Sheffield Health and Social Care NHS Trust: What does their trans staff policy actually say?
A review of this NHS trust’s approach to supporting trans and gender diverse employees
Organisation: Sheffield Health and Social Care NHS Foundation Trust
Type: NHS mental health and learning disability trust
Location: Sheffield, England
Policy reviewed: Affirming Gender Identity in the Workplace
Policy date: February 2024 (Version 4)
Status: Current (review date September 2026)
Link: Policy: Affirming Gender Identity in the Workplace
At a glance
🟢 Name: Staff can change preferred name immediately; full name change supported with documentation
🟢 Pronouns: Encouraged and supported; can be included on name badges
🟢 Facilities: Not explicitly addressed but policy is affirmative throughout
🟢 Uniform: Not explicitly addressed but policy supports living in role
🟢 Bullying protection: Discrimination, harassment and victimisation will be “challenged and acted on”
🟢 Confidentiality: Strong protections; criminal offence to disclose GRC status without consent
🟢 Non-binary inclusion: Explicitly includes non-binary and gender fluid staff
🟢 Medical appointments: Treated like any other medical appointments
🟢 Transition support: Detailed process with planning meetings, memorandum of understanding, named support
🟢 Recruitment: DBS sensitive applications route explained; no requirement to disclose trans status
Key: 🟢 Supportive 🟠 Limited or conditional 🔴 Restrictive or denied
Summary
This is a genuinely supportive workplace policy. It’s been through four versions since 2012, updated in 2024 to explicitly include non-binary and gender fluid staff following case law developments. The policy centres the employee throughout, with transition support described as led by the person transitioning. There’s a detailed procedure with planning meetings, checklists, and practical guidance on everything from email changes to pensions. The language is respectful, the legal framework is clearly understood, and the policy has been developed with input from trans people.
The detail
Names and pronouns
Will my name and pronouns be respected?
What the policy says: “We will encourage and support employees, volunteers and applicants to use their preferred pronouns.”
“We will encourage and support employees and volunteers to include pronouns if they wish on name badges and other forms of identification.”
On names: Staff can change their “preferred name” on ESR (Electronic Staff Record) immediately without documentation. A full legal name change requires supporting documentation such as a statutory declaration.
What this means: Yes. The trust actively encourages pronoun use and supports name changes. You don’t need to wait for legal documents to be known by your correct name day-to-day.
Confidentiality
Who will know I’m trans?
What the policy says: “Members of staff might gain information about a person’s gender history in the course of their work. This information must be kept confidential.”
“If this information needs to be passed on then the specific permission of the person it relates to must be obtained.”
“If the person has a Gender Recognition Certificate and this information is passed on without gaining the persons permission, the person passing the information on will be committing an offence.”
Records must be stored securely: “Hard copies of any old documents that cannot be altered, or replaced, must be stored securely in sealed envelopes, marked strictly confidential, and kept separately from the files of other employees.”
What this means: Strong protections. You control who knows. The policy explicitly acknowledges the criminal offence under the Gender Recognition Act for disclosing GRC status. Old records are kept separately and securely.
Non-binary and gender fluid staff
Are non-binary identities recognised?
What the policy says: “Case law has confirmed that protection extends to people who are gender fluid or non-binary.”
“It is our intention that all staff, volunteers, applicants... whose gender identity is non-binary or gender fluid will experience respect and dignity.”
The policy explicitly covers “staff whose gender identity is non-binary or gender fluid” throughout, not just those undergoing gender reassignment.
What this means: Yes. The 2024 update specifically expanded the policy to include non-binary and gender fluid staff, following the Taylor v Jaguar Land Rover tribunal ruling.
Transition support
What support is available if I’m transitioning?
