Updating Name and Gender in NIA
Templates for updating details of Gender Diverse Offenders, Victims, Witnesses and Whānau
names and gender in NIA
Using appropriate language is very important when interacting with a person who identifies themselves as LGBTQIA+ or a Rainbow person. You need to address the
person using their correct pronouns and name the person identifies with. The fol owing templates have been developed to assist you with updating name and
gender details in NIA.
If a person has a NIA ID only i.e. no PRN you can change their ‘real name’ and
If a person has a PRN you cannot change their ‘real name’. You can
gender marker. Email FMC with the details. Their previous name becomes an
change their gender marker. Enter their correct name as an alias, then
alias.
create a NIA noting with their preferred name and pronouns.
To create an Information Alert in the person’s Record View:
Step 1: edit the category by clicking the three dots next to
Step 2: enter the appropriate heading e.g. Name Change/Transgender
the category field
Female/Transgender Male/Non-Binary Name Change
TEMPLATE 1: Transgender Male
TEMPLATE 2: Transgender Female
EXAMPLE:
EXAMPLE:
(Name) is a transgender male.
(Name) is a transgender female.
(Name) identifies as male and uses he/him pronouns.
(Name) identifies as female and uses she/her pronouns.
Please do not refer to (Name) using female pronouns or by his birth name
Please do not refer to (Name) using male pronouns or by her birth name
(Previous Name).
(Previous Name).
Please be aware that (Name) is currently taking hormone medication by injection
Please be aware that (Name) is currently taking hormone medication by injection
as part of his transition. If (Name) is in Custody please do not withhold this
as part of her transition. If (Name) is in Custody please do not withhold this
medication from him.
medication from her.
TEMPLATE 3: Non Binary Name Change
(Name) identifies as non-binary i.e. they do not identify as either male or female.
If you have any questions about these templates or working with
(Name) uses they/them pronouns.
LGBTQIA+ communities please contact [email address]
(Name) can be searched by either male or female officers, please ask (Name)
which they prefer.
How To Complete Documents When A Person’s Name Or Gender Identity
Differs From What Is Recorded In NIA
Templates for working with Gender Diverse Offenders, Victims, Witnesses and Whānau
Using appropriate language is very important when interacting with a person who identifies themselves as LGBTQIA+ or a Rainbow person. You
need to address the person using their correct pronouns and name the person identifies with.
The following templates have been developed to assist you with writing information up in Summary of Facts, Statements etc.
IMPORTANT: Remember to
explain the reason for
NOTE: It is best to
check the wording you use
TIP: While these templates support a consistent
your questions is to ensure that Police obtain the
with the person who it is about to ensure that
approach, it’s important to recognise that
one
correct details for them and if required, amend
they are comfortable with it, and the language
size does not fit all. They may need adjusting to
anything in our system that needs to be corrected.
is
appropriate.
suit individual circumstances.
TEMPLATE 1: Summary of Facts (SOF) / Memo to the crown
TEMPLATE 3: Statement - to clarify NIA name and preferred name
EXAMPLE:
Having explained why you are asking this information ask:
(Name) is gender diverse and has changed their name from (Name
•
Whether they have changed their name, legal y or otherwise. If
given at Birth) to (Name). (Name) identifies as
so, ensure change is recorded. Use the name that they identify
(female/male/transgender/non-binary/gender diverse) and their
themselves as throughout the statement.
pronouns are (she/her, he/him, they/them).
•
What gender do they identify as e.g. male/female/non-binary?
(Name) was assigned (female/male) at birth and has (female/male)
(Use this throughout the statement).
anatomy (
only added if required to prove charge).
•
What pronouns do they use e.g. she/her, he/him, they/them?
Use these throughout the statement.
TEMPLATE 2: Pros 258 - to clarify NIA name and new name/gender
identity
•
If it is required to identify their genitalia because of the charge
(e.g. rape, violations, indecent assault) use respectful language
EXAMPLE:
and humility when asking this.
It is essential that you explain to
them first why you are asking what genitals they have i.e.
Please note that this victim/witness/defendant is
because of the wording of the charge.
(female/male/transgender/non-binary/gender diverse). Their
correct name is (Name), please do not refer to them with their
EXAMPLE:
birth/dead name (previous name). (Name) identifies as
My full name is (Name). My legal/birth name is/was (previous
name).
(female/male/transgender/non-binary/gender diverse) and their
I identify myself as (female/male/transgender/non-binary/gender
pronouns are (she/her, he/him, they/them).
diverse). My pronouns are (she/her, he/him, they/them).
I have (female/male genitals) (only added if required to prove
REMEMBER: A person may identify as more than one gender identity e.g. non-
charge).
binary and transgender male.
If you have any questions about these templates or working with LGBTQIA+ communities please contact [email address]
Document Outline
