NASA GUIDANCE FOR SUPPORTING

GENDER TRANSITION/AFFIRMATION IN

THE WORKPLACE

January 2022
TABLE OF CONTENTS

INTRODUCTION .......................................................................................................................... 1

IN GENERAL – GENDER TRANSITION/AFFIRMATION .................................................................... 2

PRIVACY & CONFIDENTIALITY ..................................................................................................... 3

KEY TERMS ................................................................................................................................. 3

KEY STAKEHOLDERS, ROLES, AND RESPONSIBILITIES IN THE GENDER TRANSITION/AFFIRMATION 

PROCESS AT NASA ...................................................................................................................... 5

RECOMMENDED PROCESS FOR TRANSITIONING EMPLOYEES ..................................................... 6

RECOMMENDED PRACTICES FOR SUPERVISORS .......................................................................... 8

RECOMMENDED PRACTICES FOR CO-WORKERS......................................................................... 10

ASSISTANCE THROUGH THE NASA SHARED SERVICES CENTER (NSSC) AND CENTER SERVICING HR 

OFFICES ..................................................................................................................................... 12

ADDITIONAL POINTS TO CONSIDER REGARDING GENDER TRANSITION/ AFFIRMATION .............. 12

APPENDIX A: SAMPLE WORKPLACE GENDER TRANSITION/AFFIRMATION PLAN .......................... 15

APPENDIX B: SELECTION OF ELEMENTS TO UPDATE FOR GENDER TRANSITION/AFFIRMATION .. 18

APPENDIX C: SAMPLE TOOLS FOR SUPERVISORS OF TRANSITIONING EMPLOYEES ...................... 19
1 

Introduction 

In alignment with our core value of Inclusion, NASA is committed to embracing and fully

supporting any employee’s gender transition and affirmation, and ensuring that all employees, 

applicants, and visitors are treated in a respectful, professional manner. This includes 

individuals who are transitioning or have transitioned1, as well as those who are gender nonconforming, gender expansive, non-binary, or gender fluid (e.g., employees expressing their2

gender identity through attire, grooming, personal style, voice, mannerisms, medical 

treatments,3 and/or name and personal pronoun preference – in alignment with their gender 

identity). 

As such, these guidelines were developed to address gender transition in the NASA workplace. 

If an employee communicates their intent to transition to a different gender, NASA is 

committed to supporting the employee’s announced plans, within the span of systems and data 

within NASA’s control. In addition, depending on the physical requirements of the employee’s 

job and the potential physical changes of the transition, management will work to ensure the 

employee can perform their job safely and effectively (e.g., customization of spacesuits). 

These guidelines are consistent with NASA’s policy which protects employees against 

discrimination on the basis of gender identity and gender expression. The guidance herein does 

not address every workplace situation that might arise but instead offers an overview and 

processes to follow in assessing each employee’s needs on a case-by-case basis. These

guidelines provide managers and supervisors a framework for ensuring employees gender 

identity and gender transition needs are addressed with dignity and respect. 

NASA promotes equal employment opportunity for its employees and applicants, and it does 

not tolerate unlawful discrimination or harassment, including on the basis of gender identity, 

gender expression, sex, or sexual orientation. As such, NASA seeks to provide a work 

environment founded on respect, trust, and collaboration to help create a sense of belonging 

by which employees can bring their whole and authentic selves to work, fully contribute, and 

thrive in their careers.4 This guidance is intended to help all individuals at NASA (including 

supervisors and employees) maintain an inclusive and supportive workplace for gender 

transition and affirmation, and to communicate and reinforce NASA’s strongest support for all

employees with respect to the full spectrum of gender identity and expression. 

1 For simplicity, the term “transitioning employee” is used throughout this document to refer to any civil servant or 

contract employee in the process of transitioning to a different gender. 2 Please note this document uses the terms “they”, “them”, “their”, and “theirs” as gender-neutral, generic standins for any pronoun that the transitioning employee prefers to use.

3 Medical treatments might include hormone injections, counseling, and/or surgical procedures.

4

This document serves as a high-level guidance and is not intended to serve as granular Standard Operating 

Procedures addressing every possible workplace situation that could arise. For procedures and instructions on any 

specific employment action (e.g., how an employee may change their name in personnel files or security badging), 

please consult the appropriate Center organization with responsibility over the specific action (e.g., Office of the 

Chief Human Capital Officer (OCHCO) or Office of Protective Services (OPS)). 
2 

Any employee or applicant who believes they have been discriminated against based on gender 

identity has the right to file a complaint of sex discrimination under the Equal Employment 

Opportunity (EEO) complaints process. To initiate the process, contact an EEO Counselor at the 

Center where the alleged discrimination took place within 45 calendar days of the date of the 

matter alleged to be discriminatory. Contact information for each Center’s Office of Diversity 

and Equal Opportunity (ODEO) may be found at https://www.nasa.gov/offices/odeo/home. In 

addition, if the individual believes they have been subjected to harassing conduct, their

manager or supervisor, or the Center’s anti-harassment coordinator, should be notified. 

Harassment based on gender identity is covered under the Agency’s anti-harassment policy and 

procedures at http://www.hq.nasa.gov/office/nasaonly/odeo/anti-harassment_brochurefinal.pdf. 

For additional information on gender transition/affirmation, equity, diversity and inclusion, and

anti-harassment at NASA, please visit the Agency ODEO website at 

https://www.nasa.gov/offices/odeo/home. 

