Skip to main content Skip to navigation

Warwick Policies

The University of Warwick has policy in place to support staff and students who are trans (and/or have the protected characteristic of ‘gender reassignment’). The following information is summarised from this policy, which can be found here.

This policy was written for employees, students and managers working at the University of Warwick. The aim of the policy is to ensure that the University is an inclusive employer and an institution that does not discriminate against any student or employee that identifies as trans. The University is keen not only to comply with the legislation, but also to go further than this in its steps to be inclusive.


In line with the university’s values, it is the responsibility of all members and employees of the university to ensure individuals do not suffer discrimination as a result of their trans identity. It is also imperative to remain supportive of trans individuals.

As well as it being the responsibility of every person employed by the university to ensure this policy is in operation, it is also the responsibility of those in managerial positions to prevent infringement of this policy. It is the responsibility of Human Resources to ensure support and communication of this policy is available to staff.

Supporting Students

Students who are transitioning can either seek support from a nominated contact or self-refer themselves to the University counselling service. The person contacted may work with the student to agree an action plan to cover the period of their transition.

Confidentiality is key and it is unlawful to disclose a person’s trans status if in possession of a Gender Recognition Certificate. Warwick extends this protection to all trans people. If the University holds records that include a trans person’s former legal name and gender/pronouns, the individual can request that all instances are removed from the Universities records.

Transition Action Plan

The action plan will include dates (agreed upon by the individual) of relevant transition milestones and communication plans. Transition related treatment should also be discussed in the action plan. No communication or action should take place without the individual’s explicit consent. The University is to be guided at all times by the individual.

Confidentiality is again paramount and after the person has transitioned, or obtained a Gender Recognition Certificate, these records should be destroyed.

Use of Single Gender Spaces

Trans people have the right to use the correct facilities for their gender identity. Women/men-only spaces should be open to all who self define as women/men.

There are also some gender neutral facilities located around campus for individuals that would prefer to use these.

Dress Code

Warwick does not enforce a dress code that would ‘restrict an individual’s clothing or appearance based on gender identity’.

Flexibility is required in dress codes whilst someone is early in transition as they will have to buy new clothes. This should be discussed with the individual, taking into account health and safety dress codes.

Changing Names and Gender

For a student to change the name held on record, they would need a deed poll or statutory declaration. However, to change titles and gender, no documentation is required. There is no charge required for this. A substitute University card can also be issued on an agreed date.


Replacement degree certificates can be issued in a new legal name.

Gendered Language

More information on this will be provided in the practice section of this guidance but Warwick’s policy states that options for title such as ‘Mx’ and ‘no title’ should be made available. Options for gender identity such as ‘other’ and ‘prefer not to say’ should also be included.

All official university correspondence should use non-gendered terminology when referring to a group of individuals or an individual of unspecified gender identity.

Sickness and Absence

Standard sick pay or absence arrangements apply and the standard policy for medical appointments should also apply. Flexibility should be offered when academic commitments (including examinations and re-sits) need to be rearranged so the individual can attend medical appointments. If a sick note is required, it does not need to state the procedures.

DBS Checks

If a trans person must undergo a DBS check, the applicant is required to send details of their previous legal identity in separate correspondence, directly to DBS' ‘sensitive casework team’.


Staff and students are encouraged to let the university know when their expectations are not being met via the routes set out in the feedback and complaints resolution policy. This includes inappropriate behaviour or treatment by a staff member, student or individual associated with the University as well as complaints about the level of service the University provides.

Another important document to note here is the University's Dignity at Warwick Policy which relates to harassment or bullying on the grounds of protected characteristics, including trans identity.