Image of the rainbow flag on the Forgan Smith Building at the UQ St Lucia campus

As of 1st July, UQ Human Resources systems and forms will be updated so that there will be more inclusive categories of gender. Staff will now be able to select the option of M (male), F (female) or X (Indeterminate/Intersex/Unspecified) as a gender category. In addition to this, a gender neutral salutation, Mx, will be available for staff to select.

These gender category options will be available for new and existing staff. Existing staff are able to change their gender and/or salutation by completing the Personal Details Form and submitting it to their Human Resources contact.

Background

Commonwealth and State legislation was amended in 2013 to add protections against discrimination on the grounds of gender identity and intersex status. These protections recognise the non-binary spectrum of gender. Based on recommendations from the Australian Human Rights Commission, the Australian Government developed formal guidelines for the recognition of sex and gender that support these legal protections and to reflect best practice for gender inclusivity.

UQ is using these guidelines to implement changes to the collection of personal staff information to be more gender inclusive.

About gender

Gender is part of a person’s social and personal identity. It refers to each person’s deeply felt internal and individual identity. A person’s sex and gender may not necessarily be the same. An individual’s gender may or may not correspond with their sex assigned at birth. Gender is a non-binary concept and is deeply personal in nature. Non-binary means that gender goes beyond just the two categories of male or female. 

The University of Queensland is committed to developing and maintaining a safe, positive and inclusive environment for all staff and students and strives to create an environment free from discrimination, harassment and bullying.

Privacy

Gender is considered personal information, and should be treated with confidentiality and sensitivity. The University collects data for various purposes including internal and external reporting in order to comply with legislative and other reporting requirements of the University. Your gender is recorded in your personal details in Aurion and so is accessible to your Supervisor, HR staff and people with access to Reportal.

Gender information will be used in internal and external reports, as is required by the University, but is generally not attached to staff names, numbers or other identifiable information. However, due to the smaller number of staff who identify with gender X, people may be somewhat identifiable. Gender X data will typically be included in reports only when required, and all effort will be made to prevent any possible identification of individual staff in these reports.

More information

Please see the below pages for more information for all staff and information specific to HR staff. Further information is also found on our frequently asked questions page.

If you have any questions or concerns, please contact Workplace Diversity and Inclusion.

Further reading

Gender Diversity section

Information for HR Staff

Information for HR Staff

To provide accurate and inclusive options for staff, and to comply with changes in legislation, there will now be three options available for recording staff gender on HR forms, UQ Jobs and Aurion. These are defined in accordance with guidelines provided by the Australian Government, and are as follows:

  • Male
  • Female
  • X (Indeterminate, Intersex/Unspecified).

In addition to this, a non-binary gender inclusive salutation, Mx, will also be available for staff to use if they choose.

There are some changes to process which are outlined below. It is important that you communicate these changes to the staff in your area so that they are able to change their staff record to reflect their gender identity if they wish.

If your area has developed any non-corporate systems that collect gender information, these systems will need to be updated to comply with the guidelines provided by the Australian Government.  It is important to consider whether the collection of gender information in these systems is required.

If you require any further information, or have any questions or concerns, please contact Workplace Diversity and Inclusion.

On this page:

Image of the rainbow pride flag

About gender

Gender is part of a person’s social and personal identity. It refers to each person’s deeply felt internal and individual identity and the way a person presents and is recognised within the community. An individual’s gender may or may not correspond with their sex assigned at birth. Gender is a non-binary concept and is deeply personal in nature. Non-binary means that gender goes beyond the two categories of male or female. 

People choose to present their gender in different ways. Gender is an inherently personal and private part of someone. You may not be able to know someone’s gender by making assumptions based on the way that they look, the way that they speak or their name. It is very important not to make assumptions about someone’s gender. It is preferable that when completing forms, you ask that the person themselves to complete their own personal details. If this is not possible, it is important that you ask the person for their personal details so that you can fill in the form correctly on their behalf.

If someone identifies as non-binary (i.e., not male or female), then it may be appropriate to ask them what their preferred pronouns are. Masculine pronouns are “him”, “his”, “he”, feminine pronouns are “she”, “her”, “hers” and gender neutral pronouns are “they”, “them”, “theirs”. It can be good practice to use gender neutral pronouns to refer to someone until they choose to disclose to you their gender and preferred pronouns.

