers when trying to buy gender-affirming clothing. Those who do not have passing privilege can experience harassment in men’s or women’s clothing stores, or when having garments tailored.

  “The section on clothing reminds me of when I had to get a suit for my brother’s wedding. I was thrilled to be part of the groom’s party for my brother’s special day. My brother asked me what I would rather wear, and I chose a suit. He was emphatic that the groom’s party would all wear blue, so I had to go buy a blue suit. I was worried I would face harassment in a men’s store, but was willing to risk it for my brother. At the time I was living as a trans man, and did sometimes have passing privilege, but it was quite hit and miss. I went to a major men’s clothing store, and was able to choose my suit and have it pinned for alteration without any problems. The person helping me at the store was quite pleasant. However, when I came back for the fitting, the tailor had taken in the hips of the pants. The person on staff who was doing the fitting had obviously realized I was trans and was being quite difficult with me. They asserted that taking in the hips to match the waist alteration was standard, and of course, they could not change it. Thankfully, I was able to assert that the alterations were to make the suit fit me, and clearly, it did not, and they finally agreed to alter it again. But I felt embarrassed, put on the spot, and really angry at how this employee had treated me so disrespectfully.”

• Uniform design

  Dress policies should give the most flexibility possible for employees while maintaining operational requirements. Some uniforms have become “unisex”, offering only one option that is usually pants and a collared shirt. Although this seems to accommodate everyone on the surface by being “equal”, it can still cause issues for women and non-binary folks. Some people may feel dysphoric wearing uniforms in a traditional men’s style. Also, men’s pants and shirts may not fit properly for curvy bodies. Wearing uniform pants and shirts may leave feminine employees looking less “professional” than co-workers who have bodies that men’s clothing is designed to fit. This can contribute to them being perceived as being less professional or more unkempt/sloppy/lazy.

  This helps not only trans and non-binary employees, but cisgender women as well. Dress options should be described in neutral terms and employees given their choice of what to wear. Replace terms like “men’s pants” and “women’s pants” with “straight cut pants”, “high waist pants”, and “curvy cut pants”, or other descriptive terms not based on gender. Policy choices that include access to a variety of options that employees are free to choose from accommodates all employees.

• Suggestions for transitioning employees

  Washrooms and changing facilities

  Washrooms are not usually something most cisgender people worry about, but that is not the case for gender diverse people. Access to safe and appropriate washrooms and changing facilities are an essential right of trans and non-binary employees. However, they often have to fight for access to appropriate facilities. Often, their options are limited and they may have to leave their floor or work area to use the washroom, when their cisgender coworkers do not. This can be frustrating and time-consuming for the employee. Some may even avoid work activities for fear of not being able to access a washroom where they feel safe.

  Manager’s Tip

  Managers and Positive Space Ambassadors should know what facilities are available in their building and advocate for improvements if the facilities are insufficient.

  Current building codes may not include this kind of accessibility, and inclusive washrooms should be added to requirements when considering a new office building. Furthermore, considerations on washroom accessibility should be made during other work activities including training, meetings and social activities. Even though men’s and women’s gendered washrooms are the standard in most buildings, it is often possible to find single stall washrooms.

  A best practice is to avoid designating these for a single gender, as there is no reason to do so. Converting single-gender washrooms into inclusive washrooms only takes a change of signage. Currently the Western and Territories region along with Real Property and Asset Management (RPAM) have begun initiatives to implement universal washrooms in many of their buildings. For more information, visit this Real Properties Initiatives website. When inclusive washrooms are being converted from men’s or women’s washrooms, waste bins or supplies for menstrual products should be included. If they are labelled, it should be non-gendered (i.e. “menstrual products”, not “feminine hygiene”).

  Inclusive Suggestion:

  When holding large meetings and events, make sure there is signage and directions to inclusive washrooms, and include this in any opening remarks.

  Since a large event space is more likely to have big communal gendered washrooms, ask ahead of time whether there are inclusive or single-use washrooms nearby. Add this to your event accessibility plan. During setup for the event, make sure your personnel are aware of where these washrooms are, and can give directions. Print information and post it at the entrance to the event, as well as near the gendered washrooms. Inclusive washrooms should not require a key or have limited access, as this could require gender diverse employees to out themselves just to use the washroom.

  Terminology note; many different ways to label washrooms have been used and appropriate terms are often evolving. Some terms used have included all-gender, gender-neutral, universal and unisex. The term “unisex” has historically connotated “good for either sex/gender” which is problematic for anyone who does not have a binary gender of girl/woman or boy/man. Gender diverse people, including agender people, may have strong feelings about different words. It is important to use the most inclusive language possible, and to normalize the use of an inclusive washroom so it does not make people feel othered, or ostracized.

  Wherever possible, avoid gendered language, unless there is a need for it. Some establishments try to get around the use of gender on their washrooms by using pictures of creatures or characters. This can also be problematic. Non-human icons are dismissive of real genders that fall outside of the binary female/male categories. Comparing trans peoples’ existence to that of fictional or fantasy creatures is offensive. “Funny” signs are also not appropriate for a professional setting. A variety of signage is currently used to designate washrooms and some can be binary or not inclusive.

  

  *above images from PSAC’s Gender-inclusive washrooms in your workplace pamphlet (PDF, 388 KB)

  Although it is important to have inclusive washrooms available, do not assume they are the default for transitioning employees. Having to use a “special” washroom can feel upsetting and exclusive.

  If a manager gets questions from co-workers, they should reinforce the right of the trans employee to use the washroom they feel safe in.

  Trans employees may prefer to use the men’s or women’s washroom and this should not be questioned. All employees should feel safe and supported in using the washroom that is most comfortable for them. When an employee is transitioning in the workplace, they may switch washrooms at a time that is comfortable for them.

  For some transitioning employees, switching to the men’s or women’s washroom can be an important milestone in their transition. A manager should never tell an employee which washroom to use

  Gendered Locker Rooms Vs Family Changing Spaces

  Locker rooms can be a more challenging issue; changing clothes and showering in a public space can be stressful for many, but especially gender diverse people. Comfort of cisgender people should not be at the expense of gender diverse people. Trans women especially receive harassment and vitriol in gendered spaces, so it is important that there are policies to support their use of women’s facilities.

  Eliminating separate change rooms for men and women is not practical or desirable. Cisgender women need a safe place to change separate from men, and this kind of safety should be inclusive of trans women, with policies to support that. The design of changing spaces should keep various privacy options in mind, including separate changing stalls for people who require more privacy. These can benefit many, including trans people, those with religious strictures, and disabled people. Wherever possible there should be a third change room available for all genders. These are already in use at facilities like public pools, and are often described as “family change rooms” although this term is not very inclusive and could be improved.

  Inclusive change rooms have the benefit of allowing families to change together, or groups of mixed-gender friends. They are also of huge benefit to non-binary and agender people who may not feel safe or comfortable choosing the men’s or women’s change room. However, the current implementation and signage as “family” can still feel uncomfortable for people using the change rooms without children or alone. Signage should be updated to reflect the inclusiveness of the area, such as “inclusive change room” or “universal”.

  When a third inclusive space is not possible due to existing facilities or local regulations, provide another option. A single use washroom could have a bench and lockers added to accommodate this need

  This space should not be locked or require added steps to access. Gender diverse people should not need to justify their use of neutral facilities or go through extra steps to access them, when we can foresee the need and have these spaces available.

  “Being a non-binary person in the workplace has its barriers, and one of those is access to appropriate restrooms. No matter if I am at my general worksite or visiting another Service Canada, I have to plan for the day: does the facility offer an inclusive restroom? Is it accessible to me? How far will I have to walk to get to the restroom? Is it a public access, or staff-only area? What kind of reaction will I receive for being perceived as an able-bodied person “misusing” an accessibility restroom from staff, or the public? Will it be safe to use? These are all the things I have to figure out, the mental math I have to go through just to get through the day. I would often restrict the amount of liquid I was taking in, before an interim solution was created. It is a stripping away of human dignity to have to endure a problem like this. Recommendations for access to a restroom I feel comfortable in aside, I should not have to beg and plead my case to have access to a restroom that works for me, keeps me safe, and is accessible to me. When I first came out, I was already getting glares and having comments made at me, regardless of which gendered restroom I tried to use, so I opted to leave the building entirely, venture to the mall and spend my lunch and health breaks travelling to use the facilities. This, like so much else about transitioning in the workplace, caused an undue amount of stress on me. Were the workplace already inclusive, already set up to show me safety, I would not have had to feel unwelcome, would not have felt the need to file a grievance against my employer, would not have had to pick up the phone and call the Canadian Human Rights Tribunal. Just to pee.”

  “One of the things I have appreciated is signage near the gendered washrooms that gives the location of the nearest inclusive single-use accessible washroom. Most buildings have at least one of these washrooms, so when the larger washrooms are gendered because of current building codes, signage can help point to the location of an alternative. When I started at my place of work, the manager did not know if such a washroom even existed in the building.

  The signage on the washroom is still not inclusive; it has a sign with the icons for man/woman. Replacing this signage with a simple toilet icon would improve this. I'd encourage managers to know all the washroom/change room options available in their building, to help inform new employees.”

Commonly, the terms trans, transgender, and intersex are conflated, or mistakenly used interchangeably. “Trans” and “transgender” may be used interchangeably with one another; however, the term “intersex” is used to describe people “born with sex characteristics that don’t meet the medical and social norms for female or male bodies.”^{Footnote 13} The UN Free and Equal campaign goes on to explain intersex as “an umbrella term used to describe a wide range of natural bodily variations. In some cases, intersex traits are visible at birth while in others, they are not apparent until puberty. Some chromosomal intersex variations may not be physically apparent at all.” The campaign also states that, “according to experts, between 0.05% and 1.7% of the population is born with intersex traits” a range that at its top end is close to the amount of people with red hair.^{Footnote 14}

Being intersex relates to sex characteristics, and does not dictate sexual orientation nor gender identity. Gender identity is a self-state, that is, it is each person’s own internal experience of being a woman, a man, neither, both, or some mix thereof, whereas intersex relates specifically to sex characteristics including chromosome patterns, hormones, genitals, and gonads.^{Footnote 15} An intersex person may or may not identify as transgender, gender non-conforming/non-binary, or any other gender identity including cisgender, however it is best to ask someone how they identify, rather than assuming.

Intersex people also may identify with any sexual orientation, just as transgender and cisgender people do. Their being intersex does not define their sexual orientation any more than being cisgender does; it is heteronormativity that gives a person the thought that a man is “likely” attracted to a woman, which can lead to confusing gender as predictive of sexual orientation. Some intersex people are sexually diverse (lesbian, gay, bisexual, queer, pansexual, asexual, etc.) but just like non-intersex people, many are heterosexual.

Intersex people experience discrimination and stigmatization from the medical community by forcing so-called “normalizing” surgical interventions and hormone treatments designed to make their bodies conform to a more typically female or male appearance, often before they are able to consent to such practices. In social settings, like school, work, or sports, intersex people face discrimination and stigmatizing viewpoints that isolate or cause shame. Many intersex people suffer lifelong psychological and/or physical damages from these practices and mindsets. Many live a life of secrecy.^{Footnote 16}

An Indigenous identity, two-spirit (2S) can mean many things depending on geographical or tribal location. Being two-spirit to some may include gender diversity, sexual orientation elements, or both. It is important to listen to those among us who identify as or are two-spirit, and recognize their words as valid and truthful. Two-spirit people may experience multiple layers of discrimination, including sometimes being ostracized from their culture and homes, substance use issues, housing insecurity, homophobia, transphobia, racism, and being disconnected from their community. Do not assume any Indigenous person who is queer or gender diverse also identifies as two-spirit, nor does any two-spirit person, by default, identify as gender diverse!

It is important to include two-spirit people in the parameters of this guide, as some two-spirit people are transgender or non-binary and may decide to socially or medically transition. Asking a two-spirit person how best to refer to them, how best to respect them, and being mindful of the language you use is a step towards two-spirit inclusion. Contributing to cultural workplace changes, such as promoting discussion about 2S inclusion, inviting 2S Indigenous elders to provide education as part of ESDC’s mandatory Indigenous awareness initiative, and above all listening to Indigenous peoples are all great first steps towards inclusivity.

It is important to mention the impact of colonialism on ways of being that are now called two spirit identities. A 2006 study titled Understanding HIV vulnerability among Two-Spirit youth who migrate to Toronto, the reality of “racism, poverty, unemployment, unstable housing, inaccessible services, and sexual exploitation were commonly experienced by two-spirit youth^{Footnote 17}” is explored. Indigenous cultures had settler colonial views of gender and sexuality imposed on them, erasing or stigmatizing previous roles and practices. Bias against these previous roles and ways of being still exists within Indigenous communities, so two spirit people can face discrimination from within their own culture, as well oppression from outside like racism, homophobia and transphobia. The idea that sex and gender are two separate things is itself a mindset from settler cultures, and many Indigenous cultures did not delineate roles and identities the same way.

