A single point of contact in the college should be identified to support the student and coordinate action between college, department and University. For undergraduates this would normally be the Senior Tutor. However, staff with welfare responsibilities may also act as the main point of contact for students wishing to change their assigned gender identity.
Colleges should anticipate that they may have students wishing to change their assigned gender identity, and should think about what steps need to be taken.
The Student support checklist PDF in the right hand menu gives guidance on some of the issues to consider.
College staff should inform the Academic Records Office of any student requests to changes to name or gender records, so that University data can be updated. They should also change college systems that do not draw data from central systems. See: weblearn.ox.ac.uk/portal/site/:central:aad:adm:aro
Provide positive messages that trans people are welcome. The absence of explicit mention of trans people may be interpreted as a sign that the organisation is neither supportive nor aware.
Examples of good practice include:
Trans prospective applicants may research college websites for information and be encouraged to apply if they find information about the college’s positive approach to trans inclusion.
Staff engaged in student admissions should have awareness of transgender issues and of the profound impact of gender dysphoria. We would encourage applicants and schools to mention in their applications if schooling has been seriously disrupted by absence, mental ill-health or transphobia.
Colleges should be aware that applicants may have started a transition process and that official documents may differ from the individual’s current name and gender. Where an applicant contacts the college to request that a preferred name and gender are used, the college should ensure that relevant individuals, including interviewers, are briefed appropriately. Colleges may ask to see some proof of identity. Staff should check the name that should be used for correspondence to the home address, since this may differ from the preferred name to be used within the college. Once an offer has been made and accepted, the college should liaise with the student over practical arrangements relating to their transition.