The University of Virginia is committed to creating a welcoming environment for our trans, non-binary, and gender nonconforming faculty and staff. This set of Frequently Asked Questions (FAQs) is designed to provide information from various University stakeholders to answer common questions in one convenient online location. For more information, please do not hesitate to contact any of the referenced University offices directly. We are here to support you.
NAME AND GENDER UPDATES/CHANGES
There are two types of name fields in most University databases: 1) preferred name or nickname/alias; and 2) primary (legal) name. In all locations, no documentation is needed to change your preferred name.
To change your preferred name, start here: ITS - Update Personal Information Webpage. Changing your preferred name will have no impact on your computing ID. See below for information regarding your computing ID.
To change your primary (legal) name, which is used for identity management within the University and in the broader state/national context (including credentialing), you will typically need to take some legal action and provide documentation before updates in University databases, like Workday, can be made. See the National Center for Transgender Equality for information on laws and policies that apply to name changes in Virginia (as well as search options for other states).
The University ID Card Offices in Charlottesville (Academic and Health) and UVA-Wise, upon request and without a fee, will issue replacement ID Cards in the event of a legal name change. The ID Card Offices draw their information from the University’s centralized databases. Please note that ID Cards often use the full legal name and/or use initials for first and middle primary (legal) names and include the primary (legal) last name.
Once your primary (legal) name has been updated in Workday, please make sure you contact the ID Card Office UVA-CharlottesvilleUVA-Wise to verify that they see the updated name change in their system. The University ID Card Offices require individuals to present a government-issued ID with a photo. The name on the government-issued ID needs to match the name (or be accompanied by a court-ordered name change letter if it has not yet been updated) in Workday before a new University ID card can be issued.
Current computing IDs are generated in part using an individual’s initials, which can be a concern when name changes occur. Changing a computing ID is a complex process. A computing ID, for instance, cannot be changed comprehensively in every UVA system and historical data store. As such, a request to change a computing ID is not advisable.
There are other options that partially mask the computing ID from appearing in some University systems, such as email. These options include establishing an email alias and setting the email “from” address to be something other than the computingID@virginia.edu. The University is in the process of exploring a permanent shift to computing IDs that do not include the initials of an individual’s name.
There are two data fields in Workday that can be updated to reflect gender identity and sex. The gender identity field is an additional data field available to UVA faculty and staff and is entirely voluntary. Sex (often labeled as "gender") reflects the information you may have provided through employment forms and legal documentation establishing your identity. Changes to the Gender Identity field can happen at any time and require no documentation. Changes to the field identifed as "Gender" and reflecting the sex associated with your legal identity documents can be updated through University Human Resources. You may want to review additioanl information in the Gender Transition Guide.
Sex-specific facilities at the University, such as restrooms and locker rooms, are available to individuals based on their gender identity. LGBTQ Student Services at UVA maintains an interactive map which identifies a variety of single-stall and gender-neutral bathrooms throughout UVA, the Medical Center, on the Corner, Downtown Charlottesville, and other nearby areas. The UVA-Wise office of Compliance and Inclusion maintains an up to date list of such spaces, contact them at (276) 376-3451. In addition, many All-Genders Restrooms have been marked around Grounds and at UVA-Wise; look for the signage.
University of Virginia Health provides affirming, comprehensive healthcare for transgender patients. Through the multi-disciplinary Transgender Advisory Committee, UVA participates in continuous review of its services, policies, and development for healthcare providers through its participation in the Human Rights Campaign Healthcare Equality Index. UVA Health has been recognized as a Leader for LGBTQ Healthcare Equality. For more information on this topic visit the websites for Transgender Health Services.
The UVA Employee Health Insurance plan managed by Aetna includes coverage for many health services related to medical gender transitions. Contact the UVA Health Plan Ombuds for questions and assistance.
For wage employees who do not have access to the UVA-Aetna plan, Equality Virginia provides several healthcare access and insurance resources, including the Out2Enroll.org resource that covers important topics and can help individuals locate resources for assistance.
UNIVERSITY AND CHARLOTTESVILLE COMMUNITY RESOURCES
UVAHR Employee Relations is available to offer assistance and support in a variety of ways, including referrals to appropriate University and local officials, as needed. The Office for Equal Opportunity and Civil Rights (EOCR) also provides education and response pursuant to the University’s Preventing and Addressing Discrimination, Harassment, and Retaliation Policies and Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence, all of which include gender identity as a protected characteristic and collectively protect against discrimination, harassment, and retaliation.
Image Credit: UVA LGBTQ Center