Office of the Chancellor

Gender Recognition Act Task Force FAQ

• What is in the GRLN Policy?

  Please note: The information in this Policy Overview FAQ is also available via the online training module “UC Policy on Gender Recognition and Lived Name.”

  The UC Policy on Gender Recognition and Lived Name requires that all individuals have the ability to share accurate gender identities and names in UC's information systems.

  Gender identity is critical to how many people understand themselves and shapes their experience of the world. It is fundamental that the University of California respects this by ensuring that all individuals have university-issued identification documents and displays of personal identification information that recognize their accurate gender identity and lived name (first name, middle name, and/or last name or surname).

  As a public research university, the collection of gender identity data is necessary for federal reporting and assessing gender equity. As such, this policy also provides guidance on the collection and reporting of gender identity, lived name, and sexual orientation.  You may download the policy below for more detailed information.

   The policy officially requires us to include a minimum of three equally recognized gender options in all of our systems: woman, man, and nonbinary. Now that UC systems (e.g., UCPath) have included these options we can more fully integrate nonbinary as a choice throughout our local systems. The policy requires that we provide an efficient process to make updates for students, employees, alumni, and affiliates.

  The policy allows for two different options when collecting data on gender identity, shown below. Please note that the option to Decline to State is also provided when collecting information.

   

  Option A: Question - What is your gender identity?	Option B: Question - What is your gender identity?
  Woman	Woman
  Man	Transgender Woman/Trans Woman
  Nonbinary	Man
  Different identity*	Transgender Man/Trans Man
  	Nonbinary
  	Different identity*

  *Forms or IT Resources should include an option open text box for "Different identity."

  Lived Name

  The policy established "lived name" as the moniker for what we have consistently called “preferred name” at UC Riverside.

  Why we use lived names, not legal names:

  • It is a nickname
  • It is a pen name an author uses
  • It is a name that reflects a cultural or familial preference/practice
  • It is an international scholar/student who selects another name for campus use
  • It is a name that accurately reflects a person's gender identity

  The policy also expands what most people think of when considering lived names (which typically is the first or middle name) to include last names. 

  Why last names?

  As an example, Russian last names use male forms and female forms, with female forms generally adding an "a" at the end. 

  For example, a man and a woman with the last name of Pushkin would be Pushkin for the man and Pushkina for the woman.

  Our transgender students, employees, alumni, and affiliates with gendered last names may want to update their last names to a lived name in order to best represent their gender identity.

  Use of Lived Name and not Legal Name

  The policy also clarifies that lived names—not legal names—should be used most of the time. UC Riverside has many complex technological systems and reporting processes in place. This has meant that, even with good intentions, lived name has been inconsistently implemented across campus. This policy makes clear that revising our systems to ensure that UC Riverside campus members and affiliates are addressed appropriately by their lived names is a campus priority.

  The policy now provides that legal names should be kept confidential if the legal name is different than the lived name, and that it can’t be published or displayed.  This change ensures we have consistent use of lived names. Legal names will be hard to access and use unless there is a clear business purpose.  We will further discuss this later in this course.

  One of the ways we can now think about legal names is to think about when and how we use social security numbers. In general, that is not very often. We tend to be VERY protective of social security numbers because of what they can do if they are accessed and used inappropriately. This is now how we should treat legal names.

  We should use them as rarely as we use social security numbers, unless of course, a person does NOT use a lived name, in which case a legal name appears and can be used.

  Sexual Orientation

  Although the policy title does not indicate that sexual orientation issues are addressed, the text of the policy does mention them. The policy expands our standard list to include asexual communities, one of the largest sub-groups we know exists at UC Riverside. The standard when collecting data on sexual orientation will, when the policy is fully implemented, look like the list below. Please note that the option to Decline to State is also provided when collecting information.

  Question - Do you consider yourself to be:

  • Asexual
  • Bisexual
  • Gay
  • Heterosexual or Straight
  • Lesbian
  • Not listed above*

  * Forms or IT Resources should include an optional open text box for “not listed above.”

  Data entry systems should provide definitions of sexual orientation in a popup box or glossary. See definitions in the glossary below for suggested wording. You may also refer to the policy for definitions.