What the policy says: The policy includes a detailed procedure with:
Initial meeting to agree who’s involved and provide policy information
Planning meetings to agree timescales, communication, and adjustments
Progress meetings throughout
A “memorandum of understanding” signed by employee and manager
Practical checklists covering ESR, email, ID badges, payroll, pensions, professional registration
Option to seek informal support from Rainbow Staff Network or peer support at Porterbrook service
“It is important that service managers include the person in all aspects of planning and take the lead from the person undertaking the transition process.”
What this means: Comprehensive, structured support led by you. The policy provides a clear framework while emphasising that it “may be modified to meet individual needs.” You’re not left to figure things out alone.
Medical appointments and time off
Can I take time off for transition-related appointments?
What the policy says: “If a person requires time off for an operation or medical appointment, they must be provided with time off from work under the organisations policies as they would apply to anyone else absent from work due to an operation or medical appointment.”
“Staff must not be treated less favourably because they are undergoing gender reassignment.”
What this means: Transition-related medical appointments and surgery are treated like any other medical need. No special hoops to jump through.
Bullying, harassment and discrimination
Am I protected from transphobic treatment?
What the policy says: “Discrimination, harassment or victimisation of employees, Bank Workers, volunteers, people undertaking activities in the workplace as Experts By Experience and job applicants that is associated with gender reassignment being non-binary or gender fluid will be challenged and acted on through relevant organisation policies.”
“Staff are legally protected from discrimination on the grounds of gender reassignment being non-binary or gender fluid irrespective of informing their employer of their status.”
“Any inappropriate release of information resulting in the member of staff being identified against their stated wish, whether internally or externally, may be regarded as gross misconduct.”
What this means: Clear protection. The policy explicitly covers discrimination, harassment and victimisation. Outing someone without consent could be gross misconduct.
Recruitment
Do I have to disclose my trans status when applying?
What the policy says: “Employment recruitment procedures and practice will include provisions for ensuring that people are not discriminated against in the recruitment process.”
“SHSC staff do not need information about a member of staff’s gender history they must not ask about this during DBS checking.”
The policy includes detailed guidance on the DBS sensitive applications route for trans applicants.
What this means: No, you don’t have to disclose. Staff are explicitly told not to ask. The policy provides practical information about protecting your privacy during DBS checks.
Occupational requirements
Could I be excluded from a role for being trans?
What the policy says: “It is our organisational policy to assume that any role advertised by our organisation will not have an occupational requirement around gender but any exception to this that may arise must be agreed by the Director of People to confirm this is to pursue a legitimate aim, this may include taking legal advice.”
What this means: The default is that no role excludes trans people. Any exception would need sign-off at director level with legal advice. This is a high bar, as it should be.
What’s notable about this policy
Version 4, updated February 2024, showing ongoing commitment to improvement
Explicitly includes non-binary and gender fluid staff following case law
Developed with input from Experts by Experience at the Porterbrook service
Detailed practical appendices covering everything from ESR to pensions
Named contact person (Head of Equality and Inclusion)
Rainbow Staff Network and peer support available
Training available through Rainbow Badge package
Clear understanding of legal framework including GRA protections
Transition process led by the employee, not imposed on them
Overall assessment
This is what a supportive NHS employer policy looks like. It’s comprehensive, regularly updated, legally informed, and centres the trans employee throughout. The detailed appendices show this isn’t just warm words; there’s practical guidance for making it work.
The policy has evolved since 2012, with each version responding to legal developments and feedback. The 2024 update explicitly including non-binary and gender fluid staff shows an employer keeping pace with case law.
For trans people considering working for this trust, or already employed there, this policy suggests you’ll be supported. Of course, policies are only as good as their implementation, but this is a strong foundation.
For other NHS trusts: this is what good looks like.
Questions to ask any employer
Based on this policy, here’s what to look for elsewhere:
Does the policy explicitly include non-binary and gender fluid staff?
Is there a named person responsible for support?
Is there a detailed transition procedure, or just general statements?
Does the policy understand the legal protections (Equality Act, GRA)?
Is confidentiality taken seriously, with secure storage of records?
Has the policy been developed with trans people?
When was it last updated?
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