“Two-spirit” is a word created by Indigenous people to be inclusive of many different ways of being; it includes gender diverse and non-heterosexual people. Indigenous culture is not a monolith; there are many cultures and peoples with their own traditions. Many Indigenous people are trying to reclaim pre-colonial ways, including views on sexuality and gender that existed before colonial interference. Many two-spirit people are looked up to within their communities and, in the past, have been given places of respect and “seen as having a close relationship with the Creator. Two Spirit people were often healers, visionaries, and medicine people within our nations. They were regarded as fundamental components of our communities, cultures, and societies.^{Footnote 18}”

The term “intersectionality” was coined by Kimberlé Crenshaw in 1989. Professor Crenshaw explained it as “a way to help explain the oppression of African-American women.^{Footnote 19}” refers to the interconnected nature of all of a person’s identities, and how they interact, causing privilege and/or barriers in one’s life. Social categorizations such as race, class and gender (including gender transition), as well as sexual orientation, socio-economic status, HIV status, age, ethnicity, religion, culture, language and disability status overlap and create systems of disadvantage or discrimination.

The theory of intersectionality refers to the overlapping of various social identities, which contribute to the specific type of systemic oppression or discrimination experienced by an individual. For example, Black, Indigenous or People of Colour who are trans or non-binary experience higher rates of discrimination, violence, and murder than white trans and non-binary people because of the systemic racism they face overlapping with the barriers and discrimination that being gender diverse bring. The Trans Murder Monitoring (TMM) project systematically monitors, collects and analyses reports of homicides of trans and gender-diverse people worldwide: “In the United States, the majority of the trans people reported murdered are trans women of colour and/or Native American trans women (85%).”^{Footnote 20}

• Long description

  Trans Murder Monitoring

  Cumulative data January 2008 - September 2020

  Between January 2008 and September 2020, 3664 murders of trans and gender-diverse people were registered worldwide.

  60% of those whose occupation is known were sex workers

  97% of those killed globally were trans women or femmes

  89% of those killed in the USA were people of colour

  73% of those killed in Europe were migrants

  Location

  41% streets

  21% own residence

  6% highway

  Age

  Average 30 years old

  Youngest 8 years old

  Oldest 80 years old

It is important to remember that one person experiencing more, or a different overlapping disadvantage does not negate someone else’s experiences. People experience different barriers depending on the intersection of their identities. Different solutions can be required for people experiencing multiple levels of oppression and/or discrimination. Focus groups that include people from only white, employed, able, or other privileged experiences will not give solutions that are inclusive of all trans and gender diverse people. What it does mean, however, is that recognizing how others are or may be differently disadvantaged than us is an opportunity to help lift them up and provide more equity. In the context of the workplace, a cultural shift in attitudes is necessary in order to provide the healthiest workplace that is inclusive to everyone.

If this includes accommodations, it is important for managers to keep in mind that what works for one person, may not be appropriate or suitable for another, so it is paramount to listen to the individual employee’s needs.

Managers need to be cognizant of the different overlapping identities that employees have. For example, a transitioning employee who requires time off for surgery may also require accommodations for a disability, and that disability may impact their ability to return to work. It is important to address these kinds of discussions with open and inclusive communication.

Additionally, managers need to keep in mind that issues such as absenteeism, inconsistency in attendance, changes to work performance or attitude, may be at first perceived as a performance issue, but its root cause may be due to the strain on the trans or non-binary person’s mental health that transitioning is causing. A worker who is constantly misgendered by the public, their co-workers or both may have a difficult time showing up on time to work, or holding a positive attitude for the duration of their shift, as “discrimination has been linked to poor mental health outcomes among adult transgender people.^{Footnote 21}” Managers may need to initiatiate a duty to accommodate discussion with the employee by recognizing this distress, speaking with and inquiring with the employee, offering options, and opening up a conversation about how they are doing, and whether they feel safe or not. Some employees may not feel comfortable initiating a conversation about the need for a DTA, and may feel relieved to have their manager make suggestions.

Content warning: The following may be triggering to some, and discusses severe gender dysphoria leading to suicidal ideation.

“Do I jump into the Skytrain or do I land on the third rail and let the Skytrain run over me? “ This was going through my head in late April 2016 as I stood on the Skytrain platform in Vancouver. I was struggling with severe gender dysphoria and a need to come out as a trans woman, dealing with the stresses of training as pensions complex benefit officer and the pressure of having to come out with $50,000 to remediate my condominium. After an hour or so, I broke down and came to the realization that I did not want to end my life but just live my genuine life.

Once I returned to Victoria, I started “hormone readiness assessment counseling.” I was still very suicidal at this time because I was messing up my training due to severe stress and I still had the $50,000 hanging over my head. I thought once I came out I would lose my job or at the very least be seen as the office freak and lose my friends, family and home. It was an incredibly lonely time for me, as I did not know any trans people and there were no out trans people in the workplace so I had no one to turn to for support.

I finally opened up to my friend/local president at a dollar store and that went amazingly well. Hurdle number one was done, just coming out to someone. She and I then sat down with my manager. I went in thinking this is when I will be fired. However, my manager was amazing, was totally accepting, and told me they would follow my lead and only tell people when I said it was ok, as well as start using my new name and pronouns when I said it was ok to do so. We also agreed for me to go back to my substantive for my mental well-being. Over the next few months, I slowly came out to coworkers and everyone was incredibly positive. I did not come out via mass e-mail or hold a meeting, I just let it happen organically and it has been incredibly positive.

Today, I have never been happier and I have been fully accepted by my co-workers, union, friends and family. Living my genuine life has been the greatest decision I have ever made.

• No two transitions are the same

  In the Introduction, you got to meet Christopher. Moreover, as the title of this section states, no two transitions are the same.

  My name is Kate. I transitioned in the workplace in 2008/2009. Only a decade ago, but also a lifetime ago.

  Both the political landscape and the medical landscape were vastly different than they are today. In my home province at that time, under provincial jurisdiction, I could have been fired from work simply for revealing I was trans; I could have been denied or evicted from rental accommodation and there were no protections enshrined in human rights legislation at that time. Those battles were in the process of being fought.

  So when it came to pass that I was moving forward with transition I looked for a job in the federal public service because I deemed it a safer – not safe – but safer place to transition.

  Even then, I waited out my one-year probation period with my department before disclosing. Well, I need to digress here for a moment. In 2007 I outed myself to a union facilitator, who put me in touch with one of the union’s lawyers who, while stating that they would absolutely support me, the labour lawyer in her said I needed to wait until my probation period was over. So I did.

  That was how fluid things were only a decade ago.

  During that year, she, I, and the President of my union worked out a disclosure plan. We decided to go with a “top down” approach. We had decided that, if we got buy-in at the top of the department, it would make transitioning in the workplace easier, because there would be a level of plausible deniability for all levels of management. If they ran into issues with subordinates, they could merely point to the direction from above and say it was going to happen, and to go with it.

  In January 2008, my National President disclosed to my department head in Ottawa.

  And it went well.

  Over the next month disclosure happened at a number of levels within the organization, and while in most of them I was not named, I was to my direct manager. A transition plan was created at the local level and in February 2008, I began my transition in the workplace. It should be noted here, that my coming out process started with the most senior management in the Agency, and when it was devolved to the local management level, I had a meeting with the local manager to work out a method of informing my colleagues and trying to ensure the best possible outcome.

  We did two things, first there was a general email from the manager to all staff that there was a person in the office that would be transitioning and that they needed to be treated with the same respect as they always have been. This email went out after I met with the manager. This happened on February 11, 2008.

  In addition, an information session was arranged with the doctor who was the Head of the Gender Clinic here for the staff. Overtime was authorized for an after-hours meeting. It had to be after hours as we are client facing and serving the public all day. This was for the rest of the staff – I simply waited it out, down in the office. This was a chance for management to gauge the room, and for the doctor to answer any questions, embarrassing, bigoted, or simply ignorant without me in the room. To give them a sense of a safe space where they could ask what they wanted.

  The real kick in the pants about this meeting is that it was held Valentine’s Day night 2008, as the doctor was going on vacation for 6 weeks starting the following Monday, and that was the only time he was available. Over 95% of the staff showed up for the meeting, and I am sure many of them had plans with their loved ones, but cancelled/delayed them in order to attend the meeting, and they did it all on less than 3 days’ notice. I do not think I can adequately express what that meant to me personally.

  As I work in a public facing environment, there were some additional challenges to face, but I was very fortunate that I had the management team behind me, and they told me if a client had a problem with me, to walk away and get one of them, and it would be handled. I will forever be grateful for that.

  There are, of course, a whole series of different challenges to overcome when you are working in a public facing environment.

  Equally important is to not “wrap them in cotton wool” – as in reassigning them within their work unit or department unless they request it. Doing so may have the opposite effect of what is intended. It could be seen as, or perceived as, trying to isolate the transitioning employee or give them the idea that they do not “pass” well enough to be part of the outward face of the organization, which is serving the public. Duty to accommodate plans should be initiated to help accommodate the workplace to the worker, not the worker to the workplace.

  Be Aware!

  When facing the public, the person transitioning may encounter ridicule and verbal abuse from the public, they may even face physical abuse from the public. The management team needs to be aware and on guard for this. They need to be able to intervene where and when required. Management must ensure that the transitioning employee feels, and is, safe.

  Within the general populace there is going to be a certain percentage of people that are transphobic/homophobic and will feel free to express those attitudes in any public setting. It may simply be verbally, or it may escalate to physical abuse. Some of them will try to out you to the rest of the room, simply by speaking in a loud voice. Their thinking being that they can spread and engender their hatred to the rest of the room and humiliate the trans/non-binary person by forcibly outing them.

  So for the trans/non-binary employee that is in a public facing role, some care and planning needs to go into where their workstation is placed, as well as making sure that the type of workstation helps preclude the possibility of physical violence.

  I planned my transition for 3 years in order to give myself the best shot at success, because truly, even in the early 2000’s success was not a guarantee. Yes, success is measured by the person transitioning, but there are some general markers one hopes to achieve, like gainful employment in an environment that is accepting of diverse identities. I went through what is now often called a “binary transition”. For me the gender affirming surgeries were necessary for me to feel whole. In late 2009, I had my gender affirming surgeries and returned to work in early 2010.

  I have been an activist for trans rights since I came out at work, because it came down to a simple question for me: If I was not willing to speak for myself, then who would? I know this has cost me in the workplace, but that is a choice I have made, and I would make the same choice again if faced with the same circumstances.

  Don’t get me wrong though, being “out and proud” is not for everyone. I am very fortunate – I have the full support of my family and friends, and I guess I am a bit of an anomaly there too – I bucked the overall trend, and have not lost a single family member or friend throughout the course of my transition. So I feel like I have that social safety net that allows me to speak out in support of causes, legislation and campaigns that support trans rights and move the conversation forward.

  Not every trans or non-binary person wants to be out at work, or perhaps they don’t feel comfortable being out, for any number of reasons. Many trans people simply want to transition and move on with their life. Some would prefer if others don’t know about their status as a trans person, and that is their choice. The workplace still needs to be safe for all trans and non-binary folks, whether or not they choose to be out and proud, or quiet and kept to themselves.

  Take Note:

  Just because your office may not have any out trans people in it, does not mean there are no trans/non-binary people in your workplace. It is up to management to set the tone for healthy and safe workplaces, and this must include creating safety for inclusion of trans/non-binary people.

  Thank you for reading this guide, and being a supportive individual in the department. Thank you for being inclusive and supporting diversity.

  Kate Hart
  Member, ESDC Employee Pride Network; member, ESDC Peer Support Network; facilitator, Positive Space Initiative – Passport Officer, Western-Territories Region

• Getting started

  When and how a transgender or non-binary person chooses to inform people at work about their gender transition is up to that person. It is important to recognize that there is no required procedure or step-by-step way for someone to “come out” at work. There is no checklist, no formula that can be applied as a blanket across all transitioning employees.

  Transition is not one-size-fits-all, and all the choices in every transition are valid

  This is not something that requires invasive questioning by anyone, especially not in the workplace; requesting or requiring a trans/non-binary person to transition in a way that does not work for them is contrary to a healthy work environment.

  Manager’s Tip

  First and foremost, remember: this process is driven by the trans/non-binary person. How and when they choose to come out and transition should be up to that person, and no changes should ever be made on their behalf without prior consent.