  Sexual Orientation Glossary

  Asexual

  Describes a person who is not drawn to people sexually and does not desire to act upon attraction to others in a sexual way. The asexual spectrum may also include people who experience forms of attraction that can be romantic, aesthetic or sensual in nature. 

  Bisexual

  Describes a person whose sexual and/or affectional orientation can be toward people of their own or other genders. 

  Gay

  Describes a person whose sexual and/or affectional orientation is toward people of one’s own gender. Also, describes a man whose sexual and/or affectional orientation is toward men. 

  Heterosexual or Straight

  Describes a person whose sexual and/or affectional orientation is toward people of another gender.

  Lesbian

  Usually refers to a woman whose sexual and/or affectional orientation is toward women. Some nonbinary people also identify with this term.

  Pronouns

  The policy also encourages, although does not require, the use of pronouns. UC Riverside will help lead the way in the UC system on this for our students, employees, alumni, and affiliates.

  Nothing prohibits the addition of new options to reflect the dynamism of our UC Riverside community and affiliates as new language and definitions become available to make sense of the ways in which people experience gender, gender identity, and sexual orientation. Because the policy also requires a “fill in the blank” option for sexual orientation, we are able to see emerging identities for diverse communities.

   

• How is UCR modifying IT systems to follow the GRLN Policy?

  UCR is modifying all student, employee, faculty, alumni, and affiliate IT systems, including downstream systems, to accept lived names and the gender identity data fields, restrict legal names, include expanded sexual orientation options, and encourage pronouns.

  UC IT systems are interconnected to UC Riverside IT systems. For example, UCPath is connected with UC Riverside’s Time and Attendance Reporting System (TARS) and Enterprise Directory. Identifying all of these IT systems, including downstream systems, and processes that require legal names or that should use lived names, and expanding gender markers and pronouns to be used will take time. Much of this work has been done on primary IT systems, but the Committee has identified over 200 applications that may require updating. The policy must be implemented by December 31, 2023, with the exception of systems that are dependent on UCPath data which have until June 2024 to be in compliance.

  Questions regarding modifying UCR IT systems should summit a ticket here.

   

• What if my Lived Name is not accepted or isn’t being used? Or if there is some other noncompliance with the Policy?

  UCR is ready to help. You can summit a report with ITS here. ITS can help if the non-compliant incident is the result of a system or application failing to provide a non-binary gender option, failing to provide a field for lived name, inappropriately displaying or allowing access to a legal name, or other technical non-compliance.

  The Title IX Equal Opportunity and Affirmative Action office if the noncompliance is intentional misgendering or other sex-based harassment as defined in the Policy on Sexual Violence and Sexual Harassment.

   

• Can I change my NetID?

  The process to change a NetID is a time-intensive manual process that has a significant downstream impact. At this time, we are not able to meet the demand to process changes due to a lived name change. This process will improve in the future.

• How may departments request access to legal names?

  UC may only use legal names when:

  • they are required by law
  • they are the industry standard
  • there's a legitimate business need

  When the legal name is required, those who need access to legal names will need to make a request. Department representatives may email megan.rush@ucr.edu to add your request to the GRLN Committee agenda. The GRLN Committee has authorized access to legal names within Human Resources, Financial Aid, Student Business Services, Registrar’s Office, Student Health Services, and the School of Medicine regarding medical records.

  Departments submitting requests to the GRLN Committee for employee access to legal names should include:

  1. The university-related record, document, or IT system that should have access to legal names
  2. The name and job description of the employee(s) who need access to this university-related record, document, or IT system
  3. The relevant citation of law, documented industry standard, or ongoing legitimate business need
  4. The department-specific training in place to ensure the careful use and disclosure of legal names when the university-related record, document, or IT system is utilized

  If you are granted access, it must be kept confidential. Remember, it cannot be shared. In interactions with the student or employee, lived name should be used at all times EVEN IF the employee has access to legal names, or it is on a record or document.

• EMPLOYEES - How is UCR implementing the GRLN Policy?

  HUMAN RESOURCES INFO ON GRLN UCPATH UPDATE OPTIONS

  Chancellor Wilcox provided a campus Staff/Faculty Update regarding the GRLN Policy on 6/8/23. UCR employees now have the option to update aspects of their personal profile in the UCPath system with more inclusive options for self-identification.