In General – Gender Transition/Affirmation 

This document uses the term “gender transition/affirmation” to refer to the process of an 

individual publicly changing their gender expression, including through their attire, grooming, 

personal style, voice, mannerisms, medical treatments, and/or name and personal pronoun 

preference – in alignment with their gender identity. This document uses the term 

“transitioning employee” to refer to any civil servant or contract employee in the process of 

transitioning to a different gender. 

Transitioning employees may have a diversity of individual gender transition/affirmation needs, 

challenges, and preferences. For example, not everyone who considers themselves transgender 

will undergo a medical (or physiological) transition procedure, and those who choose to 

undergo such procedures may opt for all or only some available options. Gender transition is a 

personal process and will vary from person to person. 

Each transitioning employee will have their own set of unique factors that will require a 

customized plan of action. The transitioning employee should communicate and work with 

their supervisor and their Human Resources representative to enable a smooth transition in the 

workplace, and the employee should be empowered to set the pace and the tone of these 

communications. Transitioning employees have the right to be open and feel safe about their 

identity, and to professionally express their gender identity or characteristics in the manner 

they choose. Transitioning employees may specifically elect to disclose their transition to key 

stakeholders at the Agency who can provide assistance with the employees’ workplace 

transition. These key stakeholders may include, but are not limited to: 

• Immediate supervisor or another supervisor at NASA; 

• The Office of Chief Human Capital Officer (OCHCO), the NASA Shared Services Center

(NSSC) and/or their Servicing Human Resources (HR) Office; 
3 

• Office of Diversity and Equal Opportunity (ODEO); 

• Employee Assistance Program (EAP) representatives; 

• Applicable Employee Resource Group (ERG) leaders/members; and

• Other employees/co-workers. 

Privacy & Confidentiality

Employees have the right to be who they are without unnecessary disclosure of medical 

information or gender history. An employee’s transgender or transitioning/affirming status or 

history is considered private and should only be disclosed on a need-to-know basis by NASA 

officials. 

Key Terms 

The following definitions are provided for clarity in understanding and applying this guidance. 

• Affirming name/gender/pronoun(s) are terms used to refer to the name, gender, and 

pronouns with which an individual identifies and will use the following gender 

transition/affirmation at NASA. See also “Dead name/gender/pronoun(s).” 

• Agender is a term some individuals use to identify as no gender. 

• Cisgender5 is a term used for an individual who internally identifies as the gender 

corresponding to the sex that the individual was assigned at birth.

• Dead name/gender/pronoun(s) are terms used to refer to the name, gender, and pronouns 

an individual used prior to gender transition/affirmation, but no longer uses. See also 

“Affirming name/gender/pronoun(s).” 

• Gender expansive is an umbrella term sometimes used to describe people who expand 

notions of gender expression and identity beyond perceived or expected societal gender 

norms. Some gender-expansive individuals identify as a mix of genders, some identify more 

binarily as a man or a woman, and some identify as no gender (see also agender).6

5 It should be noted that the prefixes “cis” (meaning ‘in alignment with’) and “trans” (meaning ‘across from’) have 

been in use for many years, evidenced in terms such as Translunar Injection and Cislunar Orbit. In common 

vernacular, the terms “cisgender” and “transgender” are sometimes shortened to “cis-” and “trans-,” as in ciswoman or trans-man. 6 Gender-expansive people might feel that they exist among genders, as on a spectrum, or beyond the notion of 

the man/woman binary paradigm. Sometimes gender-expansive people use gender-neutral pronouns, but people 

can exist as any gender while using any pronouns. They also may or may not be comfortable with their bodies, 

regardless of how they express their gender.
4 

• Gender expression refers to how a person represents or expresses gender identity to 

others. This might be communicated through appearance, dress, mannerisms, speech 

patterns, social interactions, name, and/or other characteristics and behaviors. The 

observed expression may or may not correspond to societal expectations of gender 

identity.7

• Gender identity is a term that refers to an individual’s internal sense of being a male, 

female, another gender, no gender, of multiple genders, or fluid in gender (see also

definition of “gender non-binary”). A person’s gender identity is not necessarily linked to 

sexual, romantic, or emotional orientation. 

It is important to note that gender identity and gender expression are unrelated to sexual 

orientation. For example, a person assigned male at birth, transitioning to female gender, 

does not automatically change sexual orientation. If she was attracted to women before 

transitioning and is attracted to women after, then she is a lesbian, or gay. If she was 

attracted to men both before and after transition, she is heterosexual.

• Gender non-binary is a term used for an individual whose gender identity is both male and 

female, neither male nor female, or fluid. Some individuals who identify as gender nonbinary also identify themselves as “gender queer” or “gender expansive.” 

• Gender non-conforming is a broad term used to refer to people who do not appear, 

behave, or identify in conformity with societal gender norms, stereotypes, expectations, or 

preferences.

• Gender transition/affirmation is a term used to refer to the process by which a 

transitioning employee changes their gender expression in the NASA workplace. This may or 

may not include changing their name and/or gender on legal documents, receiving medical 

treatment such as hormone replacement therapy, counseling, and/or surgical procedures. 