  Where some trans people will be comfortable telling just a few trusted colleagues, their union representative, or team members to start, others may feel comfortable with a transition plan that includes a letter emailed to co-workers, a meeting with their manager, or any number of different ways. It is paramount that the information is kept confidential unless otherwise directed or agreed to by the transitioning employee. Whom the employee first tells will typically depend on their individual circumstances.

  Employees may confide in their team leader, their union representative(s), manager, colleague(s), a member of the ESDC Employee Pride Network, a member of the peer-to-peer network, or a counsellor from the Employee Assistance Program, for example. They may not even have told their families at that point, because the people in the workplace may feel safer to them than their own families.

  Employees should feel supported and confident that the information they share will be respected and kept in confidence until or unless the employee states differently. A number of resources are available to help the employee map out or plan their transition, including the above referenced transition plan template, a consent form for help with changing name and/or gender marker information internally, and external resources for name and gender marker transitions by province/territory , as well as instructions for an employee to request their profile to be moved over, internally.

  Additionally, trans and non-binary people may be dealing with the added burden of mental health issues, or increased stress due to their transition. Gender incongruence can cause stress to a trans or non-binary person in a variety of ways. The person may feel pressured to express their gender in a certain way, dress hyper-feminine or hyper-masculine, or to hurry their transition at a pace that is not comfortable to them. They may be dealing with being ostracized from their family, their religion, or culture due to heteronormative, and cisnormative biases. We all carry our outside stressors with us at work, even when we are able to achieve a good work-life balance, but it is important to recognize that trans and non-binary individuals undergoing transition may be under a lot more stress than you perceive. Anxiety over bathroom usage and real or perceived non-acceptance from coworkers and management can cause an immense amount of anxiety, alone.

  It is important that our transitioning co-workers and colleagues are aware of the services available to them. ESDC employees are able to access the Employee Assistance Program for short-term help with a variety of issues, including their mental health. Requesting a trans-friendly or LGBTQ2+ friendly counsellor is encouraged, and while you do not need to disclose your transition status, it may be helpful to make such a request, so that the Employee Assistance Program can best serve you. Many areas in Canada offer gender affirming counselling, therapy for people undergoing gender transition, and LGBTQ2+ friendly practices. Reaching out to local LGBTQ2+ resource centers can be helpful when trying to find appropriate private practice therapists.

  Not all trans and non-binary people require mental health intervention, but it is important for us to know how to recognize when we may need to access such services, how to go about accessing them, and what to prepare for.

  Your province or territory may have a gender therapy center/program or they may not, however there are more and more therapists in private practice who are LGBTQ2+ informed with experience working with folks going through gender transition

  Discrimination, transphobia, bullying, being cast out by family, friends, culture and religion can all contribute negatively to the mental health and well-being of a gender diverse person. Research by Kevin Jefferson, Torsten B. Neilands, Professor, and Jae Sevelius, Assistant Professor of Emory University in Atlanta, Georgia, USA has shown that there is a documented link between racism or homophobia and symptoms of depression, which is consistent with a minority stress hypothesis, which describes the physical and psychological health effects of stress experienced due to stigma and discrimination, or conflict between minority and dominant society values (Meyer, 1995).^{Footnote 22}”

  The study goes on to find that “[b]odies are affected by disequilibrium through physical and mental health symptoms, including depression (Taylor and Stanton, 2007). High rates of depression and depressive symptomology have been reported among trans people, including trans people of color (Clements-Nolle et al., 2001; Nemoto et al., 2004, 2011; Rotondi et al., 2011a, b). While only a handful of studies have examined transphobia in relation to depression symptoms, these studies have a found a positive relationship between transphobia and depression symptoms (Nemoto et al., 2004, 2011; Rotondi et al., 2011a, b). For more information on intersecting identities, see the section in this guide on Intersectionality.

  Many times, a trans/non-binary person will have to self-advocate and self-navigate the health and mental health systems on their own behalf. This in and of itself can be a daunting and stressful endeavor. Transitioning folks are encouraged to check with their Public Service Health Care Provider plan to be sure of their options for coverage of specific medications, therapies and surgical procedures as applicable.

  Manager’s Tip

  Managers need to be mindful of the many intersecting identities their employees carry, and where gender diverse employees are concerned, to keep in mind that they may be contending with transmisogyny, homophobia, racism and other forms of discrimination that can lead to symptoms of depression and other mental health issues.

  If you are struggling and require immediate assistance, contact the Employee Assistance Program (EAP) at 1-800-268-7708. As a member of the LGBTQ2+ community, you are welcome to request a trans-friendly or LGBTQ2+ friendly counsellor through the EAP. At your own comfort level, please feel free to mention you require this at point of first contact with the Employee Assistance Program.

  For non-urgent support, please consider reaching out to ESDC’s Peer Support Program and Manager to Manager Network, and visit the Workplace Mental Health iService site for additional tools and resources, or contact ESDC’s Employee Pride Network, or a Positive Space Ambassador at your work location.

  For trans-specific needs, the Trans Lifeline is available to Canadians at Trans Lifeline - Peer support services, hotline and resources for Transgender People 877-330-6366.

• Informing management & colleagues

  This is a personal choice. The way a trans/non-binary person chooses to disclose and how they disclose is completely up to them, and no one else. They may choose to come out to their immediate superior, or they may go further up the chain to disclose. They may even go laterally. Disclosure is one of the most difficult actions a trans or non-binary person can take in the workplace. They will most often disclose to someone with whom they feel safe. It is more important to support their choices and decisions in this matter than to question why they chose to proceed one way over another.

  The medium of disclosure may vary. It may be in person – one on one or perhaps in a group setting; it may be via letter/e-mail, and depending on how disclosure is done, there may be a group e-mail that goes out under management cover. Again, and as noted in many other places in this guide, that is something that be worked out with the trans/non-binary person in question and will rely on how they wish their coming out to happen.

• Transition timeline, transition plans

  Transition timelines and transition plans are going to depend upon several variables, including but not limited to social transition (changing of names, pronouns, gender expression, for example), medical transition (surgical or hormone interventions, etc.) and how and when the person takes the steps they need to, in order to be their most authentic self.

  If it is a medical transition, then there are a defined set of guidelines. These guidelines are the Standards of Care and physicians working with transgender individuals will often refer to them. More information on the Standards of Care can be found at the website for the Canadian Professional Association for Transgender Health (CPATH). The Standards of Care are guidelines for physicians – they are not carved in stone, and can be adjusted by the medical professional.

  There is no one timeline that will even fit all of those who choose a medical transition. There are several resources within the guide and in the annex section that include various checklists and suggestions on how to progress with a transition within the workplace, however, you may consider the following tips during your transition

  The following list is not meant to be exhaustive; once you have changed your name and/or gender marker legally, you will want to update some or all of the following:

  • Bank accounts, credit cards, lines of credit, property deed, land title
  • Credit reporting agencies
  • Power of Attorney, will, adoption records
  • Medical records, hospital IDs, doctor’s office
  • Points cards, memberships to museums/gym, library card
  • Online accounts like streaming and other apps, photo and document storage
  • Student loans (provincial as well as federal)
  • Education transcripts, diplomas
  • P.O. Box/Canada Post
  • Elections Canada
  • Canada Revenue Agency, Social Insurance Registry (SIN)
  • Health insurance, life insurance, pension(s)
  • Land line, cell phone, utilities, and anywhere you receive a bill from

  For some it is a social transition that may or may not include some medical intervention (like hormone replacement therapy). There are no specific guidelines for how one must transition, and the timeline will be what is most comfortable for the person in transition. Some will want to go full throttle, while others will want to ease into it. Be prepared to be flexible.

  Transition plans may be altered many times during the process, as things happen and progress.

  Some may want to send communication to their team, or department, by way of email, which should also be allowed by management. It can be as elaborate or simple as the employee wishes it to be, and can include as much or little detail as the transitioning person is comfortable divulging. They may wish to discuss the importance of pronouns, or simply say they will now go by a new name and pronouns, list them, and that is all. Some employees have felt more comfortable having a Positive Space Ambassador deliver training on gender diversity, gender fluidity, or specific identities before coming out, in order to create a safe space for them to enter into. Others still are comfortable simply changing their info discreetly and allowing a natural flow of their new nameplate and email address to impress on their colleagues the change.

• Name and gender marker changes

  Many transgender and non-binary people opt to change their name, whether given name only, or given and surnames when they undergo transition. There is no perfect way to transition and every trans person’s experience while transitioning is unique to them. A trans or non-binary person may wish to change their name(s) and gender marker at the same time, to all their identifying documents, or they may wish to change what they can when they can – due to personal preference, legal or financial barriers, etc. It can be overwhelming to think about all the documents for which you will need to alter your name and gender marker. Banks, credit cards, deeds, power of attorneys and other legal documents, points’ cards, doctor’s offices, schools and school records, and this list goes on. Some people may even have a birth certificate from another province or territory, or country from where they currently live. For dual citizens especially, this can be a huge undertaking that takes several years to complete. It may not even be possible to complete, depending on different variables. All of these things affect the amount of stress and pressure a transitioning person is undergoing.

  It may help to create a list, or a series of lists, for all the places the name(s) and/or the gender marker will need to be updated. It is important to consider what effects changing your name or gender marker will have on your future

  Not all educational facilities are willing to re-issue documents with updated information, and weighing that knowledge with future goals and present needs may be something to consider. For non-binary people, updating their gender marker carries the additional barrier that not all documents in all provinces and territories offer options aside from female (F) or male (M), and depending on the person’s needs it may not be possible for them to have “mismatched” documents.

  Managers of transitioning employees need to allow the transition at work to be directed by the transitioning person, and not pre-emptively change name or gender marker information without the expressed consent of the individual this will affect.

  Please note:

  changing a legal name in the employee’s payment portfolio before the employee has legally changed their name can have financial impacts, or impact their benefits.

  The process of changing your legal name and gender marker can be confusing, and the requirements are different depending on your situation, and geographical location. Some provinces will issue a certificate of legal name change and automatically update vital statistics and your birth certificate, yet others will require different applications submitted on a specific timeline. Some provinces/territories require that you live in the province for a set amount of time before you are able to change your birth certificate, whether it is the name or the gender marker. In this case, you would need to contact the appropriate provincial or territorial office to discuss your options.

  Most Canadian provinces and territories, along with several other countries, allow for “X” as a gender marker, to signify neither female nor male, or undisclosed (sometimes seen as “U”). In some cases, it is possible for a gender designation to be completely removed or not included at all on the document. It is important to understand that some trans and non-binary people who wish to select “X” or “U” on their documents may not be able to, as this may limit their ability to travel, or make them nervous about not having their identification received as valid by services, authorities or other country’s officials who may not know about this designation. It is important to understand that if an employee submits updated identification that includes a change to their gender marker, not to assume that person’s gender or pronouns based purely on the documents received. The individual may only have been able to choose female or male, or for any number of reasons selected an option that best suits their needs without fully aligning with their lived experience.

  Others still may use a neutral pronoun, but select a binary gender designation for a variety of reasons, such as holding citizenship in another country that does not recognize anything aside from an “F” or “M” designation, they may travel frequently, or they may not want to have mismatched identification documents. Whatever the reason, it is up to the transitioning employee to determine how they present and identify.

• Birth Certificate and Legal Name Change Resources

  Below is a list of provincial and territorial resources to consult when considering a name or gender marker change. This list is not meant to be exhaustive, and it is the goal of the authors of this guide to keep these resources as up to date as possible. The list exclusively discusses changing a legal name, birth certificate and birth registry. Links for changing a marriage and death certificate can also be found by navigating the web addresses included.

  Some provinces and territories require the person who was born there to be currently residing in the province/territory. In these cases, it may be necessary to contact the vital statistics department of the province or territory to discuss options

  Typically, the person’s birth certificate, healthcare card, and driver’s license can be changed at the same time; however, some may face additional barriers and should check with their province or territory of birth for procedures that match their needs.

  In some cases, it is necessary to apply for and be granted a legal name change prior to updating your birth certificate. Transgender and non-binary people are encouraged to contact vital statistics for the province or territory they were born in for more information, or to consult with their local LGBTQ2+ resource center.

  A physician’s or psychologist’s note may be required in order to make changes to your gender designation, whether it is for your birth certificate, driver’s license or other identification cards. Please consult the below resources for each province and territory.

  A change of name with your province or territory of residence should change the name in your birth record if you were born in the province for which you are requesting the name change. You may wish to request a legal name change in your province/territory of birth as well as the province or territory you reside in presently, if they are different. It is important to note that the birth registry and your birth certificate are separate, and updating the birth registry does not always automatically update your birth certificate. Additionally, if you request to have the gender/sex designation omitted from your birth certificate, it is important to understand how this field will be remarked in the birth registry. Inquiring with the vital statistics department of your province or territory of birth may be required.