  The UCPath 6/20/23 major update allows for the beginning of implementation in downstream systems. Campus information systems that rely on UCPath must be in compliance with the GRLN Policy by June 2024.

  All UCR faculty and staff, including student employees, should visit the HR Gender Recognition and Lived Name UCPath Update Options page to learn more and to update options.

  • UC Employees may update their legal and/or lived names (currently called “preferred” in the UCPath system), as well as their gender identity, in their profile on UCPath. At this time, the data does not flow down to campus systems.
  • UCR Employees may update the Enterprise Directory with their lived name by contacting their department administrator.
  • Please see https://out.ucr.edu/resources/ucr-trans-guide#tutorials_on_using_livedpreferred_names_online_and_on_campus for more information.
• STUDENTS - How is UCR implementing the GRLN Policy?

  Banner (UCR's student information system) is the source of record for student information.

  • Students may update their lived name in R’Web self-service (currently called “preferred” in self-service).
  • Additional information on systems this currently impacts and FAQs can be found at https://registrar.ucr.edu/grades-records/information#lived_name

  The Registrar’s Office will send out communications to students closer to Fall with updates. Meanwhile, students can continue to use the Registrar’s website for current process information and to make updates within R’Web Self-service.

  Key changes to the system by Fall 2023 include:

  • The current name will be the lived name (if a student does not have a lived name, then it will be their legal name).
  • All students will have a legal name that is stored, but only accessible by departments who have demonstrated need.
  • UCR will no longer be capturing students’ binary sex at birth but will shift to gender identity.
  • UCR will allow students to provide their pronouns which will be shared with approved systems/departments.

  In conjunction with the implementation in Fall, the Registrar's website will be updated to provide transparency on the process and which departments will still need to utilize legal names.

• How is UCR maintaining confidentiality regarding Legal Names?

  Use and Disclosure of Legal Names

  As the policy becomes fully implemented, in general, most employees at UC Riverside will not have access to legal names. If you are seeing a “name” field in a data system or record that you are using to interact with a student or employee, that field should be populated with the lived name of the individual. (Please note that if an employee or student does not indicate a lived name, then their legal name will be displayed as a lived name.)

  In fact, UC has significant protections for legal names. The UC Policy on Gender Recognition and Lived names indicates they “must be kept confidential” and “must not be published on documents or displayed in IT Resource systems that do not require a person’s legal name.”

  One of the ways we can now think about using legal names is to think about when and how we use social security numbers. In general, that is not very often. We tend to be VERY protective of social security numbers because of what they can do if they are accessed and used inappropriately. We should use legal names as rarely as we use social security numbers.

   The onus is on the University to follow the policy, not the student or employee to correct the university when the policy is not followed.

  Maintaining Confidentiality of Legal Names

  It means you have a responsibility to keep that information private. If you have a legitimate business need to know a student or employee's legal name and that person goes by a different lived name, you cannot share that legal name with anyone else. For employees, this includes an employee's manager or supervisor, PI, teammates, or other colleagues. For students, this includes the student’s faculty, advisors, lab mates, other classmates, or other staff and academic personnel who interact with the student.

  In fact, even if you have a peer or equal within your area that ALSO has access to the person’s legal name, you should not use it or share it.  You should use the person’s lived name in all conversations, communications, and references unless there is a specific business need for the legal name to be used.

   A few exceptions exist where UC knows legal names and genders are required, and they are specifically mentioned in the policy, including:

  • Financial aid documents

  • Payroll records

  • Medical identification and records

  • Federal immigration documents

  • Tax forms (e.g., W2, 1095C, 1099)

  This puts increased responsibility on university areas such as Payroll, Financial Aid, Health Services/Centers, Global/International Scholars, and others who have access to legal names. 

   

• Will UCR students be able to record and share their personal pronouns?

  Data collection of personal pronouns allows UCR the ability to provide faculty, staff, and administration (in certain circumstances) the information necessary to address each student appropriately, according to a student’s wishes. You can select or change a personal pronoun on your self-service Personal Information page. The office locations and/or systems shown below will have access to pronouns information:

  iGrade 

  Canvas 

  Student Health Housing 

  Student Disability Resource Center 

  Student Conduct and Academic Integrity Program

   

  You can add, change, or remove your gender identity, sexual orientation, or personal pronouns by logging into your self-service R’Web account, clicking on Personal Information, and following the navigation to the information you’d like to update.

