Introduction

The University of Bath is committed to fostering a supportive, enabling environment in which all staff can perform at their best and thrive. We aim to lead the sector in promoting openness, awareness and meaningful support around reproductive health issues, ensuring they are approached with understanding and compassion. Whilst no two experiences are the same, our intention is to provide equitable opportunity for all staff to be at their best and thrive whilst co-existing with reproductive health life events and experiences.

Menopause can affect an individual’s wellbeing and, without appropriate support in the workplace, their ability to perform at work. This guidance has been developed to:

raise awareness of menopause and menopause symptoms
equip managers with the knowledge, confidence and practical tools to provide appropriate, sensitive and timely support - highlight the importance of exploring appropriate workplace adjustments, including the use of the Workplace Adjustments Passport
encourage the use of Individual Wellbeing Action Plans to agree tailored support
signpost managers and staff to further internal and external sources of support, including Health Assured, the Wellbeing Hub and Brilliant Basics e-learning

Background

Menopause and perimenopause are natural life stages for women and people who menstruate. Within the higher education sector, approximately 25% of the national Higher Education Institution (HEI) workforce are women aged 46-55, the age range during which most women experience perimenopause and menopause.

Without appropriate understanding and support, we risk the loss of highly experienced staff and institutional knowledge. National research indicates the scale of this risk: around 1 in 10 people who menstruate leave work due to unmanaged menopausal symptoms, representing a significant and avoidable retention challenge.

Menopause and perimenopause affect individuals differently, while the impact of symptoms and need for support can vary over time. Staff may not disclose menopause related symptoms due to concerns about privacy, stigma, confidentiality, job security, career progression or identity such as for example trans, non-binary and intersex staff or those with variations in sex characteristics.

By creating an inclusive and supportive working environment, the University can sustain performance, retain expertise and support staff during this transitional phase of life.

As a line manager you are responsible for:

responding with empathy and without judgement
providing support tailored to the staff member’s specific needs
signposting the staff member to further support and guidance if they would like this

Holding supportive conversations

As a line manager, it is important to create an environment where staff members feel comfortable sharing with you the challenges they’re experiencing. You should listen, respond appropriately and provide reassurance.

Holding regular, informal one to one meetings can help create a safe and comfortable space for staff members to share any changes in their health, including experiences related to the menopause.

During these conversations, you should:

respond with discretion and empathy, assuring the staff member that the conversation is confidential
be led by the staff member in terms of how much they wish to share, asking open and general questions and avoiding assumptions
encourage the use of an Individual Wellbeing Action Plan (IWAP), where appropriate as a structured basis for wellbeing discussions and a route to documenting workplace adjustments on the Workplace Adjustments Passport
discuss workload, role pressures and fluctuations in workload, using the IWAP and Wellbeing Wheel to enable constructive wellbeing conversations
signpost available sources of support offered by the University, including Health Assured, Menopause Hub, Menopause Champion Network and the Internal Coaching Network
where appropriate, inform staff of additional sources of support such as Wellbeing Champions or their HR Advisor/HR Business Partner, particularly if the staff member discloses they would feel more comfortable talking to someone else

Making adjustments

Supporting a staff member experiencing menopausal symptoms is an important part of helping them feel valued, respected and able to perform at their best. Symptoms can vary widely from person to person and may fluctuate over time. Working collaboratively with your staff member to agree adjustments and approaching conversations with empathy and flexibility is key.

To help guide your discussions and identify the support the staff member may need, you should use the Workplace Adjustments Passport to understand the support the staff member may require. The passport should be treated as a dynamic document, recognising that symptoms and needs may change over time. By reviewing and updating it together at appropriate intervals, you can ensure that the adjustments in place remain relevant, respectful, and genuinely supportive of the individual’s wellbeing.

