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Change of Gender Policy

Classification number LCG 1143
Framework category Legal, Compliance and Governance
Approving authority Board of Governors
Policy owner Registrar
Approval date June 26, 2019
Review date June 2022


The purpose of this Policy is to set out the requirements for Students who wish to change their Gender Designation on the official Student Record.


For the purposes of this Policy the following definitions apply:

“Gender Identity” means the personal sense of one’s own gender.

“Student” means any individual registered as a student, in accordance with the academic regulations of the University.

“Student Record” means the official student record as recorded in the student informationsystem.

“Gender Designation” means the demographic data within the Student Record relating togender. Within the University’s student information system, gender may be recorded as F(female), M (male) or X (unspecified).

Scope and authority

This Policy applies to all Students enrolled, or who have been enrolled at the university.

The Registrar, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of this Policy.


The University recognizes the need to support Students in changing their Student Record to conform to their Gender Identity. Changing Gender Designation at the University without a corresponding change in provincial records could result in negative impacts for a Student. Students wishing to change their Gender Designation may do so in one of two ways.

Changing Gender Designation with a legal change of gender

  1. The University collects Gender Designation to fulfil statistical reporting requirements, and for document matching purposes. A legal Gender Designation change will ensure that a Student will not experience challenges in receiving financial aid, that the student’s transcript will reflect their Gender Identity and that the University’s Student Record will match provincial educational records.
  2. Students who have legally changed their gender with the province or other authority where their birth is registered may request to change their Gender Designation on their official Student Record through the office of the Registrar.
  3. Upon completion of a Gender Designation change on the official Student Record, all records will be updated to reflect this change, and a notice will be sent to applicable staff on a need-to-know basis to ensure recognition of the change.
Limited Gender Designation change without a legal change of gender
  1. Students who have not obtained a legal gender change may request a change to their preferred name and Gender Designation on their Student Record on an individual case basis. A limited Gender Designation change will not affect the student’s official transcript, degree parchment or any submissions or statistical reporting to the government, and may impact payments through OSAP. A notice will be sent to applicable staff on a need-to-know basis to ensure recognition of the change.
  1. The University recognizes the sensitivity of requests related to Gender Identity under this Policy. The office of the Registrar will set out a procedure for making requests and designate a single point of contact to manage and fulfil requests under this policy to ensure confidentiality.

Monitoring and review

This Policy will be reviewed as necessary and at least every three years. The Registrar, or successor thereof, is responsible to monitor and review this Policy.

Relevant legislation

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Related policies, procedures & documents

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