Support for the University of Lodz Transgender and Non-Binary Students and Doctoral Students

Guided by respect for human dignity understood as the right to one's own identity and self-determination of students of the University of Lodz and in response to the demands of the academic community, in accordance with the Regulation No 137 of the Rector of the University of Lodz of 26 September 2024 on introducing the instruction on how to use an identification solution based on the use of preferred data in Microsoft 365 tools, transgender and non-binary students and doctoral students will be able to take advantage of several forms of support offered by our University from the upcoming semester.    

The Regulation shall enter into force on the date of signature, with effect from 1 October 2024.

Due to the lack of legal arrangements in force at the national level that would enable the use of preferred data, we propose a system that aims to make it easier for transgender and non-binary people who do not want to use their birth certificate data to function at our university.  

We are thus extending the concern for these people which was already expressed in 2022 in the University of Lodz Gender Equality Board POSITION on transgender and non-binary people (in Polish) addressed to academic teachers and those administrative employees of the University of Lodz dealing with students and doctoral candidates, in which we asked them to accede to requests regarding the use of preferred names and forms of address in face-to-face contact.  

Diversity is the strength of the University of Lodz. The foundations of our actions are respect and understanding for different opinions and attitudes, as well as cultural openness and tolerance of worldviews constitute foundations of our activities – this is how we describe one of our university values, namely respect.  

We believe that our university is a place open to diversity.  Incorporating preferred data and pronouns into everyday communication is one way to build an open and safe space for everyone studying and working at the University of Lodz. Such a gesture shows that the university actively supports equality and works to create an inclusive and friendly environment.

Relationships between students and those working at the university should be based on mutual trust and understanding. Such an approach helps build positive, supportive relationships that can strengthen a sense of security. The use of preferred names and pronouns is a signal that our university staff recognises and accepts the individuality of each person. This is particularly important in the context of universities, where students often seek not only intellectual support, but also personal.  

The application of the solution developed by the University of Lodz does not mean that the metric data will be cancelled.  All documents, especially those going beyond the University of Lodz, will still require the use of metric data.  

A data overlay for Microsoft 365 tools (e.g. Outlook, Teams) allows you to hide the so-called deadname (the name that a transgender or non-binary person received at birth, but does not identify with it or use it; nor do they want others to use it) in the virtual space and replace it with a chosen name and preferred surname ending.   

1. Anyone wishing to use the data overlay is asked to send such a request to nakladka@uni.lodz.pl from an e-mail account in the university domain (@edu.uni.lodz.pl). The message should include the applicant's student Index number (available in the USOSweb system and on the student ID card) and the name and surname, specifying the courtesy form and pronouns that the applicant wishes to use.   
2. After receiving the e-mail, an employee of the Support and Accessibility Centre of the University of Lodz will contact the applicant to determine whether the data overlay should be launched based on:   
   • an interview with a person working at the Support and Accessibility Centre (fromerly Academic Support Centre).  The interview may take place in person or remotely – regardless of the form, the meeting will be conducted with dignity and respect for the applicant. During the conversation, the Support and Accessibility Centre employee will explain the principles and scope of the data overlay and present the scope of support that can be obtained. All information provided during the interview is confidential and is solely for the purpose of being able to implement a support system for a specific person and is therefore not processed or communicated for any other purpose. 
   • or sending a certificate from a specialist with whom the person applying for the data overlay is in professional contact. 
3. After positive verification of the application, the person interested in receiving the support signs an application for the use of the data overlay together with the consent to the processing of personal data.  

For technical reasons, the proposed solution unfortunately does not cover other systems, including the USOS system, which is not owned by the University of Lodz. Work is underway to limit situations in which it will be necessary to use metric data, with the aim of facilitating everyday functioning at the university. 

For now, once the data overlays are launched, the metric data of the person requesting the solution will be replaced with data preferred only within Microsoft 365 tools. However, they will not change within the USOS system, which means that instructors/academic teachers will continue to see only metric data in the system. For this reason, it is necessary to inform the instructors/academic teachers about the change in data, along with a request to use preferred name and pronouns in direct contact during classes, consultations, exams and tests. Preferred personal details can also be used when signing term papers and written exams (or, next to the personal details, you can add, for example, your student ID number or USOS student number).   

People using data overlays can contact the course instructors themselves or use an intermediary. All you need to do is report such a need during a conversation with an employee of the Support and Accessibility Centre (formerly Academic Support Centre), and information about the change will be sent to the instructors/teachers before the start of each semester.

Transgender and non-binary people who need psychological support in the process of activating data overlays can contact the Support and Accessibility Centre of the University of Lodz and take advantage of the consultations.  Specially trained psychologists from the Institute of Psychology of the University of Lodz, who know the specific needs of students, will be available to assist them.  You can report your desire to meet via e-mail, using the same address used to initiate the data overlay (nakladka@uni.lodz.pl). The message must be sent from an e-mail account in the university domain @edu.uni.lodz.pl.