Gender Identity Module - Frequently Asked Questions

This page is intended to answer some commonly asked questions regarding Self- identification, Gender Identity, Pronouns and Preferred Name all voluntary options Commonwealth employees have available to select from in Employee Self-Service.

Diversity, equity, and inclusion are critical pillars to achieving a workplace where all employees feel valued, respected, and able to grow and develop to reach their full potential. The Commonwealth is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all our employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetics, veteran, or disability status.  We strive to reflect this diversity in all facets and levels of government.  The implementation of our gender identity module in employee self-service is an important step in continuing to foster an environment where every employee is accepted and valued for their authentic self. 

General questions

What are the new categories for self-identification? 

• To self-identify, employees can update their gender identity, pronouns, and preferred name in Employee Self-Service under the Personal Details tile.  
• Self-service option for employees to self-identify their birth sex, pronouns, sexual orientation, and gender identity.   
• Self-service option for employees to use a preferred first name (e.g., Debora to Deb). 
  • A preferred name change will not impact W-2, pay advices, and GIC. These systems will continue to operate with one’s legal name. 
  • The current process for a legal name change will not change. Please refer to https://www.mass.gov/name-changes for legal name change information. 

Why is the Commonwealth collecting gender identity data and how is it used? 

• Self-identification illuminates the diversity of the Commonwealth’s workforce with respect to people whose difference may be otherwise invisible and allows the Commonwealth to recognize and value its diversity.  

• Employees can provide information for all, any number of, or none of the new categories. Self-identification is always optional and voluntary, and any reporting or direct access to the data is confidential. Only authorized HR users are allowed to view confidential information, including any self-identification information provided through the Gender Identity & Expression module. 

• The Commonwealth is committed to creating a diverse and inclusive workforce; Data about employee gender identity, sexual orientation, and pronouns are for the purpose of supporting efforts to achieving that goal, such as analytics and DEI initiatives.  

Is anyone notified when I update this information in Employee Self-Service?  

• An employee who wants their manager or supervisor to use their preferred pronouns or name will need to communicate to their Manager/Supervisor separately. Employee Self-Service does not issue a notification to managers or supervisors. 

• Changes to preferred name will be visible to the employee and core users in HR/CMS. Managers/Supervisors will not receive an automated notice. However, one’s preferred name will be visible to managers/supervisors who approve time for the employee. 

Gender identity

What are the new categories for Gender Identity? 

• This tile allows the employee to select their gender identity values, such as birth sex, gender identity (ex. Non-Binary, Cis-Male, Transgender), and sexual orientation. 

I identify as non-binary or gender non-conforming. I do not see this option to self-identify under birth sex or current sex. 

• Employees that identify as non-binary, gender non-conforming, or across the spectrum can update their birth sex and/or gender identity by choosing within the provided values.  

• HR/CMS is a records management system serving multiple employee systems, including payroll, Federal W-2, and Group Insurance Commission (GIC). Some of these systems currently require legal name and male/female-only gender marker, and as a result, those values must be included in an employee’s profile. 

Pronouns

What is the purpose of providing my pronouns? 

• This tile allows the employee to select their pronoun values, such as: He/Him/His, She/Her/Hers, They/Them/Theirs, Ze/Hir/Hirs.  

• Everyone has pronouns used when referring to them and getting those right is not exclusively a transgender issue. Using a person’s correct pronouns is essential to mutual respect, basic courtesy, and vital to supporting our coworkers and community of partners.  

• If an employee wants their manager or supervisor to use their preferred pronouns or name, they will need to be communicated by the employee to their Manager/Supervisor separately. Employee Self-Service does not issue a notification to managers or supervisors. 

• Employees are encouraged to include pronouns in their email signatures, business cards, etc. This will help us build community!   However, changes in Employee Self-Service will not auto-populate an employee’s signature block or business card. 

• Managers, supervisors, and colleagues should look to see if an employee’s pronouns are included in their email signature and respect the designation. Now you know how they want to be referred!  

• Once communicated, continued and prolonged use of the incorrect pronouns to refer to a colleague may be considered harassment and will be addressed under the Commonwealth’s Anti-Discrimination and Harassment Policies. 

Preferred Name

What is the purpose of providing a preferred name?  

• A preferred name is the use of a name that is different from a person’s legal name. There are many reasons why someone may use a preferred name. While the most visible may be to reflect gender identity, other reasons include using a nickname, going by an Americanized name, or distinguishing oneself from someone with a similar name. Using a person’s preferred name is essential to mutual respect, basic courtesy, and vital to supporting our coworkers and community of partners. 

• If an employee wants their manager or supervisor to use their preferred pronouns or name, they will need to be communicated by the employee to their manager/supervisor separately. Employee Self-Service does not issue a notification to managers or supervisors. 

• An employee’s preferred name will be visible to managers/supervisors who approve time for the employee. 

• Changes and updates to preferred name will not change one’s W-2, pay advices, and GIC. These systems will continue to operate with one’s legal name and male/female-only gender marker.  

• Once communicated, continued and prolonged use of the incorrect preferred name to refer to a colleague may be considered harassment and will be addressed under the Commonwealth’s Anti-Discrimination and Harassment Policies. 

My email address does not align with my gender identity and/or preferred name change. What steps can I take? 

• A request for an updated e-mail address can be made through your HR Coordinator or by using ServiceNow through its General Accounts Management Request/Inquiry. 

• E-mail address changes will be updated once approved by the Authorized Approver/IT Liaison. 

• Previous email address will remain as secondary legacy email address.