• Intersex is a term used to refer to people who are biologically between the medically 

expected definitions of male and female. This can be through variations in hormones, 

chromosomes, internal or external genitalia, or any combination of any or all primary 

and/or secondary sex characteristics. While many intersex people are noticed as intersex at 

birth, many are not. As intersex is about biological sex, it is distinct from gender identity and 

sexual orientation. An intersex person can be of any gender identity and can also be of any 

sexual or romantic orientation. In the past, the medical terms “hermaphrodite” and 

“pseudohermaphrodite” were used; these terms are now considered neither acceptable nor 

scientifically accurate. 

• LGBTQ+ is an acronym that is often used as an umbrella term referring to lesbian, gay, 

bisexual, transgender, queer/questioning, intersex, asexual, and other individuals who do 
5 

not identify as typically cisgender and heterosexual. LGBTQIA is an equivalent acronym that 

also includes allies.

• Sex is a term that refers to anatomical, physiological, genetic, or physical attributes typically 

used to assign a person as male, female, or intersex at birth. These include both primary 

and secondary sex characteristics, including genitalia, gonads, hormone levels, hormone 

receptors, chromosomes, and genes. Variations of this term might also include “biological 

sex,” “physical sex,” “anatomical sex,” or “sex assigned at birth.” 

• Transgender8 is an umbrella term that refers to people whose gender identity and/or 

expression is different from the sex and gender assigned to them at birth (e.g., the term 

transgender woman typically is used to refer to someone who was assigned male at birth 

but who identifies as female; the term transgender man typically is used to refer to 

someone who was assigned female at birth but who identifies as male). An individual does 

not need to undergo any medical procedure to be considered transgender.

• Transitioning employee is an umbrella term used in this document to broadly refer to any 

employee who is undergoing, is about to undergo, or has undergone the process of 

changing gender expression in the workplace. This employee might stay at a specific point 

of the gender transition/affirmation spectrum; they might move along the gender 

transition/affirmation spectrum via a one-time, one-direction, finite sequence of actions; or

they might move through a continuous, evolving, or even multi-directional flow. 

Key Stakeholders, Roles, and Responsibilities in the Gender 

Transition/Affirmation Process at NASA

The following information is provided on key stakeholders and their various roles and 

responsibilities:

Transitioning Employee:9 See definition of “Transitioning Employee” under “Key Terms” of this 

document.

Supervisor of the Transitioning Employee: Supports transitioning employee and promotes, 

cultivates, and reinforces non-discriminatory inclusive practices and a safe work environment.

8 It should be noted that the prefixes “cis” (meaning ‘in alignment with’) and “trans” (meaning ‘across from’) have 

been in use for many years, evidenced in terms such as Translunar Injection and Cislunar Orbit. In common 

vernacular, the terms “cisgender” and “transgender” are sometimes shortened to “cis-” and “trans-,” as in ciswoman or trans-man. 9 Contractor employees should work directly with their contractor management regarding employment-related 

requirements applicable to gender transition/expression in the workplace. Contractor employees should promptly 

contact their relevant Center anti-harassment coordinator or the Agency anti-harassment coordinator to report 

claims of harassment or discrimination. 
6 

Agency Office of Diversity and Equal Opportunity (ODEO): Establishes transition/affirmation 

policy and procedures, and provides technical assistance and oversight of implementation, 

through Center ODEO LGBTQ+ Special Emphasis Program Managers (SEPMs) and in 

coordination with agency-level partners and stakeholders. 

 

NASA Shared Services Center (NSSC) and/or Servicing HR Office: Works with transitioning 

employees, Center LGBTQ+ SEPMs, and internal staff and external stakeholders to process 

related personnel actions (e.g., updating transitioning employees’ records to reflect current

genders, names, and pronouns, upon request of the transitioning employee). The NSSC and 

Servicing HR Office are essential partners in processing personnel actions required for gender 

transition/affirmation in the workplace – from answering questions to initiating and facilitating 

updates to NASA-hosted data systems and resources on behalf of the transitioning employee. 

Servicing HR Offices also may be involved in providing relevant training to the workforce (e.g., 

sensitivity/awareness training). 

Center Facilities Office: Coordinates with the Center ODEO and Servicing HR Office to ensure 

the avoidance and removal of barriers to equal access to NASA facilities (e.g., availability of 

gender-inclusive restrooms or locker rooms) for employees, applicants, and visitors. 

Center Office of Protective Services: Provides needed services to ensure work accessibility for 

transitioning employees throughout their transition/affirmation process, including but not 

limited to physical security, personnel security, identity and credential management (badging), 

and electronic physical access management.

Co-workers: Comprise a large and significant proportion of the transitioning employee’s work 

environment; therefore, they also play a major role in the experience of the transitioning 

employee.

Recommended Process for Transitioning Employees

All NASA employees are protected under non-discrimination and anti-harassment laws and 

policies. Although an employee is not required to provide notification about their intended 

gender transition/affirmation to NASA (e.g., to the employee’s supervisor, Center ODEO, NSSC 

or Servicing HR Office), NASA strongly encourages employees to provide this notice because 

NASA can better support the employee’s transition/affirmation process if the Agency is aware 

of the transitioning employee’s needs. 

NASA recommends, but does not require, that transitioning employees follow the steps below 

when changing gender expression in the workplace: 

1. Notification of Intent: The transitioning employee is encouraged to notify their immediate

supervisor, the NSSC, their Servicing HR Office, and/or their Center ODEO of their intended

or ongoing gender transition/affirmation. The employee is encouraged to initiate contact 
7 

well in advance, if possible, so the Agency can be as engaged and supportive as possible 

throughout the process.