As someone’s gender is deeply personal, and can be sensitive to some people, it is important that this information is not shared with other people without the person’s permission. In general, it is not important for other people at the University to know someone’s gender. UQ collects gender information for a variety of purposes, including internal and mandatory external reporting to comply with legislative and other reporting requirements of the University.

The University of Queensland is committed to developing and maintaining a safe, positive and inclusive environment and strives to create an environment that is free from discrimination, harassment and bullying.

Change to processes

New and existing staff will be able to have the option of more accurately recording their gender and salutation. The process for collecting gender information for new and existing staff is described below.

New Staff

UQ Jobs

Prospective staff completing an application through UQ Jobs will be able to select their gender through the application process on the UQ Jobs site. The three options available on UQ Jobs will match the options in Aurion, which are based on guidelines provided by the Australian Government:

  • Male
  • Female
  • X (Indeterminate/Intersex/Unspecified)

Prospective staff will be able to select their appropriate salutation on UQ Jobs, including a gender neutral option of Mx.

When the successful candidate has been selected this personal information will transfer into Aurion for the new employee.

When the information hasn’t been provided through UQ Jobs

If the new employee has not come through UQ Jobs, or did not complete all their personal information on UQ Jobs, a New Staff Appointment Form/ Casual Appointment Form is be completed. These forms have also been adjusted to reflect the three gender categories (Male, Female and X (Indeterminate/Intersex/Unspecified)).

These forms are often completed by HR staff or other administrative staff prior to the staff member commencing work at the University. It is preferred that the personal information is provided by the new staff member themselves where possible. In instances when this is not available, it is important that the information filled in by HR staff or administrative staff on behalf of the new staff member is checked for accuracy with the new staff member. This can be done by using the online induction form filled out by the staff member as the source of truth when entering new staff information into Aurion. Please see below for more information.

Online Induction

When someone starts at UQ they are required to complete an Online Induction, which collects personal information. Gender is now included as part of this form, and will include the three gender inclusive gender categories to reflect Aurion.

When HR staff are entering new staff information into Aurion they should always use the personal information provided by the staff member in the Online Induction as the source of truth for personal information. It is very important that you check that the personal details completed as part of the Online Induction are accurately entered into Aurion.

It is also important to communicate to new staff members that they are able to update or amend their personal information, including their gender, at any time during their employment at UQ by using the “Personal Details” form available here.

Existing Staff

Existing staff can change their personal details, including their gender and/or salutation by using the Personal Details form here. These forms should be provided to the local Human Resources staff so that this information can be updated in Aurion.

This can be done at any time, and can occur multiple times. No evidence is required for someone to change their gender, or to change their salutation to Mx, as gender is the person’s gender identity and therefore cannot be verified.

Other instances

Recording Gender

Gender is collected by UQ for various purposes including reporting to comply with legislative and other reporting requirements of the University. HR forms are being reviewed to ensure that gender is only collected where it is necessary. Any form where gender information is collected from staff, gender inclusive options will be available.

Salutations

The UQ standard gender inclusive salutation is ‘Mx’.

Reporting

UQ collects gender for the purpose of internal and external reporting to comply with legislative and other reporting requirements of the University. You may often run reports on staff in your area, which may include gender information. Due to this upgrade in Aurion you will now have reports that include the categories of male, female and X. It is important that where possible this data is disaggregated and does not identify any specific employees. However, due to the smaller number of staff who identify with gender X, people may be somewhat identifiable.

Privacy

Gender is considered personal information, and should be treated with confidentiality and sensitivity. The University collects data for various purposes, including reporting to comply with legislative and other reporting requirements of the University.

In accordance with the Information Privacy Act 2009 and the University Privacy Management Policy and Procedure, staff have the right to amend personal information about themselves to ensure that the information is up to date, accurate and complete. Existing staff are able to amend their gender by completing the Personal Details form here.

