Gender Pronouns Data Standard

Intended Audience and Contact Information

Purpose

This standard aims to achieve consistency around the data collected for Gender Pronouns and the format in which it is collected and stored in across the University.

Several guidelines such as Associated Press’ Stylebook and Canadian Translation Bureau’s TERMIUM Plus® have been referred to in developing this standard.

This standard applies to all UBC applications collecting Gender Pronouns data. Exceptions are listed in the Dispensation section.

Standard

Gender Pronoun Standard

In an effort to promote inclusiveness of the diverse UBC community, following list of pronouns will be adopted as accepted data values for Gender Pronouns.

Accepted Data Values for Gender Pronouns

Following are the generally accepted data values for Gender Pronouns.

Additional Gender Pronouns may be collected through a text field and validated by a data steward before being accepted.

A person may select multiple Gender Pronouns.

Guideline for Data Collection

Data for Gender Pronouns should be collected when it relates directly to and is necessary for a program or activity of UBC, and only from the individual, rather than from a third party¹ . For most programs and activities at UBC, collecting data on gender pronouns can be useful in order to be able to address people in a respectful manner and is preferable to making inferences based on data collected about a person’s Sex or Gender Identity.

The Gender Pronouns of a person must not be derived from their name or their name prefix.

As pronouns can shift over time, there should be easy and clearly-communicated mechanisms for a person to update their Gender Pronoun(s).

Each set of Gender Pronouns may be displayed with the subject, object and possessive pronouns. For example, "they / them / their".

Compliance

This standard about Gender Pronouns, when relevant data is collected, must be complied with through every stage of the data lifecycle with the exception of any dispensations (see Dispensation section):

• All applications must collect Gender Pronouns as recommended in this standard.
• Enterprise Data Integration must adopt this standard.

Dispensation

Legacy systems are exempt from this data standard. Examples of legacy systems are:

• Student Information System (SIS)
• Human Resource Management System (HRMS)
• Finance Management System (FMS)

As systems are replaced, adoption of this standard is required.

As existing systems change to adopt this standard, the Enterprise Data Governance team needs to be informed.

Related Documents

1. Being Seen, Being Counted
2. Gender Pronouns, University of Wisconsin
3. English has a traditional solution to gender-neutral pronouns, The Economist
4. Preferred Gender Pronouns: For Faculty, Central Connecticut State University
5. The Chicago Manual of Style
6. Beyond 'he' and 'she': The rise of non-binary pronouns, BBC
7. Making a case for a singular ‘they’, The Associated Press
8. If someone wants to be called 'they' and not 'he' or 'she', why say no?, The Guardian
9. Using Gender–Neutral Pronouns in Academic Writing, University of Wisconsin-Madison
10. Gender-neutral writing (Part 1): The pronoun problem, Translation Bureau, Public Works and Government Services Canada
11. Editorial Style Guide, University of Ontario Institute of Technology

¹Access and Privacy at UBC