Gender-inclusive language is neutral regarding sex, social gender, or gender identity. We use gender-inclusive language in our notices to ensure that we treat all customers - regardless of sex or gender - with respect. For example, we use gender-neutral pronouns and the names in our Numerical Index File (Numident) record in our notices.

The Numident is a master file of identifying information for each number holder including date of birth, citizenship, race, and gender.

Notice authors will write new notices using gender-inclusive language and incorporate gender-inclusive language when reviewing or revising existing notices. These instructions include notices generated in legacy systems.

We developed the streamlined notice language clearance process to support the agency’s initiative to use gender-inclusive language in our internal and external-facing documents. The streamlined notice language clearance process allows for a quicker and more efficient method to update notices with gender-inclusive language.

We will make the systems changes as resources become available. Effective March 2024, notice authors began making gender-inclusive language changes to the language in notices produced through the following notice applications or process:

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  Customer Communications Management (CCM) – CCM is a modern cloud-based architecture that transforms how the agency formats, generates, and delivers notices and communications to the public. CCM allows the public to receive different types of notices online through their personal mySocial Security account.

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  Document Processing System (DPS) – DPS is a web-based notice generating application that stores notices as templates. Users select the appropriate notice template to create a manual notice to send to a customer.

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  The Record Specification (Record Spec) process – Record spec notices are generic standardized template-based notices. Everyone gets the same generic language in the notice with personalized fill-in information such as the beneficiary’s payment amount, any deductions, and payment date, e.g., the yearly cost-of-living adjustment (COLA) notice. The notices are printed and mailed by vendors who have a contract with the Social Security Administration.

Complete the following steps to update gender-inclusive language in an existing notice through the streamlined notice language clearance process:

1. 1. 

   Obtain a sample notice to determine if the notice needs gender-inclusive language updates.

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     For notices in CCM, request a sample of the notice, snippets, and any fill-in choices from Systems at ^OCIO Controls

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     For notices in DPS, request the following information from OISP’s Notices Team at ^OISP NSPS Controls: A template of the notice that shows all the mandatory or optional Universal Text Identifiers (UTIs) that could appear in the notice along with the language and fill-in choices.

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     For Record Spec notices, request a sample of the notice and any fill-in choices from Systems at ^OCIO Controls. For a list of Record Spec notices see the attached pdf.

     View In PDF

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     For notices in other notice systems i.e., the Document Generating System (DGS), Hearing and Appeals Case Processing System (HACPS) and the Disability Case Processing System (DCPS), please follow your current work-flow process to obtain notice samples and implement gender-inclusive language changes using the streamlined notice clearance process.  

2. 2. 

   Create a clearance package with the following information:

   1. a. 

      Background statement: We recommend notice authors use this verbiage, “We are updating gender-specific language to gender-inclusive language in the following notice(s)." Then list the type of notice(s) and the notice system used to create them.

   2. b. 

      The current notice or UTI/snippet and the fill-in choices, and

   3. c. 

      The revised notice or UTI/snippet and the fill-in choices.

   Update the current notice or UTI/snippet with gender-inclusive language. Use grammar rules for subject pronoun and verb agreement. For more information refer to, NL 00610.075C.2. Inclusive Language in Notices. Also see the The Quality Initiative for Commissioner's Correspondence (QUICC) Handbook page 7, rule 6, where the terms “they," “them," or “their” are acceptable as singular or gender-neutral pronouns.

3. 3. 

   If applicable, send the notice clearance package to your team leader for review. Follow your component's internal instructions for this step.

4. 4. 

   To implement the gender-inclusive language changes, send the clearance package to:

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     ^OCIO Controls for CCM and Record Spec notices; and

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     ^OISP NSPS Controls for DPS notices.

Attached is an example of a streamlined notice language clearance package for gender-inclusive language updates. Direct any questions about the streamlined notice language clearance process to ^OISP NSPS Controls.

AO 40901.016 Incorporating Inclusive Language in Internal and External-Facing Documents and Resources

Language Development Facility - LDF

The Quality Initiative for Commissioner's Correspondence (QUICC) Handbook

NL 00101.000 Notice Language Clearance Process

NL 00610.075 Inclusive Language in Notices