Tohoku University

Live as Who You Are
Guidelines for Gender and Sexual Diversity
National University Corporation Tohoku University[ March ���� ]Table of Content

Tohoku University ￨ Live as Who You Are Guidelines for Gender and Sexual Diversity

I. Tohoku University’s DEI Declaration and Basic Principles ・
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II. Realizing a Respectful Environment for Gender &Sexual Diversity

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�. What is “sexuality”?
�. Terminology
�. How we respond to gender and sexual diversity
�. Addressing unconscious bias
�. When someone comes out to you or seeks your advice
�. Strict prohibition on outing others
�. Prevention of human rights violations related to gender, sexual orientation, andgender identity (SOGI Harassment)

III. How We Respond
III-�. For Students

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�. Can I change my registered name and gender?
�. Handling of students’ gender information
�. Academic classes
�. Student life
�. Study abroad
�. Job search and career support

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�. Can we change our registered name/gender?
�. Handling of gender information
�. Beneﬁts and personnel programs

IV. Counseling Services

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V. For your reference

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�. Consultation on University procedures
�. Consultation services

�. I want to know more about gender and sexual diversity
�. Location of multipurpose restrooms�Ⅰ. Tohoku University’s DEI Declaration and Basic Principles

Tohoku University has been committed to its foundational “Open Door” policy, accepting

a diverse range of people into its community, since its founding in ����. In ����, theuniversity was the ﬁrst Japanese National University to accept female students, and sincethen it has been striving to create a diverse environment and develop awareness arounddiversity, equity, and inclusion.

In order to recognize the unconscious biases that exist in our daily lives and to protect the

dignity of all members of the community, the university established the “Basic Policy on theProtection of Human Rights and the Prevention of Human Rights Violations at National

University Corporation Tohoku University” in ����. This policy seeks to eliminate “any act of
discrimination based on social status, lineage, race, creed, disability, gender, sexual

orientation or gender identity, or unjust discrimination based on any other reasoning” (asdeﬁned in the policy’s section �. Deﬁnition of Human Rights Violations). The following year,
Tohoku University built upon the existing guidelines and policies and announced its“Diversity, Equity, and Inclusion (DEI) Promotion Declaration”. This DEI Promotion

Declaration is a commitment to advance ongoing diversity, equity, and inclusion eﬀorts, torespect the diﬀerences of all students, faculty, and staﬀ, and to work collaboratively tocreate a truly diverse and inclusive environment as an institution.

As gender and sexual diversity has become more widely recognized in recent years,

appropriate actions are essential. These guidelines are designed to provide speciﬁc

examples and responses in order to create an environment in which all students, faculty,

and staﬀ respect diverse sexuality in their academic, research, and professional activities.

There are still many issues that need to be addressed and considered, and it is also possiblethat unanticipated issues will emerge in the future. Tohoku University will work with and for
all campus members to ﬁnd ways to solve such issues and challenges, and will make every

eﬀort to create a better environment. Furthermore, Tohoku University, in coordination with
the Center for Gender Equality Promotion (TUMUG), will develop and expand various

systems and facilities, including a one-stop counseling service, and continue to build
awareness among all campus community members.

�Ⅰ. Tohoku University’s DEI Declaration and Basic Principles

Tohoku University's basic principles for embracing gender and sexual diversity♦ We respect the equal human rights of all individuals and promote DEI eﬀorts.

♦ We promote awareness and the development of an environment and systems to ensurethat gender and sexual diversity is respected.
♦ We stand by the diversity of gender and sexuality, and do not discriminate individuals
based on it.

♦ We strive to decrease discrimination caused by gender and sexuality. When a problem
cannot be solved immediately, we commit to discussing it and moving forward together
in a future-oriented manner.

�II. Realizing a Respectful Environment for Gender &Sexual Diversity
�. What is “sexuality”?

Shaped by culture and the times, “sexuality” is a term used to describe the overall natureof human sexuality. It is a social construct, or way of thinking, that has been ingrained in oursociety. As a construct, sexuality has historically divided people into two sexes, male orfemale, based on their physical anatomy. In recent years however, this strict either/or binary
has been revisited and reconceptualized as a spectrum with a diverse range of identities
besides the two conventional options of “male” or “female”.