   

• Will employees and students be charged a fee to get a replacement R’Card after recording a Lived Name?

  As part of the Lived Name and Gender Recognition policy, the Card Office will replace R’Cards for current UCR students and employees who have updated to a lived name (either through the Personal Information section of R'Web Self-Service or through UCPath). You must provide your current card in order to request this one-time replacement, free of charge for lived name changes only. Any additional replacement requests will be charged at the standard rate. If you have exhausted your one-time free replacement, students may contact the LGBT Resource Center to apply for assistance paying the replacement card fee.

• What online trainings are available for gender awareness, the GRLN Policy and its implementation?

  Several online trainings are available to UCR employees using the UCR Learning Center. 

   

  The eCourse “UC Gender Recognition & Lived Name: An introduction to Gender Awareness” introduces you to terms and concepts related to gender and nonbinary identities, as well as best practices for name, pronoun, and title usage. Please note this course was updated and improved in 2023 and is recommended for everyone. This eCourse is also a prerequisite course for UC GRLN Policy training(s). Length: 35 minutes.

   

  The eCourse “UC Policy on Gender Recognition and Lived Name” online course introduces you to the concept of lived name, and provides an overview of the policy, implementing procedures, use, disclosure, confidentiality, access, and local procedures regarding legal name. Length: 35 minutes.

• What in-person trainings are available for the GRLN Policy and its implementation?

  To schedule an in-person training to expand on the online module, please contact Nancy Tubbs, Director of the LGBT Resource Center, at nancy.tubbs@ucr.edu or 951.827.2267.

• When will Student Health Services use lived names?

  At this time we feel we are still on target for the December 2023 deadline.

• Are Departments responsible for updating data systems?

  Central data systems, such as UC undergraduate admissions, Banner, and UC Path, will be administered and updated centrally as they come online.  However, if your own department/unit maintains internal applications and databases, such as for graduate recruitment, etc., please do update those within your units directly. If you are an application/system owner and ITS provides technical support or maintenance, please work with ITS to determine the impact and changes that may be required for your applications/systems. 

• What can I do when I hear dismissive comments of this process from others?

  Since most individuals who initially react dismissively do so because they do not thoroughly understand the underlying goals, issues and ramifications, they may benefit from additional education and resources, such as the training mentioned in these FAQs and the resources below.

• Where are gender-inclusive restrooms located on campus?

  To find gender-inclusive restrooms, visit the UCR campus map and zoom in until you see the circle-triangle symbol. Click on the symbol and room number details will become visible on the left-hand side of the window. ADA-compliant facilities information is also available on the UCR campus map. The Student Recreation Center also offers a gender-inclusive locker room.

• What is the history of the GRLN Policy implementation at UCR?

  2019

  In response to the CA Gender Recognition Act, UC Riverside Chancellor Kim A. Wilcox charged a steering committee (now the Gender Recognition and Lived Name Committee) under the leadership of Dr. Mariam Lam, Vice Chancellor for Diversity, Equity & Inclusion to examine the use of gender across campus, and to begin systematic changes and implementation while raising awareness. 

  2020

  The University of California Gender Recognition and Lived Name (GRLN) policy was released in November of 2020.

  2021

  ITS designated a Project Manager to oversee an implementation strategy for the GRLN policy in UCR information systems. ITS began work on identifying central IT systems and downstream processes that would need to be remediated.

  2022

  HR established UCR committees to oversee the implementation of the GRLN policy in human resources systems. The UCR Registrar initiated plans to update Banner, the Student Information System.

  Ongoing

  The GRLN Committee continues to meet to:

  • Review campus data systems, report templates, surveys/assessments, physical spaces, and policy language

  • Implement inclusive changes to systems, policies, and customer service practices

  • Recommend training and resources to ensure appropriate implementation

• What are helpful resources regarding the CA Gender Recognition Act?

  Changing Legal Identity Documents in California
  Fact Sheet from the Transgender Law Center
  Example of changes made for California State Housing Entities
  UCR Transgender Guide
  NCAA Training Materials

• How do I change the gender listed on my California ID?

  Head to https://transequality.org/documents/state/california to get started.