If the transitioning employee feels uncomfortable contacting their supervisor at first, they 

are encouraged to consult their Center LGBTQ+ SEPM, LGBTQ+ ERG, or EAP for additional 

information and/or support. Transitioning employees are encouraged, however, to engage 

their supervisor to ensure they receive full support throughout the gender 

transition/affirmation process, including multiple stages that may require assistance or 

action by the supervisor.

2. Establishment of a Support Team: The transitioning employee is encouraged to establish a 

support team of their design and choosing. Support teams might include, but should not be 

limited to: the transitioning employee’s supervisor; representatives of the NSSC and/or 

Servicing HR Office; the Center LGBTQ+ SEPM; one or more members of the Center LGBTQ+ 

ERG; a representative of the Center EAP; and any others identified by the employee.

3. Development of a Workplace Gender Transition/Affirmation Plan: To foster a clear, 

planned, and coordinated process, the transitioning employee is encouraged to develop a 

Workplace Gender Transition/Affirmation Plan, in consultation with members of their

support team (a sample Workplace Gender Transition/Affirmation Plan can be found in 

Appendix A of this document). Such plans are not required but will likely inspire mutual 

understanding, facilitate collaboration, promote communication, and reduce uncertainties

for all parties involved – all resulting in a smooth, efficient, and helpful process to help 

employees with their workplace gender transition/affirmation. While timing is an important 

factor to include in the plan, the plan should not be treated as a strict timetable or formal 

contract, as situations and needs may change based on any number of factors. 

Furthermore, some aspects of workplace gender transition may evolve over time, 

necessitating different timeframes and solutions. The transitioning employee and their 

supervisor and support team should regularly engage and collaborate on resolving any 

questions or concerns that may arise while developing or implementing the plan. 

NASA recommends that a Workplace Gender Transition/Affirmation Plan includes the following, 

at a minimum: (1) the initial date upon which the transitioning employee plans to change 

gender expression at work (“effective date”); (2) the name and/or pronouns that others should 

use from that date forward; and (3) any process by which the transitioning employee prefers to 

provide awareness of their gender transition to others in the workplace. 

The Workplace Gender Transition/Affirmation Plan might also include:

• Expected timelines, based on anticipated milestones and other events10; 

10 Consider, for example, the timing necessary to change legal name and data systems including timekeeping, 

payroll, and badging/security/access to facilities and electronic systems. The employee may need to consult the 

NSSC or their Servicing HR Office, as appropriate, for guidance and timing on name change requests and their 

Center OPS for badging and access issues. 
8 

• Whether the transitioning employee chooses to play an active role in 

informing/educating their co-workers, clients, or others11; 

• Whether and when the transitioning employee anticipates taking any extended periods 

of leave; and

• Any specific issues that may need to be addressed (for example, whether any 

accommodations might be needed following medical treatment/procedure(s)). 

Appendix B identifies some of the elements that may need to be updated as a result of gender 

transition/affirmation. Appendix C provides sample tools for supervisors of transitioning 

employees.

Recommended Practices for Supervisors

NASA recommends the following two main responsibilities for the supervisor of a transitioning 

employee:

1. Support the transitioning employee.

• Maintain a focus on the goal of the workplace gender transition/affirmation process. 

The ultimate goal of the process is for NASA to fully support and help transitioning 

employees proceed and complete their workplace gender transition/affirmation in an 

efficient, effective, constructive, and inclusive manner to support the employees’ 

engagement and wellness at work. This will enable employees to continue bringing their 

authentic and whole selves to work, and to be fully included and contribute to NASA’s 

mission. 

• Demonstrate patience, genuine empathy, and commitment. For a transitioning 

employee, notifying their employer about their transition might be a stressful event, 

compounded with concerns about the possibility of rejection, discrimination, job loss, or 

more. Supervisors should consistently treat the employee with respect, concern, and 

care, and be aware of and sensitive to the stress and anxiety possibly experienced by 

the employee before, during, and/or after their workplace gender transition/affirmation 

process.

• Engage in interactive dialogue with the transitioning employee. Listen to the employee’s 

needs and concerns, and support a process and experience for the employee that is 

inclusive, welcoming, and free from unlawful discrimination and harassment.

• Be willing and available to collaborate with the transitioning employee on the 

development, implementation, and evolution of a Workplace Gender. 

11 The transitioning employee should be empowered to decide whether their gender transition/affirmation is 

acknowledged or announced, including what information should be included in any announcement, who will make 

the announcement, and how the announcement will be made.
9 

• Transition/Affirmation Plan. The plan can facilitate clear and uniform understanding 

and support of an efficient and effective process, in efforts to promote a safe, secure, 

and respectful work environment before, during, and after the employee’s gender 

transition/affirmation. The focus of the plan should be to provide support and 

assistance to the transitioning employee, not compliance with the Workplace Gender 

Transition/Affirmation Plan. 

• Follow the lead of the transitioning employee. Supervisors should follow the lead and 

comfort level of the transitioning employee in discussions and collaborations on the 

employee’s Workplace Gender Transition/Affirmation Plan. Supervisors should discuss 

with the transitioning employee if they want to actively engage in any notification of 

their colleagues and, if so, how (see Appendix C for suggested language for making such 

notifications). 