An individual's sexuality is considered to consist of four elements: physical sex (i.e., one’s

anatomy, body par ts), gender identity (one’s own sense of their gender), sexual

orientation (one’s preference in a sexual partner), and gender expression (the way one
acts and presents themselves). Sometimes described as having gradation or ﬂuidity,

sexuality and its four elements do not need to be either “male” or “female”, but can insteadbe thought of as a diverse spectrum.

�. Terminology“LGBTQ+” is a term that collectively describes sexual minorities (e.g. individuals who arelesbian, gay, bisexual, transgender, queer/questioning). On the other hand, the term “SOGI”(Sexual Orientation/Gender Identity) or “SOGIE” (SOGI + Gender Expression) is used todescribe the gender and sexual diversity of all people. In other words, SOGI or SOGIE

includes sexual minorities as well as individuals whose assigned physical sex correspondswith their gender identity (i.e. cisgender) and who are attracted to individuals of the“opposite” sex (i.e. heterosexual). In these guidelines, the term SOGI is used as an inclusive
term for all people. Please refer to Section V for more terms and deﬁnitions.

�. How we respond to gender and sexual diversity

Let’s start by trying to be mindful about gender and sexual diversity. To accept andrespect each other′s SOGI, we must become more aware and sensitive to the ways ourwords and actions that can be prejudiced and discriminatory. Let’s ensure that we help
each other to create an environment where everyone can feel seen, comfortable, and safe.

�II. Realizing a Respectful Environment for Gender &Sexual Diversity＜Examples＞
・Be aware that gender-based statements about appearance such as "that girl over there” or“that male student over there” can be oﬀensive to the individuals being described.
・Tohoku University recommends using the universally applicable “-san” or asking the individual
what they would like to be called.
・Do not use discriminatory words, such as “homo” or “lez”.
・Be aware that questions such as “Do you have a boyfriend?” or “Do you have a girlfriend?” canbe oﬀensive as well. It is important to know that some people are not interested in relationships
with the “opposite” sex and to not assume that you know someone’s sexual orientation.

�. Addressing unconscious bias

We all have unconscious biases. It is important to understand that we may also haveunconscious biases toward individuals with diverse gender and sexual identities. If you

notice that others are uncomfortable with your actions or statements, reﬂect upon andcorrect them immediately. We can all improve by frequently reﬂecting on our behavior andcommunicating in a mutually respectful manner.

�. When someone comes out to you or seeks your advice“Coming out” is when a person voluntarily shares their gender or sexual minority identitywith others. Coming out is not a “must”. It is up to the individual to decide whether or not totell others about their sexuality. The person's decision should be respected. No one should
force them to come out.

If a person comes out to you, you should ﬁrst aﬃrm them and thank them for sharing

with you. Faculty and staﬀ who are given such personal information are responsible forkeeping the information conﬁdential. If it is necessary to share this personal information

with other staﬀ in order to fulﬁll a desired request made by the individual, discuss andconﬁrm with whom and to what extent the information can be shared with the individual inadvance.

If you would like to speak with a counselor about coming out or how to respectfully

handle a situation when someone comes out to you, etc., please review the counselingservices listed in Section IV.

�. Strict prohibition on outing others

ʻOuting’ is the act of telling and revealing another individual's sexuality to others without

the individual’s permission. Outing causes great emotional distress to the outed person
involved. It must never happen.

�II. Realizing a Respectful Environment for Gender &Sexual Diversity
�. Prevention of human rights violations related to gender, sexual orientation,and gender identity
Tohoku University does not tolerate any human rights violations. Human rights violations
are deﬁned as “any acts of unfair discrimination or other violations of human rights basedon social status, family origin, race, belief, disability, gender, sexual orientation, gender
identity, or any other reasons” (Basic Policy on the Protection of Human Rights and thePrevention of Human Rights Violations at National University Corporation Tohoku
University).