  To update citizenship documents and the social insurance registry proof of gender affirming surgery is no longer required. Canadian citizens are eligible to choose F, X, or M as a designation on their passport.

  Transitioning employees may also wish to consult ESDC’s peer-to-peer support program or ESDC's Employee Pride Network to speak directly with a trans or non-binary person who may have already gone through the name change and/or gender marker changing process.

  In most cases, you must change or update your birth certificate before updating your driver’s license or other Identification documents.

  The following information is accurate as of date of publication; but is subject to change.

  Newfoundland and Labrador

  The Newfoundland and Labrador (NL) government does not require people to undergo gender-affirming surgery in order to change their gender designation.

  Vital Statistics in Newfoundland and Labrador allows for gender mark designations on birth certificates of F, M, and X.

  Service NL’s Changing Your Sex Designation, which includes information on how to apply, fees, documents required and includes .PDF versions of forms website

  Service NL’s Legal Name Change for adults website

  Nova Scotia

  Vital Statistics in Nova Scotia allows for gender marker designations on birth certificates of F, M, and X.

  Access Nova Scotia’s Changing your sex indicator if you're 16 or older website

  Access Nova Scotia’s Changing your name or the name of your spouse or child website

  Prince Edward Island

  A physician consent form is required for a change of gender in Prince Edward Island.

  Justice and Public Safety Prince Edward Island allows for gender marker designations on birth certificates of F and M.

  Justice and Public Safety’s Change of Gender Designation website

  Justice and Public Safety’s Change your Name Legally website

  New Brunswick

  A written statement from a registered and practicing professional (physician, psychologist, nurse practitioner, registered nurse or social worker) affirming the sex shown on the applicant’s birth certificate does not correspond with the applicant’s gender identity is required. The statement is included as part of the application for Change of Sex Designation.

  Service New Brunswick allows for a gender marker designation of F, M and X.

  Service New Brunswick’s Change of Sex Designation website

  Service New Brunswick’s Change of Name website

  Quebec

  Surgery is not a requirement to have your gender marker changed in Quebec. Director of Civil Status allows for a gender marker designation on identification documents of F and M.

  It is possible to apply for a name change on the same form as the gender marker change application. You must have these changes made prior to requesting a new birth certificate

  Director of Civil Status’ Change of sex designation (as well as given name or names) website

  To change your surname, contact the directeur de l’état civil for more information.

  Ontario

  Surgery is not a requirement for a change of gender marker in Ontario.

  Service Ontario allows for a gender marker designation on identification documents of F, M and X. Ontario birth certificates also allow the designation field to not be displayed; however, this will not change your birth registration.

  Service Ontario’s Change the sex designation on your government IDs website

  Service Ontario’s Changing your sex designation on your birth registration and birth certificate website

  Service Ontario’s choose not to display the sex designation field on a birth certificate website

  Service Ontario’s Change name website

  Manitoba

  Surgery is not a requirement for a change of gender marker in Manitoba. A physician consent form is required for a change of gender in Manitoba.

  Vital Statistics in Manitoba allows for a gender marker designation on identification documents of F, M and X. There is an application for a change of sex designation on birth registration/birth certificate as well as a separate application for a birth document, navigated from the below listed website.

  Manitoba Vital Statistics Agency’s Change of Sex Designation website

  Manitoba Public Insurance’s Change or cancel your driver’s licence website

  Manitoba Vital Statistics Agency’s Legal Change of Name website

  Saskatchewan

  Surgery is not a requirement for a change of gender marker in Saskatchewan. A physician or psychologist letter is required to change or update your gender marker.

  eHealth Saskatchewan allows for a gender marker designation of F, M or “Unknown” on birth certificate documents.

  Individuals born in Saskatchewan may also choose to not have their gender designation displayed on birth documents. This is by request only, included on the birth certificate application form; see below links for more instructions. The below forms may not be up to date, please check with eHealth Saskatchewan for more information.

  Saskatchewan Residents Sex Designation website

  Applicant’s wishing to change their gender designation on birth documents must supply a Statutory Declaration - Change of Sex Designation (PDF, 76 KB) statement as well as the Application for Birth Certificate (PDF, 34 KB).

  eHealth Saskatchewan’s Change of Name Form (PDF, 329 KB)

  Alberta

  Surgery is not a requirement for a change of gender marker in Alberta.

  The Government of Alberta allows for a gender marker designation on birth records and identification documents of F, M, or X.

  Sex amendment on an Alberta birth record website

  Apply for a legal change of name website

  Order a change of name certificate website

  Update driving documents website, which stipulates you have to update your driver’s license or vehicle registration within 14 days of a change to your personal information. There may be extra steps involved to update the gender designation on your license or ID card.

  British Columbia

  Surgery is not a requirement for a change of gender marker in British Columbia. A physician or psychologist’s confirmation of change of gender designation form is required.

  British Columbia allows for a gender marker designation on birth certificates, driver’s licenses and photo identification of F, M, or X. As of the writing of this document, enhanced driver’s license and enhanced identification cards do not allow the X designation.

  Change of Gender Designation on Birth Certificates website

  Legal Changes of Name website, which includes a legal change of name application, and a certificate of change of name

  If born in Canada, a legal change of name also changes the name on your birth record.

  Nunavut

  Surgery is not a requirement for a change in gender marker in Nunavut.

  Please contact Nunavut's Department of Health for inquiries on changing a gender marker.

  Write to Nunavut Vital Statistics here, for birth certificate inquiries.

  Yukon Territory

  Yukon allows for a gender marker designation of F or M and does not require a guarantor. You can apply for the change of gender marker designation and new birth certificate at the same time by submitting both applications and application fees simultaneously.

  You may wish to submit all three applications listed below at the same time, as the change of name from the government of Yukon will automatically change the birth name on a birth certificate. A change of name will produce a change of name certificate as well as the change to the birth certificate.

  Yukon’s Health and Social Services Change of Sex on Registration of Birth website

  Yukon’s Health and Social Services’ Application for (birth) Certificate website

  Government of Yukon’s Change of name website

  As of March 2021, the Yukon government has announced a New health care policy supports transgender community. This will significantly improve access to gender-affirming health care, including surgery for Yukoners.

  Northwest Territory

  Northwest Territory allows for a gender marker designation of F, M or X and requires a guarantor who has known the applicant for at least one year and believes they identify with their desired sex designation sign the application.

  Northwest Territory’s Health and Social Services Changing Your Sex Designation | Health and Social Services website

  Northwest Territory’s Health and Social Services Changing a Name (Adult) | Health and Social Services website

• Changing information internally

  As the internal processes change, programs evolve, and information continues to be communicated cross-program so, too, will the process of changing one’s name and/or gender marker with internal systems. This section is designed to give insight into the process of an employee with ESDC who is transitioning to most easily access the changes they need.

  Manager’s Note – Please Keep in Mind:

  This guide offers suggestions on ways to streamline this process for both the transitioning employee as well as managers, and to impress upon managers and co-workers the magnitude of this stressful endeavor. Please keep in mind that throughout this process, the trans or non-binary individual may find themselves feeling overwhelmed or stressed. Placing multiple phone calls with the intent of validating your (new) identity can bring a host of barriers not limited to: failed authentications, improper application of authentication procedures, invasive questions about your identity (whether valid or inappropriate), continued self advocacy, continued “coming out” process with each new person you interact with or ticket you place, feeling vulnerable while having to place private calls from a desk or area that may not be private.

  Historically this process has been unclear at best, can often take a long time to fully complete and be burdensome for the transitioning employee. It is important that managers have an understanding of the extent of the barriers that some employees may face during this process. There is no way to cover every individual’s situation; however, we will aim to address the barriers most commonly faced when an employee’s name(s) and/or gender marker require updating or to be changed. This section addresses systems such as computer access, Outlook, internal systems used for primary job functions, myKey, SABA, and various other logins used throughout ESDC.

  If you are struggling and require immediate assistance, contact the Employee Assistance Program (EAP) at 1-800-268-7708. As a member of the LGBTQ2+ community, you are welcome to request a trans-friendly or LGBTQ2+ friendly counsellor through the EAP. At your own comfort level, please feel free to mention you require this at point of first contact with the Employee Assistance Program.

  For non-urgent support, please consider reaching out to ESDC’s Peer Support Program and Manager to Manager Network, and visit the Workplace Mental Health iService site for additional tools and resources, or contact ESDC’s Employee Pride Network, or a Positive Space Ambassador at your work location.

  For trans-specific needs, the Trans Lifeline is available to Canadians at Trans Lifeline - Peer support services, hotline and resources for Transgender People 877-330-6366.

  When a trans or non-binary person has begun to take steps in order to change or update their personal information, it can be an overwhelming task that is by nature filled with continually having to validate one’s identity. For a gender diverse person this can feel like an infinite loop of gender dysphoria. Feelings of stress, self-doubt, dysphoria, self-consciousness, humiliation and many other emotions can be frequently and repeatedly triggered. Having to see your previous or birth name in systems you use on a constant basis when you are actively taking steps to move away from an identity that has in some cases meant a very painful and uncomfortable existence, can have devastating impacts.

  In order to decrease the burden on the transitioning employee, it may help to create a transition timeline to keep track of changes that have been made, and where they are still required.

  Additionally, if the employee feels comfortable with their direct supervisor or a member of management, they may wish to consent to having that person take the role of placing and following up on tickets where possible

  To that end, you may choose to use the Employee Personal Information Change Form found in Annex A of this document. It is important for managers to understand and accept that steps in transition should be at the direction of the transitioning employee. Acts of good faith, while well intentioned, can cause disruption to an employee’s life, benefits, and pay.

  Many employees may be hesitant to change their information at work no matter how much stress this may cause them, for fear of experiencing interruptions or cancellation of benefits, paycheques, pensions, etc. (being “Phoenixed”). Consequently, the employee may silently suffer, causing an almost insurmountable amount of hardship in their lives. It is important to understand where certain changes can be made, why, and at what point.

• Considerations

  There are several ways in which trans and non-binary folks may wish to change their identity. Some may choose to update their given name(s), last name only, or both given and last names. Others may choose to keep their name unchanged but change their gender marker and others still may choose to update their name(s) and gender marker. While some individuals may gradually transition, some may wish to immediately update their name in some systems before it has been legally changed using a “chosen name”. Further still, some may wish to wait to change everything all at once. Once again, this should all be done as much as possible at the direction of and with the consent of the transgender or non-binary person. It is important to understand that some trans people’s identities may change more than once throughout their lives. For example, a gender fluid person may have long periods comfortable in one identity, and then wish to change their name(s) and/or gender marker again. Additionally, a trans person may find they are no longer comfortable with one name and change it more than once, or they may not have had access to changing their gender marker because of their geographical location not allowing for the option that mostly closely matches their lived experience.

  Take note:

  No trans, non-binary or two-spirit person’s identity is up for debate, discussion or to be invalidated whether they are changing their name for the first or fifth time.

  For those who change their gender marker, they may wish to use an “X” or less commonly, “U” to denote not being either female or male. While choosing a gender marker of X is growing in popularity and within the legal system, internally at ESDC there are some additional barriers. At the time of this writing, employees must be made aware that if they choose to identify with a gender marker of X, they may not be able to choose this option universally. Because many of the systems that our digital identities exist within communicate, this means that if not every program allows for an X gender marker, a “default” of either “F” for female or “M” for male must also be in use. Chief among these reasons is that the payroll system currently in use communicates information to the benefits programs. If the technical end of the programs communicating back and forth do not all allow for a gender marker of “X”, this may cause a lapse in receipt of benefits, or a rejection of claims, which could have additional financial and bureaucratic impact for the transitioning employee.

  Specifically, at the present time myEMS PeopleSoft data flows to the Phoenix pay system, therefore any updates that cannot be created in Phoenix due to payroll, can not be generated within the PeopleSoft system. This may cause the employee to see their old or outdated name and gender information in some areas, and their up to date information in others

  However, what does not flow from PeopleSoft to Phoenix is the user profile (user name and password) which can be made to correspond to the right name and e-mail. Therefore, it is possible for a change to be made in some systems and have the data flow to be undisrupted, as well as the payroll remaining unchanged. If the employee or manager is unsure of which changes to make in what systems, they are encouraged to refer to Annex E: Name and Gender Correction Steps Checklist, or to open a line of discussion with HRSB.

  This guide will discuss aspects of three situations in depth in the following pages, with variables therein. The examples and information is, again, not meant to be exhaustive and written with the intent of being updated as the workplace evolves to become fully inclusive of trans and non-binary identities.