As someone’s gender may be deeply personal, and can be sensitive to some people, it is important that this information is not shared with other people without the person’s permission. In general, it is not important for other people at the University to know someone’s gender, and so there is no reason for this information to be shared with others.

Frequently asked questions

What is gender?

Gender is part of a person’s social and personal identity. It refers to each person’s deeply felt internal and individual identity.

What is Intersex?

Intersex is a term that relates to a broad range of congenital physical traits or variations that lie between stereotypical ideals of male and female. Intersex people are born with varying degrees of the biological aspects of both biological males and biological females.  Intersex people are often “assigned” a male or female identity at birth, which may not correspond with identities later in life. For more information please see the Pride in Diversity Employers Guide to Intersex Inclusion.

How does an existing staff member change their gender category and/or salutation?

Existing staff can change their personal details, including their gender and/or salutation by using the Change of Personal Information Form here. These forms should be provided to the local Human Resources staff so that this information can be updated in Aurion.

Why does UQ collect gender information?

UQ collects gender category for a variety of purposes, including internal and mandatory external reporting to comply with legislative and other reporting requirements of the University.

How does someone prove their gender?

No evidence is required for someone to change their gender category, or to change their salutation to Mx, as gender is a person’s gender identity  and someone’s identity and can't neccessarily be verified. Historically, people have not been required to provide evidence of gender on appointment, so we will not require evidence for those wishing to change their gender category. Part of the definition of gender X includes “unspecified” and evidence of “unspecified” cannot be gathered.

How many times can staff change their gender category?

Staff may change their gender category as often as they want to, however it would be highly unlikely for people to be changing their gender category multiple times.

How will gender X be captured and presented in internal and external reports?

UQ collects gender for the purpose of internal and external mandatory reporting to comply with legislative and other reporting requirements of the University. Management Information Section “Reportal” reports will now have the categories of male, female and X. It is important that where possible this data is disaggregated and does not identify any specific employees. However, due to the smaller number of staff who identify who are likely to identify with gender X, people may be somewhat identifiable.

For most external reporting purposes, gender X data will typically not be reported.

For internal reporting purposes, gender X will typically be reported when presenting overall information of staff demographics.

When someone identifies with gender X is their salutation always Mx?

Not necessarily. Gender is a spectrum and people identify in lots of different ways. There are no rules that if someone identifies with a non-binary category that they must also use a non-binary salutation. You must respect and value the individuality of all people, and accurately record and appropriately use the personal information provided to you by staff members.

People who identify as gender X may also have the salutation of Dr, Associate Professor or Professor, for example, so Mx may not be appropriate.

How do I refer to someone who I know identifies with gender X?

The University values the use of people-centric inclusive language. You should always use the preferred name and pronouns of all staff members. If someone’s gender identity is not male or female, then it may be appropriate to ask them what their pronouns are. Masculine pronouns are “him”, “his”, “he”, feminine pronouns are “she”, “her”, “hers” and neutral pronouns are “they”, “them”, “theirs”. It can be good practice to use gender neutral pronouns to refer to someone until they choose to disclose to you their gender and preferred pronouns.

If you make a mistake you should apologise and take their correction on board, and be sure to use their correct name and pronouns in the future.

Should I tell others if someone identifies with gender X?

Someone’s gender may be deeply personal, and can be sensitive to some people. It is important that this information is not shared with other people without the person’s permission. In general, it is not important for other people at the University to know someone’s gender and so there is no reason for this information to be shared.

If someone identifies with gender X, does that mean they are gay?

No, gender is completely separate to someone’s sexuality. Sexuality refers to who someone is attracted to.

Can someone opt not to disclose their gender?

Because the University is required by legislation to report on staff gender, gender is a mandatory field that must be completed on a staff record. Gender X stands for indeterminate/intersex/unspecified, and so if someone prefers to not disclose their gender, they can choose X to indicate ‘unspecified’.  

Where can I find out more about gender diversity?

Workplace Diversity and Inclusion are available to answer any further questions you may have about gender diversity.

The Ally Workshop Staff Development program is a full-day workshop and provides information about sexuality, gender diversity, inclusion and the Ally Network. It is a highly recommended program for all staff, particularly supervisors and managers. More information is available here.