Harassment refers to human rights violations that fall under sexual harassment,
academic harassment, and harassment related to pregnancy, childbirth, childcare leave,and family care leave (Regulations on Harassment Prevention at National University
Corporation Tohoku University).
SOGI Harassment

Discriminatory language or actions taken related to an individual’s SOGI is referred to as “SOGI
harassment”. In ����, the UN Human Rights Council approved the Yogyakarta Principles, whichstate that discrimination based on attributes such as SOGI is a violation of human rights. The
Council also adopted the “Protection against Violence and Discrimination on the Basis of Sexual
Orientation and Gender Identity” in ����. In Japan, the ���� amendment to the Equal
Employment Opportunity Act enforced that sexual harassment based on SOGI is also a form ofharassment.

�III. How We Respond

The university is currently taking the following actions regarding sexual diversity and iscommitted to creating a better environment in the future.

III-�. For Students

１. Can I change my registered name and gender?

Contact: Educational Aﬀairs Section within your department/ graduate school

In principle, the name registered with the university should be the same as the name on
the student’s family register (hereafter referred to as a “family name”). However, a student
can register their preferred name at the time of enrollment or while enrolled at theuniversity, if they understand that they hold full responsibility for changing their registeredname and their reason is approved.
If you wish to register your preferred name, you should contact the Educational Aﬀairs
Section of your department/graduate school. If you have changed your gender on yourfamily register, you are required to change your gender information on the school register
as well.
If you have any concerns or questions regarding changing your registered name or genderat the university, you should contact the Center for Counseling and Disability Services’Counseling Oﬃce.
■ How can I change my registered name?

➀ Consult with the Educational Aﬀairs Section of the department/graduate school you
belong to about using a diﬀerent name based on your self-identiﬁed gender. The
Educational Aﬀairs Section will conﬁrm the reason for the change and will explain theimportant information and necessary steps to follow.
➁ Submit the following prescribed forms to the Educational Aﬀairs Section of yourdepartment/graduate school: �. Notiﬁcation of Change to Personal Details and �.
Consent Form After Change.
■ Points of Note

※ After you change your registered name, all the certiﬁcates and other documents issued by theuniversity will be issued under the newly registered name due to the university’s system.
Please note that you will be accountable for any issues that arise due to potential
discrepancies between your university-registered name and your family name on these
documents.

�III. How We Respond※ While registration of your preferred name is permitted, due to current legal restrictions,documents related to your employment at the university must be completed by you using yourfamily name, and documents issued by the university (e.g., tax withheld at source slips) will
also use your family name. Therefore, when you have an employment contract with theuniversity (as a TA, etc.) or when tax procedures are required for your travel expenses for trips
overseas, etc., students must use your family name on the necessary documents.

２. Handling of students’ gender information
The university handles gender-related information carefully to ensure that it is kept
conﬁdential. The handling of gender information in the class rosters and the Student Aﬀairs
Information System is described below. It is a priority to continue to make sure that gender
information is handled with great care and attention.

➀ Sex/gender column on the class roster
Tohoku University is making requests within the university to eliminate the sex/genderﬁeld on the roster as much as possible. In cases when sex/gender information isnecessary, it is to be kept conﬁdential in order to avoid any harm to students.
➁ Indication of sex/gender on university-issued certiﬁcates and documents
All certiﬁcates issued by the university (transcripts, degrees, etc.) do not include

sex/gender information. However, this information may be required when submitting
medical certiﬁcates (*students can discuss whether to include information regarding
their physical sex or not) to external parties or when completing the designated forms ofother organizations.

➂ Sex/Gender information on university forms and documents
In cases when sex/gender information is requested or essential, other options besides
male/female, such as “other” and “no response” should be included. Tohoku University
requests that this information in the university’s various forms and documents beremoved as much as possible.