Supervisors should note that their assistance and support may also be needed if/when 

the transitioning employee requests changes to NASA-hosted systems or resources or 

different supplies (e.g., business cards, if cards are provided to all employees). Appendix 

B provides a list of potential actions that may be further supplemented to fully support 

transitioning employees. 

 

Supervisors should provide sufficient flexibility to meet the transitioning employee’s 

needs for medical appointments. Supervisors should consider and grant leave requests 

for medical appointments relating to gender transition/affirmation by following NASA 

policy and procedures applying to all leave.

If and when a supervisor makes a gender transition/affirmation announcement (upon 

request of the transitioning employee), the supervisor should mention the availability of 

resources, including support organizations such as the Center ODEO, the NSSC and/or 

Servicing HR Office, the LGBTQ+ ERG, and/or the EAP. Supervisors should inform other 

employees that if they choose to ask a transitioning employee about the transitioning 

employee’s gender transition/affirmation, any and all questions or discussions should be 

respectful in tone and appropriate in content and context (the same as with any other 

employee) – with the understanding that if the transitioning employee wishes to keep 

such details private, those wishes must be respected. Supervisors are also encouraged 

to reaffirm the Agency’s commitment to equal employment opportunity, diversity, 

inclusion, and anti-harassment. Appendix C provides additional points that supervisors 

may wish to consider when communicating about gender transition/affirmation in the 

workplace. 

2. Model non-discriminatory practices and promote, cultivate, and reinforce an inclusive 

work environment.
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• Supervisors have a responsibility to promote, model, cultivate, and reinforce a work 

environment that is inclusive and free from harassment and illegal discrimination.

Supervisors should communicate strong support for transitioning employees and set an 

example and expectations for all employees on appropriate conduct and full support. 

• Supervisors are required to take appropriate steps to address and correct any situation in 

which the supervisor has awareness (or reasonably should be expected to have 

awareness) of offensive remarks or behavior relating to an employee’s gender 

transition/affirmation, including promptly contacting the Center’s anti-harassment 

coordinator. 

Recommended Practices for Co-workers 

The following provides an initial, but not all-inclusive, set of recommended practices for coworkers of transitioning employees: 

• Be familiar with NASA’s policies prohibiting unlawful discrimination and harassment, 

including on the basis of gender identity, gender expression, and/or non-conforming 

status. 

• Do not engage in any prohibited discriminatory or harassing behavior in the workplace. 

• Be mindful not to make assumptions about a person’s sexuality or gender – not 

everyone’s appearance or behavior matches societal stereotypes. 

• Maintain an open mind and willingness to listen and engage in discussion and learning. 

• Be respectful and honest when interacting or communicating with a transitioning 

employee, as you would with any other employee: 

o If gender transition/affirmation is new for you, it is not abnormal to feel awkward at 

first. There may be learning experiences or awkward moments for all. 

o Be genuine and sincere in your communications with your co-workers, especially in 

your desire to learn how to best communicate respectfully with them. Let your coworkers know you support their inclusion and access to a respectful and safe work 

environment free from unlawful discrimination. 

o Ask your co-worker to be honest with you about what you say or do that may make 

them uncomfortable. Be prepared for an honest response. Listen, be respectful, 

learn, and support NASA’s culture of inclusion and employee engagement. 

o Let your co-worker know if they say or do something that makes you uncomfortable, 

being mindful that mutual respect is essential.

o If you choose to ask an employee about their transition, ensure your communication 

and interaction consistently demonstrates respect and appropriate professionalism 

in content and tone. Consider whether you would ask a cisgender co-worker the 
11

same question. Before asking a personal question, consider what value the response 

to your question might have, as well as the potential impact on the other person. If 

the transitioning employee wishes to keep details of their transition/affirmation

private, respect the wishes of the employee. 

• Do not disclose the transitioning employee’s transition/affirmation plan, gender 

identity, gender history, and/or gender expression without the express consent of the 

transitioning employee. 

• Be a good ally. If you hear or observe a co-worker using an incorrect name or incorrect 

pronouns after an announcement or request to refer to the transitioning employee by a 

specific name and with specific pronouns, gently and discreetly correct them or discuss 

the matter with your supervisor. If you become aware of any offensive workplace 

conduct relating to a co-worker’s gender transition/affirmation, you should promptly 

contact an appropriate NASA official (e.g., the Center anti-harassment coordinator or a 

supervisor).

• Consider reaching out to your Center LGBTQ+ ERG for self-education and awareness. 

• Reach out to your supervisor, the Center ODEO, or the EAP if you have questions and/or 

concerns. 

Because some people might be unfamiliar with gender transition/affirmation, it is possible that 

co-workers might make mistakes, such as referring to the transitioning employee by the wrong 

name or pronoun, or by asking inappropriate questions. Transitioning employees are 

encouraged to gently correct co-workers who make mistakes, especially early in the 

transition/affirmation process. It is assumed that mistakes will become less frequent after a 

reasonable period of time.

12 However, if an employee continually addresses the transitioning 

employee by the wrong name, pronouns, and/or gender identity after a reasonable period of 

time, the transitioning employee may contact their supervisor, support team, and/or the Center 

ODEO for guidance. 

Federal laws and NASA’s policy on equal employment opportunity prohibit adverse 

employment actions based on an employee’s gender or gender identity. Additionally, NASA will 

not honor any request that an employee, contractor, vendor, or customer makes to avoid

working with a transitioning employee. 