  It is important to note that in most cases it is not appropriate for managers to require proof of gender marker or legal name change. There may be situations where documentation is required, or an employee wishes to replace documentation on file, such as replacing educational transcripts after a name change. These documents should be handled in a confidential and private manner, and managers should avoid inadvertently disclosing a transitioning or transitioned employee’s previous information.

• Situation 1 – Name Changes

  Legal vs Informal name change

  A name change can occur when a person experiences a life event such as a marriage or a common-law partnership, separation, divorce, or they may choose to change their name(s) for any other reason.

  For various reasons, an employee may make use of an informal name. They may use a shortened version of their name, or a completely new first and middle or even last name

  Whether a gender diverse person decides to change their name(s) informally, or legally change their name is their decision, and not up for debate. For those who choose to legally update their name, this typically involves an application made to the province or territory in which they reside, and if they were born in another province/territory or country, likely with that government as well. After the application is approved, a certificate of legal name change is granted. Depending where the person lives in Canada and their residency history, this may automatically transmit a change on the birth registry and populate a new birth certificate. Once a new birth certificate and name change documents are granted, new identity documents such as passports, driver’s licenses, health cards, etc. can be obtained. This is not everyone’s situation, but a typical picture of the steps involved.

  Once the legal name has been changed and identity documents updated, the individual will begin to change their information with banks, on property deeds, children’s birth or adoption documents, college transcripts, the Social Insurance Registry and Canada Revenue Agency etc. If a trans or non-binary employee chooses to go the route of a legal name change, the impact to our internal systems is that all systems, user databases, programs, and payroll can then be updated without consequence. Tickets will need to be placed in various systems, at various times, by either the employee or the manager, depending on requirements. Please consult the ESDC Name and Gender Correction Steps document in Annex E.

  Should the employee choose not to change their legal name(s), or if they would like to use a chosen name, the following applies. Once the employee has identified to their manager that they would like to use an alternate name, their computer login should be changed to reflect the new name. Outlook can be changed as well as any programs that do not link with the payroll system. Tickets will need to be placed with the National Service Desk, HRSC Portal, and changes made to whichever systems the employee uses for work purposes. Please consult the ESDC Name and Gender Correction Steps document in Annex E. Again, it must be expressed that in this case, the employee will encounter their legal name in various places, and their chosen name in others, due to the impact changing a name in systems linked with the Phoenix payroll system has for anyone changing their name. Managers must be sure that a change of name made in these areas is a legal change, so as not to negatively impact the employee’s ability to receive payroll and benefits, and file taxes.

  Managers should be aware

  Of the processes in their specific building and strive to create fully inclusive access for trans and non-binary employees. Managers may need to liaise with security personnel in order to ensure proper respect and dignity is afforded to gender diverse employees.

  For employees who opt to use an informal name, care should be made to include the informal name as an option on security passes and employer IDs, as this is a safety and mental health and well-being issue.

  It should also be noted that should a trans or non-binary person choose a new name that they do not wish to legally change, they will not be able to use this name on the Social Insurance Registry (social insurance number), their driver’s license, Health card (and medical records), passport or bank accounts

• Situation 2 – Gender Marker Change

  Current Legal Gender Marker vs Desired Gender Marker

  For a gender diverse person, a decision to change their gender marker (sometimes referred to as gender designation, or sex designation) can be a huge element of transition. Canadians have the option to change their gender marker in every province and territory, as well as with their federal identification.

  Educational Tip

  For various reasons, a trans or non-binary person may change their gender marker more than once in their lifetime. It is less important to understand why that may be, and more important to simply accept it and understand how best to help them as a fellow co-worker or as their manager.

  Employees may wish to change their gender marker from female (F) to male (M), from male (M) to female (F), from female (F) or male (M) to X or U, or from X or U to either female (F) or male (M).

  A change of gender whether legal or desired may incorporate aspects such as a change to personal pronouns, change to identification documents, or a change in how one expresses oneself. The impact this change will have on internal systems depends on whether or not the employee has legally changed their gender marker.

  For those employees who choose to legally change or update their gender marker, this typically involves an application to the province of birth. Once the birth registry and birth certificate have been updated, the employee can use this to update their other identification documents. If the employee has chosen to change their gender marker to either F or M, changes can be made in internal systems accordingly. Should the employee request an X gender marker, they will need to also identify either F or M as an option, for the reasons stated at the start of this section. Please consult the ESDC Name and Gender Correction Steps document in Annex E.

  Note:

  At the time of writing this guide, it is advised that no alterations to the employee’s gender marker should be made unless it is a legal change, as this will affect communications to benefit programs

  Should the employee choose not to change their gender marker legally, the impact socially should not change. Co-workers and managers should respect the person’s personal pronouns, honorifics (or lack thereof), and regard their gender as authentic and valid.

  This can have an impact on the transitioning employee’s mental health and well-being in the workplace.

  It is important the employee is aware that they will come across this personal information in systems such as myEMS PeopleSoft, Phoenix payroll and others that will reflect their sex assigned at birth until or unless they are able to access a legal gender marker change

  This will also have an impact on staffing processes. In past, when a person could not change their gender marker prior to surgery, they could be either incorrectly excluded or even incorrectly included in staffing processes due to the gender marker on their personnel file vis a vis employment equity qualifier. And of course, in terms of non-binary persons they are automatically excluded from staffing processes that give preference based on being part of an employment equity group (women).

• Situation 3 – Both Name and Gender Marker Change

  In some cases, a trans or non-binary employee may choose to update both their name(s) and gender marker at the same time. They may have legally changed these two things, only one, or neither. If the employee has stated their name and gender marker have been updated legally, all systems internally can be updated to reflect the legal identity. See above, and consult the ESDC Name and Gender Correction Steps document in Annex E for a step by step process of updating these two information pieces. The employee may wish to include this in a transition timeline and they may also wish to utilize the Employee Personal Information Change Form.

  Should the employee request to have their legal name updated, and indicates that their gender marker has not been legally changed, refer to the situations one and two outlined above, as well as the indicated forms and guide above. As noted in this section, some employees’ identities may change gradually, or on a longer timeline, or they may transition socially or medically more than once for various reasons. In this case, an employee may have the need to update their name, gender marker, or both, more than once during their career. Care should be taken in order to minimize the amount of stress this causes the employee, and the employee’s identity should not be challenged or questioned as invalid by management and co-workers.

• Medical aspects to consider

  For many transgender individuals, quality of life improves after going through Gender Confirming Surgeries (also known as gender affirming surgery, gender reassignment surgery, and sex reassignment surgery, however this last term has fallen out of use as it is pathologizing/unnecessarily medicalizing). Surgical procedures are often essential for their well-being, which helps with psychosocial functioning, stable relationships, and higher levels of contentment and happiness. That being said, not all transgender individuals are able to have gender confirming surgeries, whether for medical, financial, or other socioeconomic reasons, or for personal choice reasons. Not all transgender people go through all available surgeries, and it is important to remember that this is a personal choice for everyone.

  Personal Dignity

  Transgender people should not be questioned why they are having surgery, or why they are not, or what their surgery entails. The most important thing is to have support in the workplace from co-workers and management, the same as any other employee going on a medical leave for any reason would be afforded.

  Many surgeries are available for transgender people, whether considered trans feminine (breast augmentation, facial feminization surgery, vaginoplasty, etc.) or trans masculine (chest surgery, hysterectomy, phalloplasty, etc.). Gender diverse people may have to travel to another province/territory or country in order to have the surgeries they need, which can become expensive, and stressful. Managers and Team Leaders can help lessen the stress this can cause by reassuring the employee that their job security is not changing due to their medical needs, and if necessary coming up with a plan for reintegration to the workplace. It is important to note that the employee’s doctor or surgeon will decide how long the employee will need to be off work.

  It is good to keep in mind that while surgeons across Canada and internationally have their own timetables and requirements for surgical candidates, that not only will some patients require multiple visits as prerequisite to surgery, but the province or territory with which they reside will also impose a timetable and legal requirements.

  At the time of this writing, within Canada there are three locations for the majority of major transition related surgical procedures. These facilities are GRS (Gender Affirming and Plastic Surgery) Montreal, Women’s College Hospital in Toronto, and Gender Surgery Program British Columbia.

  Canadians can also seek surgical procedures outside of Canada, although this is subject to healthcare plans of the province or territory of residence.

  While it is not imperative for managers to understand the mechanics of each surgery available in order for them to feel that their transition is complete, it is important to note that employees may need to have multiple surgeries that occur in stages. These stages are decided by the surgeon’s schedule and how the employee’s body is healing from stage to stage.

  Some employees may require a duty to accommodate for various reasons throughout their transition. Recovery from surgery is different for each individual, and may include recovery from travel, complications, or post-operative depression. It is important for managers to communicate with their employees and to work together with the individual to come up with the best return to work plan, whether it is immediately back to full time, or on a gradual return, and/or with accommodations. The employees’ medical doctor will have the final say, together with the patient, regarding when the employee can safely return to work, and under what conditions.

  Employees may require a gradual return to work, restricted duties, or some combination thereof. Managers should be in contact with their employees to ensure the most effective return to work plan is in place, in accordance with any guidelines as laid out by the employees’ doctor or surgeon.

  Employees should follow guidelines as laid out by the employer, to ensure that pay re-starts whether they have been off on insurer approved leave, paid time off, or any other type of leave without pay, and managers also have duties including but not limited to opening an HRSC request to initiate your return to work pay transactions

  For more information on Standards of Care for transitioning employees, you may wish to consult the Canadian Professional Association for Transgender Health.

  Below is a list of LGBTQ2+ resources, adapted from the ESDC Employee Pride Network’s Positive Space Participant’s Manual.

  ESDC/Federal government-specific:

  • Employee Assistance Program (EAP) 1-800-268-7708
  • ESDC Code of Conduct
  • ESDC Employee Pride Network
  • Harassment and Violence Centre of Expertise
  • Mental Health in the Workplace
  • Office of Informal Conflict Management (OICM)
  • Values and Ethics Code for the Public Sector
  • Work Place Harassment and Violence Prevention Regulations

  National resources and support groups:

  • Canadian Human Rights Commission
  • PFLAG Canada (Parents, Families, and Friends of Lesbians and Gays) – resources for all LGBTQ2+ identities/orientations
  • Egale – Canada's leading organization for Lesbian, Gay, Bisexual, Trans, Queer, Intersex and 2-Spirit LGBTQI2S people and issues
  • TransParent Canada
  • Gender Creative Kids Canada
  • The Canadian Centre for Gender and Sexual Diversity
  • The Canadian Institute of Diversity and Inclusion
  • You Can Play (advocates for LTBTQ2+ Inclusion)

  Online resources:

  • Trans Student Educational Resources
  • Qmunity
  • The 519
  • AlterHéros

  Telephone support lines:

  • Interligne (open 24 hours a day) 1-888-505-1010 or 514-866-0103 (Montreal)
  • Trans LifeLine 1-877-330-6366 crisis helpline by trans people for trans people
  • LGBT Youth Line 1-800-268-9688 (intended for youth in Ontario)

Transgender employees may need leave for medical appointments, treatments and surgical procedures. People who medically transition will have medical needs specific to them, as no medical transition is the same.

Possible paid or unpaid leave is under the relevant Collective Agreement/s for Employment and Social Development. (The leave articles may change with updates to the collective agreement/s). Management should contact Labour Relations to know which leave option works best for the person transitioning. The leave option may vary depending if it is for medical appointments, surgery or recovery. Employees should contact their Union representative to aid them in understanding their rights to leave under their collective agreement.

Some employees may not have a Collective Agreement, or fall under union protection. Employees that this applies to can find more information about various Terms and Conditions of Employment and the Directive on Leave and Special Working Arrangements.

Leave for gender affirming surgeries may vary depending if the surgeries are in Province or out of province. Montreal, Toronto and Vancouver all have facilities offering both upper and lower surgical procedures at the time of writing this guide, and most if not all provinces/territories have facilities offering various surgeries other than specifically vaginoplasty or phalloplasty. Some people’s surgeries occur in stages with recovery time in between. The recovery time varies with each person and surgery and revision surgeries may be required.

As you will have learned in earlier sections, no two transitions look the same.

When transition is “completed” is up to the employee, and not something that ever needs to be disclosed unless the transitioned person feels comfortable disclosing

Refrain from making judgments on employees’ surgical status, type of surgery or surgeries, or inserting personal opinions or bias into conversations about another person’s body.