�III. How We Respond

３. Academic classes

Contacts for general education subjects:
Educational Aﬀairs Division, General EducationOperations Section
Contacts for specialized education subjects:
Educational Aﬀairs Section of each department/graduate school（�）Concerns related to enrollment in physical education courses, such as a ʻSports A’ or a
ʻSports B’ class as a general requirement

You can contact your class instructor or the General Education Operations Section of
the Educational Aﬀairs Division about concerns or questions related to course
enrollment, locker rooms, equipment, etc.
Depending on the nature of the class or sport, there may be situations in which
students come into physical contact with other people. Each instructor will do their best
to reduce the possibility of physical contact. If you have any concerns, you should free to
ask for guidance.

（２）Concerns related to enrollment in specialized courses

You can contact the relevant Academic Aﬀairs Section of their undergraduate or
graduate school to ask questions about specialized education courses (including
practical training, etc.).
For example, instead of using the men’s or women’s changing rooms, you can request
to change your clothes in a private space. In addition, when practical training is
conducted overnight, you can request a private room, etc.

（�）Concerns related to in-class activities Consult oﬃce aboveEﬀorts are being made to end the unnecessary grouping of students by gender inclasses. Tohoku University also recommends referring to students with the neutral
honoriﬁc “-san” instead of gender-speciﬁc honoriﬁcs such as “-chan” and “-kun”, orasking individuals what they would like to be called.
�. Student life（�）Concerns related to health examinations
Contact: Student Health Care Center
You may request to have your regular health checkup and other health checkups
provided by the university on a diﬀerent date due to their gender identity. These
requests are responded to on a case-by-case basis. Please use the e-mail addressprovided in the health checkup notiﬁcation sent by the university.
��III. How We Respond（�）Concerns related to restrooms on campus

The multipurpose restrooms on campus are open to everyone. These restrooms canalso be used as changing rooms. In the future, the name “multipurpose restroom” may
be changed to “universal restroom” and established as “all-gender restrooms” that canbe used by all individuals.

（�）Concerns about university dormitories
Contact: Student Services Division

The university has six dormitories for Japanese students (ﬁve dormitories for men and

one dormitory for women), seven University Houses for both international andJapanese students, and the International House for international students only.
Although the rooms are essentially private rooms, each facility organizes and operates
diﬀerently in terms of how the spaces and ﬂoors are shared amongst students. If you
would like to discuss special accommodations, you should contact the relevant oﬃce
when applying for a room.

（�）Concerns about dress and appearance in class and at formal ceremonies

To support and promote the diversity of the university community, you areencouraged to dress according to your diverse identities in your daily classes and atformal events such as entrance and graduation ceremonies. The university respects the

dress, such as kimono, ethnic costumes, etc., and appearance of you is in accordancewith your diverse gender and cultural identities, while expecting that your chosen attire
is also respectful of the nature of the event.

（�）Concerns about extracurricular activities

Contact: Student Services Division, Student Activity Support Section
If you would like to discuss matters such as the use of changing rooms, etc., you may
contact the Student Activity Support Section of the Student Services Division.

�. Study abroad（�）Concerns about leaving Japan to study abroad
Contact: Student Exchange Division

To respect your diversity and privacy, inquiries regarding your sex/gender are notmade in counseling sessions.

For questions or ﬁelds regarding sex/gender information in application forms and otherquestionnaires and surveys, options for “other” and “no response” are being added. The
Global Learning Center also provides consultation services for you to help address anyquestions or concerns that may arise while studying abroad.
��III. How We Respond（�）Concerns about studying in Japan from other countries

Contact: International Student Help Desk・International students who wish to enroll in a regular degree program

Consultation is available for applicants who need accommodations related to exams
and their studies. Please contact the relevant section of the department/graduate school
before applying for the program.

*Please note that students who request accommodations will not be disadvantaged in any
way in the admission decision process due to making such a request.

・International students who wish to enroll in a non-degree program (research students or
exchange students who wish to study at Tohoku University)
Please consult with the designated host or program faculty before applying for the
program.

�. Job search and career support

Contact: Center for Career Support

If you have any concerns about their search for an internship or a job, you should contact
the Center for Career Support, which has prepared a list of LGBTQ+/SOGI-friendly
companies and other resources. The Center for Career Support works together with theCenter for Counseling and Disability Services’ Counseling Oﬃce as needed.

