Suggestions on communication

Everyone should be treated with courtesy in daily interactions, including how they are directly addressed and how they are spoken of. In general, someone’s expressed preference on language or pronouns as it refers to them should be respected. However, when meeting people for the first time, this can be more difficult. We tend to make assumptions about gender, based on our perception of gender norms and we may sometimes inadvertently fail to use someone’s preferred language / stated pronouns. In those circumstances, most people would appreciate a brief apology – over-apologising can put the focus on you rather than the person affected.

Consider including your own pronouns when introducing yourself, even if you are not transgender. This helps normalise the practice, makes it easier for others to share theirs if they wish, and reinforces the fact that pronouns are part of everyday communication for everyone, not something associated with transgender or non-binary people.

For some people, being addressed in their affirmed gender is an important recognition of identity; others (particularly people with a non-binary gender identity), may prefer to avoid gendered language entirely. The most inclusive approach is to listen and use the terms and pronouns people share with you.

Trans students and staff have some suggestions for colleagues on how to be inclusive of trans people:

• Avoid drawing attention to, or commenting on any perceived difference between someone’s name, voice, or appearance.
• Use neutral phrasing where possible e.g. ‘Your visitor [name] is waiting in Reception. Will you come and meet them?’ instead of ‘Will you come and meet him/her?’
• Those moderating public events might consider welcoming ‘Colleagues and guests’ or similar.
• When taking questions at a Q&A you can try to point someone out without identifying their gender, e.g. ‘There’s someone at the back in red; just keep your hand up until the microphone gets to you.’ If you know the questioner’s name, use that instead. This helps to include people whose appearance, name, or voice may not fit societal expectations of gender, or who have a non-binary gender.

Some people, including trans and non-binary people, may find phone conversations difficult because others can make assumptions about their gender from their voice. Many factors such as accent, illness, disability, background noise, can also affect how someone sounds, so gender-based assumptions are often inaccurate. In most situations the caller’s gender is unlikely to be relevant.

Suggestions for inclusive phone communication:

• Avoid making assumptions about gender based on voice pitch or tone.
• Use the caller’s name rather than gendered terms such as ‘sir’ or ‘madam’.
• Ask politely for the name they would like to be addressed by if you are unsure and then use it consistently.
• If you need to request personal details, ask open questions such as "How would you like me to record your name and title?", rather than assuming titles such as Mr/Mrs.

In general, when writing about a specific individual, use their preferred pronouns. This may entail using a gendered pronoun for someone who has transitioned to a binary gender, or a non-gendered pronoun (such as they/them) for someone who is non-binary or prefers gender-neutral language.

When referring to others, non-gendered language such as ‘the student’, ‘they’ and ‘their’ can be used instead of ‘he’ or ‘she’. This style is increasingly being adopted in the University’s written documents as they are revised.

Usually, once a trans person has shared their chosen name, this should be used in all situations except those where legal names are required (such as on a degree certificate). People with fluid gender identities may have more than one name, so it is respectful to discuss their preferences with them as to how and when they would like each name to be used.

Be mindful of the language you use and remain alert to sensitivities around terminology to avoid unintentionally excluding or invalidating trans and non-binary people.

Preferences on language vary widely, even within the trans community. Many people value the principle and are comfortable to use terms like ‘identifies as’. However, some may find this phrasing limiting or inaccurate.