Senior Leadership Team supports use of Pronouns

As part of our ongoing efforts to be inclusive of all gender identities, and to celebrate Inclusion Week 2021, we are pleased to confirm that anyone wishing to do so may add pronouns to their email signature.

29 September, 2021

A report was recently considered by the Council's Senior Leadership Team (SLT) recommending a move towards encouraging the use of pronouns for colleagues who wish to do so.

One of the main reasons for the recommendation was that using pronouns promotes inclusivity and shows support for people who are trans, gender fluid or non-binary; whether that be staff, service users or partners.

The Council's Constitution has also been updated to include gender neutral terms within the document itself and to be used in formal meetings going forward.

This follows the Council making a diversity declaration in July, with the aim of creating an open and welcome culture to all.

Guidance on using pronouns

You should only do this if you feel comfortable to do so. If you choose to do this, it is a simple way of showing that you care about and respect the people who are in that minority who are questioned about their gender identity. It helps to build awareness about something that people might not have thought about before and to create a more inclusive workplace.

Adding these words to your email signature has the practical benefit of making clear how you would like to be referred to. It signals to the recipient that you will respect their gender identity and choice of pronouns. It is an effective way of normalising discussions about gender and creating an inclusive work environment for transgender and non-binary people.

When we send out emails to people outside the organisation – service users, customers, partners and other stakeholders – it signals to them that we are an inclusive organisation that treats people with respect.

You can’t always tell what someone’s gender pronouns are by looking at them. Knowing and using someone’s gender pronouns is a positive way to support the people you work with and provide services to.

How do I do add pronouns to my email signature?

In Outlook, click on ‘New email’, then Message, then Signature, select ‘Signatures…’ then ‘Default'. Then add pronouns to your default signature as follows before clicking ‘Ok’ to confirm amendment:

He him pronoun example Jo Bloggs
Pronouns: Rhagenw(au):
Job Title
Relevant Service
Vale of Glamorgan Council

Please ensure when editing your signature that the default signature for new messages and replies (to the right of the signature you have highlighted to edit) is set to default rather than corporate. Please see the example below.

She Her pronoun example By using the Pronouns hyperlink, it allows people who are not sure why we are providing this information to click on the link to read an explanation on Stonewall’s website.

You may also choose not to use pronouns. In which case, you can instead add to your signature:
No pronouns – please use my name / Peidiwch â defnyddio rhagenw, defnyddiwch fy enw os gwelwch yn dda.

Remember you need to do it in English and Welsh as our signatures are bilingual.

You can select the appropriate English and Welsh pronouns from the list below.

Please let us know if there are others that you want to use so that we can get them translated into Welsh. We are awaiting further national advice on how less frequently used pronouns are treated in the Welsh language.

Pronouns

Words we use to refer to people’s gender in conversation - for example, ‘he’ or ‘she’. Some people may prefer others to refer to them in gender neutral language and use pronouns such as they / their and ze / zir.

Examples of Gender Pronouns

He / Him - E / Fe
She / Her - Hi
They / Them - Nhw

How do I ask someone what their gender pronoun is?

As part of an introduction or icebreaker at work or in meetings, you can say “Tell us your name, your role, and if you’re comfortable, your gender pronoun.” You might hear gender-neutral pronouns like “they, them, theirs” – or some people prefer that you simply use their name.

Make clear that is optional and allow people to choose whether they confirm their pronouns. Some may feel uncomfortable as it’s not something they normally do. Some may feel pressurised to reveal information about themselves that they are not happy to do in the workplace and that would be inappropriate. A person who is questioning their gender might not want to set a pronoun in stone at this point, a trans person might not want to out themselves to the room (this happens a lot with non-binary people).

In a one-on-one conversation, the best way to ask is with a straightforward: “What are your gender pronouns?” or “Can you remind me of which pronouns you like for yourself?” or "My name is Jo and my pronouns are he, him, and his. What about you?".
As names and pronouns can change over time, it is preferable to regularly incorporate these questions into meetings and introductions
What happens if I use the wrong gender pronoun for someone?

If you realise it at that moment, correct yourself. Apologise and restate the correct pronoun, as in, “Sorry, I meant she.” If you realise your mistake after the fact, apologise in private and move on. In either case, don’t dwell on the mistake. It is inappropriate to make the person feel awkward and responsible for comforting you. It’s your job to remember and respect someone’s gender pronouns.
Where can I get further advice?

If you need further information or advice, please contact someone in the Equality Team or GLAM.