��III. How We Respond
III-�. For Faculty and Staﬀ

１. Can we change our registered name and gender?

Contact: Human Resources Section of relevant department

Faculty and staﬀ need to use their family name as it appears on their family register,
however the use of a former name (e.g. maiden name) is permitted. Under current laws, theuse of another preferred name is not permitted because any activities or correspondenceswith local governments, etc. must be done under an individual’s current family name.
Permitting the use of another preferred name (other than an individual’s former name) will
be considered following updates to governmental policy (e.g. policy changes related to the“same-sex partnership system”). If an individual changes their name or sex in the family

register, they must also update the information registered with the university. To do so, theyshould submit a Name Change Notiﬁcation form (or the Use of Maiden Name/Termination
Notiﬁcation form) and a copy of their family register to the Human Resources Section of
their department.
２. Handling of gender information

The university handles gender-related information of faculty and staﬀ carefully to ensure that
it is not made public without the individual’s permission.
３. Beneﬁts and personnel programs

Contact: Human Resources Section of relevant department

The programs that are available for pregnancy, childbirth, and childcare leave, etc., may
diﬀer depending on gender. Individuals with any questions regarding the use of these
programs should contact the Human Resources Section of their department.

The university does not discriminate based on personnel matters related to sexual
minority status.

��IV. Counseling Services

Regarding issues related to gender and sexual diversity, consultation services are available
through the contact points listed below. Please be assured that information shared duringconsultations is kept conﬁdential. If the need to collaborate with other oﬃce(s) on campus
arises in the eﬀorts to provide support to you, information will only be shared after receiving
your consent.

１. Consultation on University procedures

Please contact the oﬃce that can handle your concern directly. If the contact person is unknown,or if you feel uncomfortable reaching out to the designated contact person, proceed to “�.
Consultation services”.
２. Consultation services

Tohoku University oﬀers counseling services on a wide variety of topics which include
gender and sexuality. Everything shared in counseling sessions will be kept strictly
conﬁdential and will not be shared with outside parties without your permission. Pleasefeel free to use our services.
学生
For Students

Counseling Oﬃce, Center for Counseling and Disability Services

・Specialized counselors (clinical psychologists) are available for consultation.
・Consultation for others involved in the student's life (e.g. faculty, staﬀ, family members,etc.) is also available.
���-���-���� (Japanese only)
gakuso@ihe.tohoku.ac.jp (English support provided, see website for details)
http://www.ccds.ihe.tohoku.ac.jp/
学生
For Faculty & Staﬀ

Staﬀ Counseling Oﬃce

・A full-time counselor is available for consultation.
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soudan@grp.tohoku.ac.jp
http://www.bureau.tohoku.ac.jp/jinji/open/sodan/(available only in Japanese)��IV. Counseling Services

External consultation service(for students and faculty/staﬀ)

・For students, consultation related to harassment is available.
・For faculty and staﬀ, external consultation services for harassment, physical health, andmental health issues are available.
http://www.bureau.tohoku.ac.jp/jinji/open/sodan/external/index.htm(available only in Japanese)
Other oﬀ-campus contacts

・There are many consultation services available for SOGI matters.
● Yorisoi Hotline

Miyagi, Iwate, Fukushima：����-���-���Nationwide：����-���-���● Miyagi Gender Equality Consultation Oﬃce���-���-����Every �nd and �th Tuesdays from noon to �PM (except for national holidays, New Year holidays, etc.)- No appointment required; consultation free of charge＊ We will continue working together to establish a one-stop counseling system that allows everyone toreach out and stop by without hesitation.
＊ If you do not know where to go for support or if you have any questions,please contact the Center for Gender Equality Promotion (TUMUG).

● Center for Gender Equality Promotion (TUMUG)

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http://tumug.tohoku.ac.jp/en/soudan/
http://tumug.tohoku.ac.jp/contact/��V. For your reference

�. I want to know more about gender and sexual diversity.

▶ What is gender and sexual “gradation”?