Outside of information voluntarily disclosed by the transitioning employee, employees should 

not discuss medical conditions or procedures with other employees. Employees should keep 

medical information confidential. Discussion of such information at the workplace is a breach of 

confidentiality that could subject the Agency to liability.

12 What is considered a “reasonable period of time” may differ in length depending on the relationship of the coworker to the transitioning employee. 
12

Assistance Through the NASA Shared Services Center (NSSC) 

and Center Servicing HR Offices 

The NSSC and Center Servicing HR Offices are available to assist the transitioning employee in 

making official name and gender change requests, in requesting reconstruction of their

electronic Official Personnel Folder (eOPF) due to gender change, and in changing their NASA ID 

badge and PIV credential. It should be noted that a name change prompts the need for the 

transitioning employee to update their PIV credential and NASA ID badge accordingly.

Requesting a Name Change: The transitioning employee should initiate their name change 

request through the Servicing HR Office. Refer to Chapter 20 of the Office of Personnel 

Management's (OPM's) Guide to Processing Personnel Actions for more details, including the 

types of supporting documentation that will be required. 

Requesting a Gender Change: The transitioning employee should initiate their gender change 

request through the Servicing HR Office. Refer to OPM's Guide to Personnel Recordkeeping for 

more details, including the types of supporting documentation that will be required.

Requesting Reconstruction of the electronic Official Personnel Folder (eOPF) due to Gender 

Change: Employees requesting a reconstruction of their eOPF must provide a written statement 

with their signature and date to their Servicing HR Office at the time they make a gender 

change request. The transitioning employee should consult their Servicing HR Office about the 

specifics of the statement, including supporting documentation. 

Changing NASA ID Badge and PIV Credential: Concurrent with an official name change, an

employee also needs to update their NASA ID badge and PIV credential. The transitioning 

employee should coordinate their name change with their Servicing HR Office and Security 

Office, following the processes described in NASA Procedural Requirements (NPR) 1600.4, 

Identity and Credential Management, specifically Chapter 3.5 (On-Site Enrollment and Issuance 

Procedures for NASA Credentials) and Chapter 6.6 (PIV Credential Re-issuance). 

Additional Points to Consider Regarding Gender Transition/ 

Affirmation 

Right to Privacy. A transitioning employee has the right to be who they are without 

unnecessary disclosure of personal or medical information. The transitioning employee should 

understand that some individuals, groups, and/or organizations might be made aware of their 

gender transition/affirmation on a need-to-know basis in order to process the transitioning 

employee’s request(s), including personnel actions such as changes to employee records. 

Supervisors, Agency and Center ODEO staff, NSSC and Servicing HR Office staff, and others 

should be mindful not to disclose information identified in the transitioning employee’s 
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Workplace Gender Transition/Affirmation Plan, or in any other communications to implement 

changes requested by the transitioning employee, except on a need-to-know basis or with the 

transitioning employee’s consent. Release of information regarding an employee’s planned, 

ongoing, or past gender transition/affirmation may result in unauthorized disclosure of 

confidential information prohibited under laws such as the Rehabilitation Act of 1973 and the 

Privacy Act.

Appearance Standards. Whether or not a transgender employee plans to medically or legally 

transition, the employee is permitted to dress consistently with their gender identity. NASA 

does not restrict employees’ clothing, hair style, or other aspects of appearance on the basis of 

gender or gender stereotypes. Any requirements or expectations imposed regarding 

appropriate attire will not be applied based on gender. All employees have a right to comply 

with NASA’s dress code in a manner consistent with their gender identity or gender expression. 

Additionally, NASA’s dress code does not prohibit an individual from maintaining a genderneutral appearance.

Access to Restroom, Locker Rooms, and Other Dedicated Gender-Specific Areas. NASA 

continues to work to provide all employees equitable access to restrooms, locker rooms, and

other facilities, including rebranding single-occupancy areas where possible as gender-neutral 

to accommodate the full spectrum of genders. A transitioning employee may use the restroom, 

locker room, or other facility that they feel most comfortable using. If there are instances in 

which others have personal concerns about sharing a restroom, locker room, or other facility

with a transitioning employee, supervisors should exercise care in discussing such matters or 

refer concerned individuals to the Center ODEO, the NSSC or Servicing HR Office, or the EAP. 

The transitioning employee should not be asked or required to use an alternate facility in order 

to accommodate such concerns. Further, NASA will not require a transitioning employee to 

have undergone any particular medical procedure or to provide proof that the employee 

underwent any procedure, in order for that employee to have access to any facility designated 

for use by a particular gender.

Pronoun and Name Changes. Upon notification of a transitioning employee’s intent to use a

new name, and consistent with their Workplace Gender Transition/Affirmation Plan, 

managers/supervisors should take steps to the use the employee’s affirming name and 

pronouns in all personnel, administrative records, and materials, path forward (e.g., all website 

pages, identification badge/access card, door/name plates, business cards, organizational 

charts, mailing lists, telephone listings, etc.).13 Transitioning employees should take reasonable 

steps to inform colleagues of their preferred pronouns. However, if there is uncertainty of the 

appropriate pronouns to use with an individual, it is appropriate to respectfully ask the 

employee which pronoun they prefer. Managers/supervisors should be aware that 

intentionally referring to someone by the wrong name or pronouns after they have made them

clear, could be viewed as a violation of NASA’s anti-harassment policy and procedures. 