Some trans people may consider themselves transitioning for the rest of their life, if their perception is that hormone replacement therapy (HRT) is a part of the process, and they will be on HRT continuously, while another may consider themselves transitioned after a legal name and gender marker change. Others may take several years, for any number of reasons, to consider themselves fully transitioned, some may have a plotted timeline that has them completing transition after two or three years. The bottom line is that this is a process that is driven by and, as much as possible, controlled by the transitioning person.

When you feel compelled to ask a question to a transgender person about their body, stop and consider the following:

1. Is the answer you are looking for something you need to know in order to function as their team leader, manager or co-worker?
2. Is the question driven more by your own curiosity than an explicit need to know the information?
3. Would you ask the same question to a non-trans employee? (Example: would you ask a cisgender woman if she was taking HRT after a hysterectomy, or just a transgender employee?)

Immediately after transition related procedures, employees may require a gradual return to work. You may refer to the sections in this guide entitled “No two transitions are the same”, “Medical aspects to consider”, and “Taking leave and your collective agreement” for further information. You may also wish to refer to the section in this guide titled “Impacts of Changing Departments While Trans” if this situation applies to you, after having transitioned already, or during a transition.

The definitions and terms in this guide are not meant to label others, but to provide information about the different ways in which people in the gender and sexually diverse community may identify. This glossary of terms is meant to educate employees and managers about the community, in an effort to minimize confusion and maximize communication. Additionally, the writers of this guide recognize and understand that language within the community is evolving, and strive to update this list as required. Terminology therein may be outdated at the time of reading.

Inclusive language practices are important for fostering respect in the workplace, and part of respecting everyone at ESDC is respecting gender diverse people. It is important that employee’s identities are respected, and that language is used appropriately and respectfully.

The following list has been adapted by the ESDC Employee Pride Network learning materials committee.

Agender:

(gender identity) A person who either feels like they have no gender, or do not identify as a man, woman or non-binary person, and/or who has a gender that they describe as neutral, and therefore may not identify with the sex they were assigned at birth. Agender can also be viewed as an umbrella term for those without a gender or gender identity, and also falls under the greater transgender umbrella. It is important to note that not all agender people identify themselves as transgender. Some of these identities can include: gendervoid, neutrois, null gender, genderless, etc.

Androgynous:

A person whose gender expression falls between the two socially valued centers of masculine and feminine. This may include aspects associated with masculinity, femininity, or adopt a gender-neutral presentation

Aromantic:

(sexual orientation) A term for someone who does not experience (or experiences very little) romantic attraction. They may still have a partner (or partners) for different aspects of their lives. May be abbreviated as “Aro” (English only).

Asexual:

(sexual orientation) A person who does not experience (or experiences very little) sexual attraction or interest in sexual activity. Asexual people may still have a partner (or partners) for different aspects of their lives. People who experience minimal and/or situational sexual attraction may use the prefix “demi” as in demi-sexual. May be abbreviated as “Ace” (English only).

Biphobia:

dislike or prejudice toward bisexual people. Common biphobic attitudes include; the idea that people have to “choose” between being heterosexual or gay, the idea that any man who is attracted to men is gay only, and the idea that women’s involvement with other women doesn’t really count as a relationship or cheating when they are also involved with a man.

Bias:

Conscious or subconscious negative attitudes towards a particular group or people. Dislike, intolerance or aggression towards a person based on the person’s identity instead of their actions. Biases can be individual, cultural, or religious. All people have biases learned from childhood and social experience. It is important to examine whether a policy or practice is skewed by these influences. Denying the existence of one’s biases can further harmful attitudes towards gender diverse people.

Bisexual:

(sexual orientation) the romantic and/or sexual attraction to your own and other genders.

Cisgender:

(gender identity) A person whose gender identity aligns with the sex they were assigned at birth. May be abbreviated as “cis”.

Cisnormative:

The presumption that the person’s gender identity matches their sex assigned at birth. It assumes that being cisgender is the norm.

Diversity:

Broadly defined as a range of human differences all individuals embody. These differences can occur along multiple dimensions not limited to age, sex, color, race, national origin, ethnic origin, religion, gender identity, gender expression, sexual orientation, marital status, family status, abilities, language, culture, background, education and socioeconomic status.

Drag:

Exaggerated, theatrical and/or performative, drag culture is most commonly thought of as "drag queens" or "drag kings". However, drag performers of any (or no) gender use expression through gender performance of an exaggerated or theatrical nature, often in the form of a character. There are different types of drag. Popular drag such as female impersonation, which has heavy influence from gay men’s culture is personified with shows like “Ru Paul’s Drag Race”. There are also more alternative types of drag that are part of Burlesque culture, and political drag which can be found in performance art scenes.

Erasure:

the practice of leaving out or deleting evidence of LGBTQ2+ identities in history, academia, the news media and other primary sources. In its most extreme form, erasure can include the belief that bisexuality does not exist, the enacting of laws placing restrictions on transgender people, the dismissal or refusal to give services to same-gender partners, the effect on Two Spirit Indigenous peoples due to colonization, or the destruction of documents, research and historical texts such as during WWII.

Gender:

Innate and socially constructed characteristics related to one's sense of self as expressed on a continuum.

Gender Binary:

a common assumption that gender comes in only two types, male and female.

Gender Continuum:

Acknowledges gender as having many forms and variations within and outside of the perceived gender absolutes of masculinity and femininity.

Gender Expression:

How a person presents their gender. This can include behaviour and outward appearance such as clothing, hair and make-up. A person’s chosen name and pronoun(s) can be expressions of gender.

Gender Fluid:

A person whose gender identity is not fixed. Those who identify as gender fluid may feel a mix of various genders simultaneously, or more masculine on some days, more feminine, or more androgynous on other days. Further still, some people who identify as gender fluid may have a gender that varies over longer periods of time.

Gender Identity:

A person’s internal and individual experience of gender. It is their sense of being a man, woman, both, neither or anywhere along the gender continuum.

Gender Non-Conforming:

(gender identity) People who are gender non-conforming may or may not identify as trans. Gender identities and expression that do not conform to the typical heteronormative and cis-centric binary view of gender categories. May be abbreviated as “GNC”.

Genderqueer:

(gender identity) A person who is not exclusively masculine or feminine—which are outside the gender binary and cisnormativity. Note: Not all genderqueer people identify as transgender. Historically, an older term for “non-binary”.

Gender Role:

The culturally and historically specific expectations that are placed on a person based on their sex assigned at birth.

Harassment:

Generally, a series of incidents but can be one severe incident, which has a lasting impact on someone. Harassment is improper/offensive conduct by an individual directed towards another that they knew or ought to reasonably have known would cause offence or harm. It comprises objectionable act(s); comment(s) or display(s) that demean, belittle or cause personal humiliation or embarrassment and any act of intimidation or threat. It also includes harassment within the meaning of the Canadian Human Rights Act (for example, based on one of the 13 prohibited grounds found in the legislation).

Heteronormative:

The assumption that heterosexuality is the norm, and sexual and romantic relations mostly or only occur between men and women. It is based on a binary way of thinking.

Heterosexism:

The assumption that everyone is heterosexual. Often subtle, but nonetheless pervasive, heterosexism implies that it is the norm and those who do not conform are deviant.

Heterosexual:

(sexual orientation) A person who experiences physical and/or emotional attraction to people of another sex or gender.

Homophobia:

Encompasses a range of negative attitudes and feelings toward homosexuality or people who are identified or perceived as being lesbian, gay, bisexual and queer, etc.

Intersex:

A person who is born with any of several variations in primary or secondary sex characteristics, including chromosomes, gonads, sex hormones, or genitals that do not fit the typical definitions for male or female bodies. Intersex is not interchangeable with transgender, although some intersex individuals may consider themselves transgender and/or undergo social and/or surgical gender affirming transition stages.

Intersexphobia and Interphobia:

negative attitudes and feelings towards people who are intersex, or perceived to have intersex traits. Also the practice of denying or erasing the existence of intersex people.

Monogamy:

the practice or state of having a romantic and/or sexual relationship to only one partner.

Non-Binary:

(gender identity) Primarily under the trans umbrella which may include elements of masculinity, femininity, androgynous, fluid, multiple and even no gender as well as a general term to refer to gender identities that fall outside of the masculine/feminine binary. Not all non-binary people identify as transgender. May be abbreviated to “enby” however it is best to ask a non-binary person if they wish to be referred to as such, since the term can be seen as infantilizing.

Pansexual:

(sexual orientation) romantic or sexual attraction regardless of gender.

Polyamory:

the practice or state of having a romantic and/or sexual relationship with more than one partner at the same time where all partners are aware of and agree to this arrangement. Not to be conflated with polygamy (marriage between more than two people) which is illegal in Canada.

Personal Pronouns:

Refers to the person or people speaking or writing. In English, typical female pronouns are she/her and typical male pronouns are he/him. Some people may use gender neutral pronouns like the singular they/them or newer gender neutral pronouns like zie/zir.

Queer:

An umbrella term for sexual and gender minorities who are not heterosexual or cisgender. Some people may have strong negative reactions to the term, however during the 1990s it was reclaimed and is often used by the community as a shorthand to describe the LGBTQ2+ community, e.g. ‘’the queer community’’.

Questioning:

A person who is uncertain about their sexual orientation and/or gender; this can be brief or long-lasting.

Reclaimed Words:

Words that were previously used as negative or pejorative terms. This removes the power the word has in causing hurt or harm. Often the word will continue to have a negative meaning outside the group. For this reason, those outside the group need to be mindful when using reclaimed words, and understand that such words may not be appropriate.

Sex assigned at birth:

A term used to describe the sex that was assigned to someone based on an external examination of genitals at birth. For example, a baby born with external genitals measuring a certain length may be labeled as male/"a boy". Assigned Female at Birth (AFAB) and Assigned Male at Birth (AMAB) (English only) are sometimes used as acronym identifiers. Additionally, some may add a “C” for “Coercively” (CAFAB, CAMAB) by people who feel they were wrongly assigned, or that the system of assigning gender at birth is wrong.

Sexual Orientation:

a description of the state of being attracted or not attracted to others.

Trans feminine:

(gender identity) Those who identify themselves more with femininity than masculinity along the gender continuum.

Transgender:

(gender identity) A term for a person whose gender identity does not align with their sex assigned at birth. This umbrella term can include people who identify as non-binary, gender fluid, genderqueer, two-spirit, agender, and gender non-conforming. Often abbreviated as “trans”.

Transition:

The state of social and/or physical change as related to transgender identities. This may include name and gender marker indicators on identification, hormone replacement therapy, voice therapy and other affirming procedures. Transition is typically the recommended treatment for gender incongruence (gender dysphoria).

Trans masculine:

(gender identity) Those who identify themselves more with masculinity than femininity along the gender continuum.

Transphobia:

Fear, hatred, repulsion and social aversion of persons who are or are perceived as transgender or non-gender conforming. Examples of transphobia include the idea that people have to be either a man or woman, and other identities are not real or valid; the practice of denying or erasing trans people’s identities in all aspects of life, including in biographies and memorials after their death; denying services; policies that specifically deny access for trans/non-binary people.

This guide was developed with the well-being of the transitioning person, the colleagues, the manager and the organization in mind. It is through collaboration, discussion and mutual understanding that any and all challenges can be resolved. In the end what counts is that we take care of each other.

Many thanks to all who worked on this guide to create an inclusive, safe and respectful workplace.

This guide was created by a working group:

We would like to extend special recognition to the core group of content creators, writers and researchers, as well as the openly trans members of ESDC who shared their stories.

Without the emotional labour spent by the following people, this guide would not be what it is:

Nia Gillies (she/her)
Co-Chair, ESDC Employee Pride Network, Human Resources Advisor, Human Resources Services Branch

Kate Hart (she/her)
Passport Officer, Passport Canada

Erin Rogers (she/her)
W-T Representative, ESDC Employee Pride Network, Program Support Clerk, Canada Pension Plan Disability

Christopher Tate (they/them, he/him)
Co-Chair, ESDC Employee Pride Network, Service Canada Benefit Officer, Benefit Delivery Services Branch

Alex Thomas (they/them)
Program Generalist, Canada Education Savings Program

Muriel (she/her)
ESDC employee

• The greater working group

  Brenda Baxter (she/her)
  Pride Network Champion, Director General, Labour Program

  Gilles-Luc Belanger (he, him, his)
  Business Expertise Consultant, Benefit Delivery Services Business Expertise Directorate

  Brigitte Desormeaux
  Manager, Human Resources Policies and Programs, Corporate Workforce Strategies, HRSB

  Leah Ferko
  Internal Communications, Public Affairs and Stakeholder Relations

  Christine Forgrave (she/her)
  Business Analyst, HR Business Systems, HRSB

  Gaylene D Higgs (she/her)
  Team Leader, Passport Canada

  Carline Kayijuka
  Manager, Strategic Integration and Corporate Affairs Directorate, Skills and Employement Branch

  Dawn Lambert
  Corporate Advisor, Human Resources Services Branch

  Emilie Quesnel
  Senior Human Resources Advisor, Workforce Strategies, HRSB

  Claire St Amour
  Advisor, Diversity and Inclusion, Workforce Strategies, Workforce Management Directorate

  Franca Tomasella (she/her)
  Senior HR Advisor, Corporate Workforce Strategies, HRSB

  Stephanie Vinette
  Senior Manager, Projects Officer Director General’s Office, Workplace Directorate

  Stephanie Vranas-Bellin
  Advisor, Diversity and Inclusion, Workforce Strategies, HRSB

  With special thanks to input from members of the ESDC Indigenous Employees Circle, members of ESDC Networks, members of the ESDC Employee Pride Network’s steering committee, and various members from Labour Relations, Human Resources, the Office of Values and Ethics, and the Office of Internal Conflict Management. This project could not have shined without the participation of everyone involved.