Gender and sexual gradation is a term that can describe the wide variety and ﬂuidity within theelements of sexuality. Instead of thinking of gender and sex as binary constructs with only two categoriesof “male” or “female”, we can think of them as diverse spectrums. How can you say that you are really “aman” or “a woman”? What is the deﬁnitive criterion for being ���% “male” or ���% “female”?

There are many terms used to describe gender & sexual identities and orientations. Below are somecommonly used terms.

▶ Factors and terms related to gender and sexual gradation.

*Other factors and terms exist. We introduce only some of the major concepts here.

■ Physical sex (anatomy, body parts) = Sex assigned at birth■ Gender identity = A person’s own sense of their own gender・Cisgender (ʻCis’)：A person whose gender identity corresponds with their physical sex
・Transgender (ʻTrans’)：A person whose gender identity does not correspond with their physicalsex assigned at birth・X-Gender：A person whose gender identity is neither male nor female; also referred to asʻnonbinary’ and ʻgenderqueer’・Questioning：A person who is unsure and/or curious about their SOGI, and/or has not deﬁned it■ Sexual Orientation＝pattern of romantic/physical attraction

・Heterosexual：pattern of being attracted to individuals of the opposite sex
・Homosexual：pattern of being attracted to individuals of the same sex
・Lesbian: A person who identiﬁes as female and is attracted to women
・Gay: A person who identiﬁes as male and is attracted to men
・Bisexual: A person who is attracted to both men and women・Asexual: A person who does not experience sexual attraction
・Pansexual: A person who is attracted to people regardless of physical sex or gender identity■ Gender Expression＝the way one expresses or presents their gender identity, often

through their appearance/clothing, speech/language and, behavior/actions, etc. Tohoku
University supports individuals’ free expression of gender.

��V. For your reference▶ What is an ʻally’?

ʻAlly’ means ʻsupporter’ and refers to someone who understands and tries to support and advocate forthose in minoritized groups. Sexual diversity is important for everyone. It is not just an issue for individuals insexual minorities. Anyone can become an ally if they understand what an “ally” is and are willing to learn andhelp one another. At Tohoku University, student groups such as “AROW” (an oﬃcial university group) havebeen formed to create spaces for people who identify as members of a sexual minority and people who areallies interested in learning from each other and discussing topics and issues of diverse sexuality.

�. Location of multipurpose restrooms
The current locations of multipurpose restrooms are labeled on the Tohoku University Barrier-Free Maps

linked below.

➀ Katahira Campus

https://www.tohoku.ac.jp/japanese/img_all/accessmap_katahira.pdf➁ Kawauchi-Kita Campus

http://www.ccds.ihe.tohoku.ac.jp/wp-content/uploads/����/��/�����������a��b��c�����b���b��c�.pdf➂ Kawauchi-Minami Campus

http://www.ccds.ihe.tohoku.ac.jp/wp-content/uploads/����/��/a�������e�e�e��d���acb�f�d�����e.pdf➃ Aobayama Campus（Aobayama Campus: North）

https://www.tohoku.ac.jp/japanese/img_all/accessibility_aobayama_north.pdf（Aobayama Campus: East）

https://www.tohoku.ac.jp/japanese/img_all/accessibility_aobayama_east_e.pdf（Aobayama Campus: West）

https://www.tohoku.ac.jp/japanese/img_all/accessibility_aobayama_east_w.pdf（Aobayama Campus’ New Extension）

https://www.tohoku.ac.jp/japanese/img_all/accessibility_aobayama_new.pdf➄ Seiryo Campus

http://www.ccds.ihe.tohoku.ac.jp/wp-content/uploads/����/��/aa�����c�������f��dd�����eb�����.pdf
Published March ����Working Group for Developing Guidelines on Diverse Sexuality
��V. For your reference

If you have any questions about the content of these guidelines,
the principles behind them, or any comments,

please contact the Center for Gender Equality Promotion.
Center for Gender Equality Promotion (TUMUG)
���-���-����
http://tumug.tohoku.ac.jp/en/soudan/��