13 It should be noted that while a preferred name and pronoun should be used insofar as possible, certain records 

may need to be retained using the employee’s legal name until changed.
14

Changes to Personnel Records and Identity Documents. Transitioning employees may wish to 

change their official personnel records and other records to reflect their name, gender, and/or

pronouns. Employees and their support teams should work with the NSSC or their Servicing HR 

Office, as appropriate, to determine the steps and associated timelines for changing personnel 

records and other identity documents.14

Employees involved in the record-changing process must ensure steps are taken to maintain 

confidentiality during the transition/affirmation process. For example, record changes should 

be coordinated to coincide with the effective date of the transition/affirmation, or soon after so 

as not to reveal sensitive or private information beforehand. If the transitioning employee is 

uncomfortable with a specific employee’s involvement in their record-changing process, they

should notify a member of their support team as soon as possible.

The transitioning employee should notify insurance carriers and other benefits providers to 

ensure personnel records reflect the employee’s correct name and gender. The Servicing HR 

Office can assist the employee with the official correspondence required. Transitioning 

employees who already have Federal insurance benefits are expected to be allowed to continue 

their participation in their insurance plan, and new employees should be allowed to elect 

participation based on the gender with which they identify.

14 This list might include, but is not limited to, health care records, identification tags, door/desk nameplates, 

computer system login names, and software application login information.
15

Appendix A: Sample Workplace Gender Transition/Affirmation 

Plan 

The following template is a sample Workplace Gender Transition/Affirmation Plan that can be 

adopted in whole or in part, as desired. 

Transitioning employees may also wish to consider the following when developing their gender 

transition/affirmation plans: 

• Information/documentation required for each record change request, and the 

estimated time to process each change request. 

• Date(s) by which requests may need to be initiated or documentation submitted so that 

requested changes go into effect by a specific date. 

• Follow-up by transitioning employee to ensure that all requested record changes have 

occurred. 

• Whether a change request results in a one-time change, or iterative changes (such as 

may be the case when the transitioning employee’s physical appearance may change 

over time). 

SAMPLE

Workplace Gender Transition/Affirmation Plan

For [AFFIRMING NAME]

(formerly known as [DEAD NAME])

[EMPLOYEE NAME] (“The transitioning employee”) has notified NASA of their intention to 

change gender expression in the workplace. This plan will outline the actions and expectations 

of the Agency, the Center at which the employee is stationed, and the transitioning employee.

1. Key Points of Contact. 

Points of Contact

(not required to include all)

Name Email Address Phone Number

Transitioning Employee

Supervisor of Transitioning Employee

Center LGBTQ+ Special Emphasis 

Program Manager (SEPM)

Center Servicing Human Resource

Office Representative(s)

Center LGBTQ+ Employee Resource 

Group, Chair/Member(s)

Center Employee Assistance Program 

(EAP) Representative

Other(s)
16

2. Notification of Intent to Change Gender Expression. 

The transitioning employee contacted [NAME AND TITLE OR RELATIONSHIP TO EMPLOYEE]

to notify the Agency that effective [DATE], the employee will change their name, gender, 

and/or pronouns, and is to be referred to as [AFFIRMING NAME] with [AFFIRMING 

PRONOUNS] as pronouns.

3. Identification Changes. 

The transitioning employee is responsible for initiating any and all changes related to their

gender transition/affirmation including, but not limited to name change, badge, access to 

facilities, etc. 

4. Planned Gender Transition/Affirmation Announcements. 

The employee has requested that the following individuals, groups, and/or organizations be 

made aware of their gender transition/affirmation: 

Audience(s) to be notified Notification Method Notification Target 

Date

Example: Sue Smith and Tom Thomas Email from Supervisor TBD

The transitioning employee is reminded that there may be additional people who might be 

made aware of their gender transition/affirmation as a result of processing requested 

action(s). 

Upon request of the transitioning employee, a Gender Transition/Affirmation

Announcement Meeting may be convened for those in frequent workplace contact with the 

employee, such as co-workers, customers, certain teams, etc. The purpose of the meeting is 

to announce the employee’s gender transition/affirmation, articulate expected norms of 

conduct, answer questions, and/or implement training. Medical privacy will be maintained.

The Gender Transition Announcement Meeting can be conducted by the transitioning 

employee, a supervisor, a representative from the NSSC or Servicing HR Office, EAP, Center 

ODEO, or another individual, per the transitioning employee’s request. The transitioning 

employee may opt to be present in or absent from all or part of this meeting. If the 

transitioning employee so chooses, they may draft a short letter/email or create another 

type of brief message to be shared with those attending the meeting. 

5. Updating Historical Technical Reports/Work Products. 

The employee gives consent/does not give consent (circle one) for historical technical 

reports and/or work products to be updated with their name and pronouns, following their 

gender transition/affirmation. 
17

6. Disability-related Reasonable Accommodations. 

If a disability-related reasonable accommodation becomes necessary during or after the 

gender transition/affirmation process, the employee must request the accommodation 

through NASA’s Reasonable Accommodation process, per NPR 3713.1C (Reasonable 

Accommodations Procedures for Individuals with Disabilities). 

7. Family and Medical Leave Act (FMLA). 

If the employee wishes to request leave pursuant to the FMLA, the employee must do so

through NASA’s FMLA leave request process. The employee should consult their Servicing 

HR Office for information about the availability and use of FMLA leave.

