One of the forms of support offered by Warsaw University of Technology to transgender and non-binary individuals is the possibility to update personal data to preferred details in the University’s IT systems (USOS, email, and MS Teams).

The proposed solution cannot be applied to documents processed by the University, including those handled via the USOS system, in cases where the use of formal (official) personal data is legally required (this applies, for example, to grade records, certificates, elections, and scholarship applications).

However, it does allow the use of a preferred first name and surname ending in most situations related to everyday functioning at the University.

Procedure description:

Students of the Warsaw University of Technology who are interested in changing their civil-status (official) data to preferred data in the University’s IT systems may submit an application on this matter to the Vice-Rector for Student Affairs. The request is processed through a four-stage procedure:

The review and verification of the application are carried out by the Student Ombudsperson. At this stage, a confidential meeting with the Ombudsperson is required, as well as supplementing the application documentation with a certificate from a specialist (e.g. a physician, psychiatrist, psychologist, or therapist). The documentation collected in the case, together with the Ombudsperson’s opinion, is forwarded to the Vice-Rector for Student Affairs for a decision. The decision of the Vice-Rector for Student Affairs constitutes the basis for implementing changes in the University’s IT systems, which are introduced—while maintaining confidentiality—by an authorized employee of the IT Centre.

After a positive decision has been issued by the Vice-Rector for Student Affairs, the original application together with the decision is forwarded by the Ombudsperson (in accordance with confidentiality principles) to the Dean’s Office of the student’s home Faculty, and the relevant Vice-Dean for Student Affairs is informed of the decision at the same time.

Applications submitted by doctoral candidates are reviewed and verified by the Doctoral Students Ombudsperson.

All information provided in the application is confidential, is used solely for the purpose of ensuring support in the specific case, and is not processed or shared for any other purpose.