• Annex A: Employee Personal Information Change Form

  The following is an optional form to be used either as a personal checklist for changing information with internal systems, or to designate a member of management to help create, manage, and maintain tickets during the process. It is intended to be printed directly from the guide for use by the transitioning employee and their manager or team leader, if so desired. At the writing of this guide it is not an official form, and is intended for guidance and as a suggestion.

  Employee Personal Information Change Form (DOCX, 17 KB)

• Annex B: Gender transition checklist

  Below is a sample of suggestions regarding how you might like to organize the process of coming out to your colleagues:

  Telling Colleagues About Your Transition Checklist

  How to tell everyone:

  In person Via e-mail Individually In a group

  Via your Manager:

  In a Town Hall or Group Meeting Via e-mail

  Via a Positive Space Ambassador Awareness Session:

  During a Team Meeting or Town Hall With you present Without you present

  If colleagues have questions:

  Direct them to specific resources, websites, this guide, or any positive space ambassador, the ESDC Employee Pride Network, or designate someone in your department if you aren't comfortable answering questions.

  Displaying your new/updated name:

  Change your e-mail signature Have a new name plate ordered Have your e-mail address changed
• Annex C: Sample letter to colleagues

  Dear Colleagues,

  I would like to inform you that Nicole Smith (formerly Frank) will no longer be using her former name and pronouns. Please join me in providing an inclusive and harassment-free workplace for Nicole. She has requested that everyone begin to use her personal pronouns of she/her/hers/herself, and to note that her new name will appear on all schedules, phone lists, etc. ESDC and CEIU are jointly committed to supporting Nicole during her transition.

  If you have any questions, please direct them to your manager or team leader.

• Annex D: Federal legislation

  The Charter of Rights and Freedoms

  The Canadian Chart of Rights and Freedoms

  Section 15(1) states: "Every individual is equal before and under the law and has the right to the equal protection and equal benefit of the law without discrimination and, in particular, without discrimination based on race, national or ethnic origin, colour, religion, sex, age or mental or physical disability."

  The Canadian Human Rights Act Purpose of Act

  2 The purpose of this Act is to extend the laws in Canada to give effect, within the purview of matters coming within the legislative authority of Parliament, to the principle that all individuals should have an opportunity equal with other individuals to make for themselves the lives that they are able and wish to have and to have their needs accommodated, consistent with their duties and obligations as members of society, without being hindered in or prevented from doing so by discriminatory practices based on race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability or conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered.

  R.S., 1985, c. H-6, s. 2; 1996, c. 14, s. 1; 1998, c. 9, s. 9; 2012, c. 1, s. 137(E); 2017, c. 3, ss. 9, 11, c. 13, s. 1

  The Privacy Act

  Privacy Act

  The purpose of this act is to extend the present laws of Canada that protect the privacy of individuals with respect to personal information about themselves held by a government institution and that provide individuals with a right of access to that information.

• Annex E: Name and Gender Correction Steps Checklist

  The following checklist is to be used as a guide for individuals who have had a legal name change. At this time, there is no solution to change your name in the system if you have not legally done so for the following reasons:

  • PeopleSoft is the driver for all changes to Microsoft Identity Management (MIM) and Active Directory (AD) including Outlook.
  • PeopleSoft flows to Phoenix so any changes to a name prior to it being legally changed will impact all payroll systems such as pay, pension, insurances and T4.

  HR Systems, in collaboration with the Innovation, Information and Technology Branch (IITB) are currently looking at different solutions, but none of them is viable at this time.

  ESDC Name and gender correction steps

  This checklist is to be used in aid of updating name and gender marker status with various internal systems once the employee have had a legal name change. The checklist can be used by the transitioning employee, as well as the manager, as some steps can only be done by one party or the other.

  It is intended to be printed directly from the guide for use by the transitioning employee and their manager or team leader, if so desired. At the writing of this guide the Employee Information Change Form is not an official form, and is intended for guidance and as a suggestion.

  How to make a legal name change – PeopleSoft and Phoenix	Responsible
  Name: To make a name change you will need to do so via myEMS(PeopleSoft), and it will automatically update the information in Phoenix. Main Menu > Employee Self Service > Personal Details Select and click on the "Name" tab Click on the arrow to your right hand side Enter the effective date of the name change Edit name and click on "Save" Note: An official Government proof of name change document is required to be sent to Human Resources Gender: To make a gender change you will need to submit a ticket through the HRSC portal; I am an Employee…> PeopleSoft Related Request Category to be selected: Employee & Manager Requests Sub-Category to be selected: Personal Information The change of gender will have to be requested in the Details / Comments section Common Issue: Unable to log in with either old or new credentials after a name/gender change in PeopleSoft Fix: HRSC Portal can help solve this problem. Place a ticket with HRSC portal. I am an Employee…> PeopleSoft related request Category: Access Request, Sub-Category: PeopleSoft Access. Within the "Details/Comments" section describe that your name has been changed and neither your old credentials nor your updated ones will allow you to log into PeopleSoft.	Employee
  The name change can also be updated by the manager via the HRSC Portal: Section: I am a Manager… Select: "Pay-Related Action" Complete the Employee Information section. Category: Select "Personal Info" Sub-Category: Select "Personal Data Change (employee on leave/terminated) – update name, address, phone number, email, marital status" Complete the Manager's Information section. Within the "Details / Comments" section: Include the employee's new name information as well as the effective date. Submit the request.	Manager
  Pension Centre and Group Benefit Carriers: You can notify the Pension Centre and Group Benefit Carriers of your name change as follow: Supplementary Death Benefit (SDB) You can advise the Public Service Pension Centre using your preferred method of communication. Public Service Dental Care Plan (PSDCP) Contact Canada Life directly via their dedicated customer services phone line. Public Service Health Care Plan (PSHCP) Either online at SunLife Financial or via your next claim form. Public Service Management Insurance Plan (PSMIP) Complete form 2028-1 - Change of Name or Beneficiary and submit it to the PSMIP office.	Employee
  In order for the employee to change their name in Windows and Outlook, the manager must submit a request through the Management Portal under "Network Access / Employee – Etc…" and select the following task: Legal Name Change (Marriage/Divorce). Note: The procedure to rename a network account requires that the HR/Compensation and Benefits Service Centre (CBSC) team has completed the process in their system Before a manager can request a legal name change through the Access Management Portal.	The Manager
  IT will contact the employee before renaming the account, as the employee should not be connected during the process. Once the account is renamed (the process takes about 10 minutes on average), IT will contact the employee again to provide them with their new user ID and also to verify that everything looks functional. If Outlook still displays the old name, the Technician will have to recreate the employee's Outlook profile. Q: Does the employee have to back up their Outlook or is there a danger of losing data? A: No, this step is not necessary. Mailboxes are already backed up automatically and could therefore be restored in the unlikely event of data loss.	IT and Employee
  The employee will have to open a ticket with National Service Desk (National Service Desk (NSD) to request a name change for their myKEY What product/system/application do you need help with? *myKEY-ORCA Which of the choices below best describes your problem or request? { The choices listed do not match my problem or request } Once the ticket is opened, the employee will be contacted by an LRA (Local Registration Authority) to ask them to provide the name of a guarantor. The guarantor may be their team leader, manager or director, etc. Once the LRA has received the information from the employee, they will proceed with the request to the KMC (key management center) to request the name change. There is normally a 48-hour delay between the request sent to the KMC and the request being processed. Once the request is processed, the KMC will send an email to the employee containing a reference number and another email will be sent to the LRA containing the authorization code. The LRA will then send an email to the guarantor containing the authorization code to be given to the employee after physical identification using two pieces of identification. The LRA will then send an email to the employee with instructions on how to retrieve the myKEY. Note: Once all changes to the employee's personal file have been made by HR, the new Outlook account will be created and their myKEY will have been modified with the new name and email address, the employee will be able to connect to applications that require the use of myKEY. Hint: Renaming myKEY on your personal hard drive is possible: the user can right click the actual myKEY file within their hard drive and select "rename" to change the file name to match their correct or preferred name. This can be done whether the name change is preferred/chosen, or legal.	Employee
  The manager will have to add the employee under their new name/email address in SABA View and Update my Team (PDF, 374 KB)	Manager
  GCDirectory effective March 2019 should be automatically linking with PeopleSoft for updated information, however you can contact the GCDirectory GD Box if this is not working
  To change how your phone displays your name outgoing (how it appears to those you call), or when they call you on a VOIP (Voice over Internet Protocol) phone place a ticket with NSD
  Specimen Signature Card: If your duties require a Specimen Signature Card and your signature has changed, request from your Team Leader or Manager to have a new Specimen Signature Card filled out so that your signatures will match
  Government of ID card : Request from your Team Leader or Manager to have a new ID card made reflecting the new name and with a new photo ID
  In accordance with the Policy on Government Security, both the requirement for and the processing of a personnel security screening action must be based on a specified need. As such, please do not initiate the completion of this or any other security screening form unless this need has been identified by the federal government department/agency that requested you to complete them. ESDC Security Screening Forms – Currently this form only allows for gender designations of female (F) or male (M). There is no space on the form regarding indicating a gender marker update has occurred. Under Section B Biographical Information "All other names used" an employee can indicate a Nickname or other names they go by.

• Annex F: Jurisprudence

  Ferris v. Office and Technical Employees Union, Local 15, 1999 British Columbia Human Rights Tribunal (BCHRT) 55

  Leslie Ferris, a trans woman, was working as a cab dispatcher when a complaint about her using the women's washroom was made. The union was involved, and as such were obliged to invited a female union rep to a meeting, and this rep turned out to be the person who had initiated the complaint. The union then scheduled a meeting with the employer, without inviting Ferris, who was then disciplined for not attending. A decision was also made in her absence about her use of the women's washroom, regardless that a key system was in place, and refused to file a grievance on her behalf in a letter that included statements that any harm Ferris suffered was her own fault.

  The court found the complaint justified and ruled that the union did not afford Ferris the same dignity and respect they would another union member, that the union had discriminated against the complainant. Read the full reasons for decision online.

  XY v. Ontario (Government and Consumer Services), 2012 Human Rights Tribunal of Ontario (HRTO) 726

  "The applicant contends that the requirement that she have and certify that she had "transsexual surgery" in order to obtain a birth certificate which accorded with her gender identity infringed her right to equal treatment without discrimination on the basis of sex and/or disability with respect to services contrary to s.1 and s.11 of the Code."

  The tribunal ordered the respondent to stop requiring trans people to have "transsexual surgery" before being able to access a change in sex designation on their registration of birth, and that they must publicize this change. You can also read the full decision online.

  C.F. v. Alberta (Vital Statistics), 2014 Court of Queen's Bench Alberta (ABQB) 237

  Respondent ordered to issue a birth certificate to C.F. which records her sex as female, and the court was satisfied that C.F.'s self-identification as female was enough to satisfy the court; that her intent to live the rest of her life as a woman was genuine.

  C.F., in order to obtain a Canadian Passport, was required to show a birth certificate with the proper sex designation to match. She was not "out" to her employer, and the discriminatory effect of the Vital Statistics Alberta (VSA) birth registration system placed limitations on her mobility, more so than most Canadians, since her employer was within the USA, and she anticipated needing to travel across the border.

  "When asked, at the presentation of this application, how it could possibly matter that a person born male, but who has transitioned and lives female, have a birth certificate that says they are female, Counsel for Alberta could offer no answer."

  Surgery is now no longer required in order for a person born in Alberta to be issued a birth certificate with a new sex designation. You can read the full reasons for judgment online.