8. Additional Points of Agreement. 

Other points of agreement between the employee and their supervisor include the 

following (for example, anticipated period(s) of leave): 

9. Amendment(s) to Plan. 

If this transition/affirmation plan needs to be modified for any reason, a request should be 

made in writing and submitted to the employee’s supervisor or support team, who, within a 

reasonable period of time, will consult with the employee and other pertinent parties, as 

appropriate, to coordinate review of the proposed amendment(s) and prepare an updated

Workplace Gender Transition/Affirmation Plan.

Signatures

Employee Date

Employee’s Immediate Supervisor Date

Human Resource Office Representative Date
18

Appendix B: Selection of Elements to Update for Gender 

Transition/Affirmation 

Below is a list of elements that may need to be modified as a result of gender 

transition/affirmation. The list below is not exhaustive, nor does it address systems or data 

outside of NASA’s control. You may wish to supplement this list with tasks engaged to support a 

newly onboarding employee before and during their first weeks of employment.

Office of the Chief Human Capital Officer (OCHCO)

 Federal Employee Health Benefit Election Form (FEHB): SF 2809 

 Notice of Change in FEHB Enrollment: SF 2810 

 Federal Employees Dental and Vision Insurance Program (FEDVIP): Dental and Vision 

 Federal Employees’ Group Life Insurance Program Election (FEGLI): SF 2817

 FEGLI Beneficiary: SF 2823 

 NASA 24-Hour Personal Accident Enrollment Form 

 Unpaid Compensation Beneficiary Form: SF 1152

 Civil Service Retirement System (CSRS) Designation of Beneficiary: SF 2808 

 Federal Employees Retirement System (FERS) Designation of Beneficiary: SF 3102 

 Thrift Saving Plan Election Form (TSP): TSP-1 

 TSP Designation of Beneficiary: TSP-3 

 Federal Flexible Spending Account Program (FSAFEDS) 

 Federal Long-Term Care Insurance Program (FLTCIP)

 Office of Workers’ Compensation Program (OWCP) 

Office of Protective Services (OPS)

 Federal Employee Identification & PIV Credentials (Badge) 

 Building Access (Cards and Keys) 

Office of the Chief Financial Officer

 Government Travel Access 

 Government Travel Credit Card

Office of Technology and Innovation

 Login name for all computer software systems, including initial login, Outlook, EPP, eOPF, 

WebTADS, HR Connect, inCompass, TLMS, and other system access

 Access to mobile device(s) and RSA token

 Change of email address, contact list, voicemail

 Updates to distribution lists, contact lists, POC lists

 Change of name and information listed on the Wiki

Local Office

 Notification of Personnel Action: SF-50 

 Office Name Plate and Business Cards 

 Local Transit Benefits
19

Appendix C: Sample Tools for Supervisors of Transitioning 

Employees 

The following sample tools may assist supervisors when asked to announce gender

transition/affirmation in the workplace. These are intended to only provide very high-level 

suggestions and general examples – specific communications should be customized based 

on the expressed wishes of the transitioning employee. 

Suggested Talking Points 

Supervisors may wish to include the following in announcements: 

• The name and pronouns by which the transitioning employee should be addressed. 

• The date after which the transitioning employee should be addressed by the name 

and pronouns. 

• Names and contact information of resources who can answer questions about 

gender transition/affirmation at NASA, such as the Center ODEO, NSSC, Servicing HR 

Office, LGBTQ+ ERG, and/or EAP. 

If the transitioning employee has explicitly expressed willingness to receive questions 

regarding their gender transition/affirmation, supervisors should inform staff that they can 

direct questions to the transitioning employee, as long as the discussion is respectful in tone 

and appropriate in content and context (the same as with any other employee). 

Email Template for Supervisors

Sent: Monday, June XX, XXXX 8:00 AM

To: XXXXXXX@nasa.gov

Subject: Staff change

Dear [NAME OF DIRECTORATE/OFFICE/BRANCH]: 

I am writing to notify you that effective [DATE], the employee formerly known as [DEAD

NAME] is to be referred to as [AFFIRMING NAME], with the use of [AFFIRMING PRONOUNS]

as pronouns. 

Leadership supports [AFFIRMING NAME] in their transition/affirmation, in accordance with 

NASA’s policies on equal employment opportunity, diversity and inclusion, and antiharassment. If you have questions or concerns, or if you need additional information, please 

consult [NAME OF SUPERVISOR] at [SUPERVISOR’S EMAIL AND PHONE NUMBER] or [NAME

OF NSSC/SERVICING HR OFFICE REPRESENTATIVE], NSSC/Servicing HR Office representative,

at [NSSC/SERVICING HR OFFICE REPRESENTATIVE’S EMAIL AND PHONE NUMBER].
20

If you are interested in learning more about how NASA supports gender 

transition/affirmation, I invite you to refer to the NASA Guidance for Supporting Gender 

Transition/Affirmation in the Workplace at [WEB SITE LOCATION]. You may also contact the 

Center’s LGBTQ+ Special Emphasis Program Manager (SEPM) in the Office of Diversity and 

Equal Opportunity (ODEO) at [LGBTQ+ SEPM PHONE NUMBER OR ODEO PHONE NUMBER] or 

reach out to the Center’s LGBTQ+ Employee Resource Group at [LGBTQ+ ERG WEBSITE].