The UQ Ally Network is an award winning program providing a visible network of staff who are allies of students and staff of diverse gender and sexuality. These staff are not experts about matters of sexuality and gender - they are people who strongly support the University's stance on making the University an accepting, positive, diverse and inclusive space. More information about the Ally Network can be found here.

Information is also available from external organisations such as Pride in Diversity

Information for All Staff

Information for All Staff

To provide more accurate and inclusive options for staff, and to comply with changes in legislation, there will now be three options available for recording staff gender on HR forms, UQ Jobs and Aurion. These are defined in accordance with guidelines provided by the Australian Government, and are as follows:

  • Male
  • Female
  • X (Indeterminate, Intersex/Unspecified).

In addition to this, a gender neutral salutation, Mx, will also be available for staff to use if they choose.

These changes are available for all new and existing staff. If you would like to change your gender and/or salutation please complete a Personal Details form here and submit it to your local Human Resources staff so that this information can be updated in your Aurion record.

If you require any further information, or have any questions or concerns, please contact Workplace Diversity and Inclusion.

Privacy

Gender is considered personal information, and should be treated with confidentiality and sensitivity. The University collects data for various purposes including internal and external reporting in order to comply with legislative and other reporting requirements of the University. Your gender is recorded in your personal details in Aurion and so is accessible to your Supervisor, HR staff and people with access to Reportal.

Gender information will be used in internal and external reports, as is required by the University, but is generally not attached to staff names, numbers or other identifiable information. However, due to the smaller number of staff who identify with gender X, people may be somewhat identifiable. Gender X data will typically be included in reports only when required, and all effort will be made to prevent any possible identification of individual staff in these reports.

How do I change my gender and/or salutation?

Existing staff can change their personal details, including their gender and/or salutation by using the Personal Details form here. These forms should be provided to the local Human Resources staff so that this information can be updated in your Aurion record.

Frequently asked questions

What is gender?

Gender is part of a person’s social and personal identity. It refers to each person’s deeply felt internal and individual identity. A person’s sex and gender may not necessarily be the same. An individual’s gender may or may not correspond with their sex assigned at birth. Gender is a non-binary concept and may be deeply personal in nature. Non-binary means that gender goes beyond just male or female. 

People choose to present their gender in different ways. Gender is an inherently personal and private part of someone. You may not be able to know someone’s gender by making assumptions based on the way that they look, the way that they speak or their name. It is very important not to make assumptions about someone’s gender.

If someone does not identify as female or male, then it may be appropriate to ask them what pronouns to use for them. Masculine pronouns are “him”, “his”, “he”, feminine pronouns are “she”, “her”, “hers” and neutral pronouns are “they”, “them”, “theirs”. It can be good practice to use gender neutral pronouns to refer to someone until they choose to disclose to you their gender and preferred pronouns.

What is Intersex?

Intersex is a term that relates to a broad range of congenital physical traits or variations that lie between stereotypical ideals of male and female. Intersex people are born with varying degrees of the biological aspects of both biological males and biological females.  Intersex people are often “assigned” a male or female identity at birth, which may not correspond with identities later in life. For more information please see the Pride in Diversity Employers Guide to Intersex Inclusion.

Why does UQ collect gender information?

UQ collects gender for a variety of purposes, including internal and mandatory external reporting to comply with legislative and other reporting requirements of the University.

How does someone prove their gender?

No evidence is required for someone to change their gender, or to change their salutation to Mx, as gender is a person’s gender identity someone’s identity and therefore cannot be verified. Historically, people have not been required to provide evidence of gender on appointment, so we will not require evidence for those wishing to change their gender category. Part of the definition of gender X includes “unspecified” and evidence of “unspecified” cannot be gathered.

If I choose the category gender X, will I be treated differently?

You should not be treated less favourably if you choose the category gender X. The University of Queensland is committed to developing and maintaining a safe, positive and inclusive environment at UQ. The University is committed to providing an environment that is free from discrimination, harassment and bullying. It is unacceptable for someone to be treated less favourably due to their gender identity, and any behaviour of this nature will not be tolerated by the University.