  Saskatchewan Human Rights v Saskatchewan, 2018 SKQB 159

  Respondent in this case admits that section 31 of the Act discriminates against Renn Forsberg by not outlining criteria to allow for a change to her sex designation on Renn's birth certificate, that section 65 of the act discriminates against Lucas Dyck to the extent that it does not provide an option for Lucas to remove the sex designation from Lucas' birth certificate.

  Respondent ordered to issue Lucas Dyck a birth certificate without a sex designation and create new criteria to remedy Renn Forsberg's change of designation of sex on her birth registration. Read the full judgment online.

  Oger v. Whatcott (No. 7), 2019 BCHRT 58

  New Democratic Party (NDP) Candidate M Oger ran in Vancouver election, William Whatcott, a self-proclaimed Christian activist, resolved to stop her being elected, and created a flyer entitled "Transgenderism vs Truth in Vancouver-False Creek" where he called her a "biological male who has renamed himself… after he embraced a transvestite lifestyle." and widely disseminated the info, estimating about 10,000 people saw the flyer. The Tribunal decided the flyer was in violation of s.7 of the BC Human Rights Code regarding "Discriminatory publication".

  The tribunal ruled in favour of M Oger, ordering Whatcott to cease the contravention and refrain from committing the same/similar, pay $35K for compensation to dignity, and $20K as costs for improper conduct. Read the reasons for decision online.

• Annex G: LGBTQ2+ history in Canada and the federal public service

  1940s – Royal Canadian Mounted Police (RCMP) and National Defense and External Affairs begins conducting background checks on civil servants considered or believed to be security risks including those who, due to their perceived or admitted status of being gay or lesbian, were termed as having "moral failings" or "character weaknesses"

  1950-1990s thousands of LGBT workers in the Canadian Military and Civil Service were targeted, investigated and had their careers and lives ruined by the LGBT Purge. The Canadian Military only ended the official exclusionary policy in the 1990s due to Michelle Douglas' court case which was settled out of court on October 27, 1992

  1969 – Partial Decriminalization of Homosexual acts

  1971 – Canada's first gay rights march took place in Ottawa

  1981 – Operation Soap occurred. On February 5th of 1981 Operation Soap was a raid by the Metropolitan Toronto Police against four gay bathhouses in Toronto, Ontario. Toronto Police Chief Mark Saunders issued a formal apology in 2016, more than three decades after the event.

  1989/1990/1992 – Michelle Douglas in 1989 submitted a complaint against the military Security Intelligence Review Committee for her wrongful dismissal because she was a lesbian. The committee determined her dismissal was unfair and that she should be reinstated. The military refused.

  In 1990, Michelle Douglas filed a lawsuit against the Military for her dismissal and to challenge the discriminatory policies against gay and lesbian service members.

  On 27 October 1992, the day of Douglas's trial, the military settled out of court. Douglas was awarded $100,000, and the military formally ended its discrimination against gays and lesbians.

  1990 – Myra Laramee coins the term "Two Spirit", adopted at a gathering of native American and Canadian LGBTQ people in Manitoba.

  1996 – Canadian Supreme Court decides that the Canadian Human Rights Act shall be expanded to include sexual orientation as a ground for discrimination. This prohibits federal departments and institutions from discrimination based on sexual orientation

  1997 - LGBT employees begin organizing a network at the Department of Canadian Heritage, one of the first federal departments to recognize the unique needs and contributions of LGBT employees

  2001-2004 - employees from Public Works and Government Services Canada, Natural Resources, Health Canada, Canada Revenue Agency and Statistics Canada begin meeting to develop an Interdepartmental Network, social events generate further interest

  2004 - LGBTQ2+ employees in several departments develop a broader network: Public Service Pride, which begins regularly meetings and drawing hundreds of members

  2005 – federal Civil Marriage Act is given royal assent. The act legalizes same gender marriage across Canada, stating "Marriage, for civil purposes, is the lawful union of two persons to the exclusion of all others"

  2011 – The Chief Public Health Officer's Report on the State of Public Health in Canada 2011 – Creating healthy transitions

  2016 – Federal MP Randy Boissonnault is named as the government's LGBTQ issues advisor, with a mandate "to advance and protect the rights of the community and address historical injustices", and a pride flag is raised on Parliament Hill in Ottawa for the first time in history

  2017 – Bill C-16, after having passed the legislative process in the House of Commons and the Senate, became law upon receiving Royal Assent, which put it into force immediately. The law updated the Canadian Human Rights Act and the Criminal Code to include "gender identity and gender expression" as protected grounds from discrimination, hate publications and advocating genocide. The bill also added "gender identity and expression" to the list of aggravating factors in sentencing, where the accused commits a criminal offence against an individual because of those personal characteristics.

  2017 – ESDC settles a complaint in front of the Canadian Human Rights Commission, filed in 2012 by Christin Milloy regarding collecting sex and gender info for the SIN program and SIR

  November 28, 2017 - Apology to LGBTQ2 communities from the Prime Minister

  July 22, 2019 - RCMP News Release on Pride and Policing: Reconciling our past, celebrating our present and looking towards our future

• Annex H: HRSC Portal self-service step-by-step guidance

  • Step-by-step guidance: Manager

    After the employee has updated their username for their Windows/APPGATE login their myEMS PeopleSoft login will no longer function. To correct this, the PeopleSoft team will need to move their profile over from the former username to the updated one.

    Use this procedure to submit an access request for myEMS PeopleSoft, on behalf of your employee to assist them in regaining access their myEMS PeopleSoft account.

    Step 1:

    Navigate to the HRSC portal to submit a request.

    Step 2:

    Under the section, "I am a Manager" click on the option "PeopleSoft Request". This will redirect you to the request form where you can fill out your information.

    

    Step 3:

    Fill out the request form; the first section is the employee information. Use the magnifying glass to search for your employee.

    

    When you click on the magnifying glass, you will be redirected to a new screen, which will allow you to search for your employee in the electronic directory.

    

    Once you have selected the search button, look at the list of names below and select the proper name and then click on the "OK" button. Selection of the "OK" button will return you to your request with the employee's name and data populated.

    You will need to fill in the following information: Region, Branch/SC Region, Directorate, Language Preference and Language of Document

    

    The second section is the Request Information, here you will need to choose the "Access' Category and then the "PeopleSoft Access" sub-category.

    

    Next, you will enter the date and select a priority level.

    Note: All access tickets where the client is unable to access the system are a priority and are dealt with in a timely manner.

    

    Step 4:

    Select the Manager Information using the lookup magnifying glass.

    Note: In this section you may also add an "Alternate Contact Name" if you wish to do so, using the same method shown above in step 3. This is your information.

    

    Step 5:

    Add your comments into the Details / Comments box below. It is important to include the employee's previous username, this will allow the access and security agent to easily locate their former profile in the system and transfer it over to the new profile they will create for the employee.

    Note: For this type of request, no documents are required.

    

    Step 6:

    Select the Submit button to submit your request through the portal. Based on the category and sub-category you have chosen for your request; it will be auto-transferred to the correct queue for processing.

    

    You, your employee and the alternate contact (if listed) will receive an e-mail from the HRSC system indicating that you have submitted a request.

    Once the myEMS PeopleSoft access team has completed the user profile transfer they will contact you, or the alternate contact and the employee to advise them to log in using their updated username and their Windows/system or APPGATE password.

    Once logged into the system, please visit the PSGuide for employee self-learning and online support, if you or your employee require any assistance with the navigation or use of myEMS PeopleSoft. The PSGuide is the "how-to" guide for myEMS PeopleSoft.

  • Step-by-step guidance: Employee

    After you have updated your username for your Windows/APPGATE login your myEMS PeopleSoft login will no longer function. To correct this, the PeopleSoft team will need to move your profile over from the former username to the updated one.

    Use this procedure to submit an access request for Employee Self-Service in myEMS PeopleSoft.

    Step 1:

    Navigate to the HRSC portal to submit a request:

    Step 2:

    Under the header "I am an employee" click on the option "PeopleSoft Related Request". This will redirect you to the request form where you can fill out your information.

    

    Step 3:

    Fill out the request form; the first section is the employee information. Use the drop down menus to select your information.

    

    The second section is the Request Information, here you will need to choose the "Access Request" Category and then the "PeopleSoft Access" sub-category.

    

    Next, you will enter the date and select a priority level.

    Note: All access tickets where the client is unable to access the system are a priority and are dealt with in a timely manner.

    

    Step 4:

    Select the Manager Information using the lookup magnifying glass.

    Note: In this section you may also add an "Alternate Contact Name" if you wish to do so, using the same method shown below using the magnifying glass search tool.

    Special consideration: The manager and alternate contact added to your access request will receive automated e-mail updates. If an alternate contact is added, they will also receive an e-mail with the resolution of the case.

    

    When you click on the magnifying glass, you will be redirected to a new screen, which will allow you to search for your manager in the electronic directory. Use the format of "last name, first name" for your search and select the search button. Once you have selected the Search button, look at the list of names below and select the proper name and click on the "OK" button. Selection of the "OK" button will return you to your request with the manager name populated.

    

    Step 5:

    Add your comments into the Details / Comments box below. It is important to include your previous username, this will allow the access and security agent to easily locate your former profile in the system and transfer it over to the new profile they will create for you.

    Note: For this type of request, no documents are required.

    

    Step 6:

    Select the Submit button to submit your request through the portal. Based on the category and sub-category you have chosen for your request; it will be auto-transferred to the correct queue for processing.

    

    You, the listed manager and alternate contact (if listed) will receive an e-mail from the HRSC system indicating that you have submitted a request.

    Once the myEMS PeopleSoft access team has completed your user profile transfer they will contact you, and the alternate contact (if listed) and advise you to log in using your updated username and your Windows/system or APPGATE password.

    Once logged into the system, please visit the PSGuide for employee self-learning and online support, if you require any assistance with the navigation or use of myEMS PeopleSoft. The PSGuide is your "how-to" guide for myEMS PeopleSoft.

• Annex I: Resources

  Below is a list of LGBTQ2+ resources, adapted from the ESDC Employee Pride Network's Positive Space Participant's Manual

  ESDC/Federal government-specific:

  • Employee Assistance Program (EAP) 1-800-268-7708
  • ESDC Code of Conduct
  • ESDC Employee Pride Network
  • Harassment and Violence Centre of Expertise
  • Mental Health in the Workplace
  • Office of Informal Conflict Management (OICM)
  • Values and Ethics Code for the Public Sector
  • Work Place Harassment and Violence Prevention Regulations

  National resources and support groups:

  • Canadian Human Rights Commission
  • PFLAG Canada (Parents, Families, and Friends of Lesbians and Gays) – resources for all LGBTQ2+ identities/orientations
  • Egale – Canada's leading organization for LGBTQI2S people and issues
  • TransParent Canada
  • Gender Creative Kids Canada
  • The Canadian Centre for Gender and Sexual Diversity
  • The Canadian Institute of Diversity and Inclusion
  • You Can Play (advocates for LTBTQ2+ Inclusion)

  Online resources:

  • Trans Student Educational Resources
  • Qmunity
  • The 519
  • AlterHéros

  Telephone support lines:

  • Interligne (open 24 hours a day) 1-888-505-1010 or 514-866-0103 (Montreal)
  • Trans LifeLine 1-877-330-6366 crisis helpline by trans people for trans people
  • LGBT Youth Line 1-800-268-9688 (intended for youth in Ontario)

  Videos on Trans Inclusion

  Towards Inclusion, video produced by PSAC (English only)

  Trans women tell GLAAD about their experiences in honor of Trans Day of Remembrance, video produced by GLAAD (English only)

  The Indigenous Doctor Helping Trans Youth, produced by Thomson Reuters Foundations (English only)

  Transgender Day of Visibility – Video message from the Honourable Bardish Chagger

  Trans Day of Remembrance Infographic Text

  Trans Day of Remembrance 2020

  Between January 2008 and September 2020, 3664 murders of trans and gender-diverse people were registered worldwide."

  Table 1 - An image of a graph illustrating the following statistics - all regions:

  2010	2011	2012	2013	2014	2015	2016	2017	2018	2019	2020
  233	271	312	271	294	276	325	358	348	321	283

  Image of an umbrella with the following statistics: 60% of those whose occupation is known were sex workers; 97% of those killed globally were trans women or femmes [image of a woman's head] 89% of those killed in the United States were people of color [image of a fist]; 73% of those killed in Europe were migrants [image of loudspeaker]; Location: 41% streets, 21% own residence, 6% highway [image of location marker]; Age: average: 30 years old; youngest: 8 years old; oldest: 80 years old.

  (c) 2020 TvT Trans Murder Monitoring (TMM)

  More information on Trans Respect Versus Transphobia Worldwide's website