If you are changing from a binary gender option to a non-binary option to align with your identity, and you choose to disclose this to others, then people may ask you questions, such as your preferred name and pronouns. It is important that you discuss this with your supervisor so that they can appropriately support you. Workplace Diversity and Inclusion is also available to provide information and support.

If I identify with the category gender X, will I be identifiable in internal and external reports?

All attempts will be made in reports to ensure that no staff members will be identifiable in internal and external reports where gender is reported on. UQ collects gender for the purpose of internal and external reporting to comply with legislative and other reporting requirements of the University. Management Information Section “Reportal” reports will begin to have the categories of male, female and X. It is important that where possible this data is disaggregated and does not identify any specific employees. However, due to the smaller number of staff who are likely to identify with gender X, people may be somewhat identifiable. 

For most external reporting purposes, gender X data will typically not be reported.

For internal reporting purposes, gender X will generally be reported only when presenting overall information on staff demographics.

How do I find out what my gender is currently recorded as in Aurion?

Your gender information as recorded in Aurion, can be seen on MyAurion in your personal details tab, under the ‘name and contact details’ section.

If someone identifies with gender X, does that mean they are gay?

No, gender is completely separate to someone’s sexuality. Sexuality refers to who someone is attracted to.

If I identify with the category gender X, will I have to explain what this means?

No, all UQ HR staff will be provided with information and education around gender diversity so that they are properly informed to assist people change their personal details if they choose. If someone asks you to explain what gender X means, please refer them to this website or Workplace Diversity and Inclusion.

I don’t want anyone to know what my gender is, can I opt not to provide this information?

Because the University is required by legislation to report on staff gender, gender is a mandatory field that must be completed on a staff record. Gender X stands for indeterminate/intersex/unspecified, and so you may prefer to choose this option in relation to the ‘unspecified’ aspect of the category.

Where can I find out more about gender diversity?

Workplace Diversity and Inclusion are available to answer any further questions you may have about gender diversity.

The Ally Workshop Staff Development program is a full-day workshop and provides information about sexuality, gender diversity, inclusion and the Ally Network. It is a highly recommended program for all staff, particularly supervisors and managers. More information is available here.

The UQ Ally Network is an award winning program providing a visible network of staff empathetic staff who are allies of students and staff of diverse gender and sexuality. These staff are not experts about matters of sexuality and gender - they are people who strongly support the University's stance on making the University an accepting, positive, diverse and inclusive space. More information about the Ally Network can be found here.

Information is also available from external organisations such as Pride in Diversity

UQ Ally Network logo

Frequently Asked Questions

Frequently Asked Questions

What is gender?

Gender is part of a person’s social and personal identity. It refers to each person’s deeply felt internal and individual identity. A person’s sex and gender may not necessarily be the same. An individual’s gender may or may not correspond with their sex assigned at birth. Gender is a non-binary concept and is deeply personal in nature. Non-binary means that gender goes beyond just male or female. 

What is Intersex?

Intersex is a term that relates to a broad range of congenital physical traits or variations that lie between stereotypical ideals of male and female. Intersex people are born with varying degrees of the biological aspects of both biological males and biological females.  Intersex people are often “assigned” a male or female identity at birth, which may not correspond with identities later in life. For more information please see the Pride in Diversity Employers Guide to Intersex Inclusion.

How do I change my gender and/or salutation?

Existing staff can change their personal details, including their gender and/or salutation by using the Personal Details Form here. These forms should be provided to the local Human Resources staff so that this information can be updated in Aurion.

Why does UQ collect gender information?

UQ collects gender for a variety of purposes, including internal and mandatory external reporting to comply with legislative and other reporting requirements of the University.

How does someone prove their gender?

No evidence is required for someone to change their gender category, or to change their salutation to Mx, as gender is a person’s gender identity and someone’s identity can't neccessarily be verified. Historically, people have not been required to provide evidence of gender on appointment, so we will not require evidence for those wishing to change their gender category. Part of the definition of gender X includes “unspecified” and evidence of “unspecified” cannot be gathered.

How many times can staff change their gender category?

Staff may change their gender category as often as they want to, however it would be highly unlikely for people to be changing their gender category multiple times.

If I identify with the category gender X, will I be treated differently?

You should not be treated less favourably if you identify with the category gender X. The University of Queensland is committed to developing and maintaining a safe, positive and inclusive environment and promotes an environment free of discrimination, harassment and bullying. It is unacceptable for someone to be treated less favourably due to their gender identity, and any behaviour of this nature will not be tolerated by the University.

If you are changing from a binary gender option to a non-binary option to align with your identity, and you choose to disclose this to others, then people may ask you questions about you, such as your preferred name and pronouns. It is important that you discuss this with your supervisor so that they can appropriately support you. Workplace Diversity and Inclusion are also available to provide information and support.

If I identify with the category gender X, will I be identifiable in internal and external reports?

All attempts will be made in reports to ensure that no staff members will be identifiable. UQ collects gender for the purpose of internal and mandatory external reporting to comply with legislative and other reporting requirements of the University. Management Information Section “Reportal” reports will now have the categories of male, female and X. It is important that where possible this data is disaggregated and does not identify any employees. However, due to the smaller number of staff who are likely to identify with gender X, people may be somewhat identifiable.

For most external reporting purposes, gender X data will not be reported.

For internal reporting purposes, gender X will only be reported when presenting overall information of staff demographics.

How do I find out what my gender is recorded as in Aurion?

Your gender information as recorded in Aurion, can be seen on MyAurion in your personal details tab, under the ‘name and contact details’ section.

When someone identifies with gender X is their salutation always Mx?

Not necessarily. Gender is a spectrum and people identify in lots of different ways. There are no rules that if someone identifies with a non-binary category that they must also use a non-binary salutation. You must respect and value the individuality of all people, and accurately record and appropriately use the personal information provided to you by staff members.

People who identify as gender X may also have the salutation of Dr, Associate Professor or Professor, for example, so Mx may not be appropriate.

How do I refer to someone who I know identifies with gender X?

The University values the use of people-centric inclusive language. You should always use the preferred name and pronouns of all staff members. If someone identifies as non-binary, then it may be appropriate to ask them what their pronouns are. Masculine pronouns are “him”, “his”, “he”, feminine pronouns are “she”, “her”, “hers” and neutral pronouns are “they”, “them”, “theirs”. It can be good practice to use gender neutral pronouns to refer to someone until they choose to disclose to you their gender and preferred pronouns.

If you make a mistake you should apologise and take their correction on board, and be sure to use their correct name and pronouns in the future.

Should I tell others if someone identifies with gender X?

Someone’s gender is deeply personal, and can be sensitive to some people, it is important that this information is not shared with other people without the person’s permission. In general, it is not important for other people at the University to know someone’s gender and so there is no reason for this information to be shared. For more information about privacy, please refer to the UQ Privacy Management Policy and Procedure here.

If someone identifies with gender X, does that mean they are gay?

No, gender is completely separate to someone’s sexuality. Sexuality refers to who someone is attracted to.

If I identify with the category gender X, will I have to explain what this means?

No, all UQ HR staff will be provided with information and education around gender diversity so that they are properly informed to assist people change their personal details if they choose. If someone asks you to explain what gender X means, please refer them to this website or Workplace Diversity and Inclusion.

I don’t want anyone to know what my gender is, can I opt not to provide this information?

Because the University is required by legislation to report on staff gender, gender is a mandatory field that must be completed on a staff record. Gender X stands for indeterminate/intersex/unspecified, and so you prefer to choose this option in relation to the ‘unspecified’ aspect of the category if this reflects your identity.

Where can I find out more about gender diversity?

Workplace Diversity and Inclusion are available to answer any further questions you may have about gender diversity.

The Ally Workshop Staff Development program is a full-day workshop and provides information about sexuality, gender diversity, inclusion and the Ally Network. It is a highly recommended program for all staff, particularly supervisors and managers. More information is available here.

The UQ Ally Network is an award winning program providing a visible network of staff empathetic staff who are allies of students and staff of diverse gender and sexuality. These staff are not experts about matters of sexuality and gender - they are people who strongly support the University's stance on making the University an accepting, positive, diverse and inclusive space. More information about the Ally Network can be found here.

Information is also available from external organisations such as Pride in Diversity.