Possible reasonable adjustments may include:

flexible start and finish times, such as if the staff member is suffering from sleep disturbance or night sweats - the ability to take regular breaks as needed
flexibility to attend medical appointments – the staff member might have GP consultations, HRT reviews or specialist appointments they need to attend
adjustments to duties or workload on a temporary or ongoing basis
where appropriate and possible, enabling greater control over the working environment, such as temperature, ventilation, seating

Managing absence compassionately

Supporting staff with menopause related absence requires a compassionate and non judgemental approach. Menopause symptoms can include insomnia, changes in mood, hot flushes and a range of related conditions, all of which could make attending work difficult. You should take a flexible approach when managing any resulting absence, familiarising yourself with the Managing Sickness Absence Policy and types of staff leave options. Being able to explain these policies clearly to staff members can help them feel informed and supported.

Managers should handle all conversations about menopause related absence with empathy and reassurance. Avoid asking for intrusive medical details and let the staff member share only what they feel comfortable disclosing.

Once the staff member has returned to work, you should hold an informal, supportive return-to-work conversation.

Start the conversation by asking open questions such as “How are you feeling?” or “Is there anything that would help you settle back into work?”. These questions create space for the staff member to share if their symptoms are ongoing or if their absence was part of a broader pattern they may need help managing
Consider using the Workplace Adjustments Passport to explore possible adjustments and make working more accessible when symptoms occur
If the staff member expresses wider concerns or indicates that symptoms are becoming harder to manage, offer signposting to Health Assured and other wellbeing resources. You might also consider whether an Occupational Health referral might be useful – your HR Advisor can provide more information on this

If you have concerns about the level of absence, or if you are unsure how best to support the employee, please reach out to your HR Advisor or HR Business Partner for guidance.

Legal considerations

Although menopause is not classed as a protected characteristic under the Equality Act 2010, it is important to recognise that staff members experiencing menopausal symptoms may still be protected under the law.

If someone is placed at a disadvantage or treated less favourably because of their symptoms, and this relates to a protected characteristic such as age, disability, gender reassignment or sex, this could amount to discrimination. As a manager, adopting a sensitive, fair and understanding approach helps ensure that staff feel safe, respected and fully supported. This includes implementing reasonable adjustments where practicable.

Signposting to further support

Managers should gently encourage staff members to make use of the support services available to them. It can be helpful to regularly remind them of the different types of support on offer and provide clear information about how to access these resources whenever needed.

Health Assured provides access to experienced therapists and advisors 24 hours a day, free of charge. In addition to counselling support, Health Assured also offers CBT programmes and a wellbeing app called Wisdom which includes a variety of resources such as guided meditations, wellbeing articles and podcasts. They offer tailored advice and resources specifically for those experiencing menopause and pre-menopause.

There is also a range of support available at the University. This includes:

A useful e-learning module, Brilliant Basics, provides staff with information on the various wellbeing resources on offer.

There are also some external sources of help and support which you might signpost your staff member to:

Menopause matters - providing information about the menopause, menopausal symptoms and treatment options
British Menopause Society – a specialist authority for menopause and post reproductive health in the UK
Henpicked – a UK-based organisation focusing on women’s health and wellbeing, particularly menopause and menstrual health

Workplace adjustments (Workplace Adjustments Passport)

The University has developed a Workplace Adjustments Passport to help you, alongside your staff member, identify, review and monitor possible adjustments or preferred working styles. It is designed to be used alongside the Individual Wellbeing Action Plan.

When the right support is in place, it can help minimise sickness absence, reduce dips in productivity and lower staff turnover. It also plays a key role in promoting wellbeing, strengthening engagement and building loyalty. Examples of some general adjustments your staff member might benefit from include:

flexible working hours or shift changes. For example, later start times or flexible breaks might be helpful if they are experiencing symptoms such as sleep disturbance or hot flushes
flexibility to work remotely, where possible
flexibility to attend medical appointments
providing access to a rest room or area to sit during work breaks

However, remember that adjustments should be tailored to the own needs of the individual. Allow the staff member to lead conversations on what support they feel they will benefit from the most.

Individual Wellbeing Action Plans

An Individual Wellbeing Action Plan (IWAP) is a simple, proactive tool designed to support meaningful conversations about an employee’s wellbeing.

For staff, the IWAP provides a structured way to reflect on:

how they work most effectively
what challenges they may face
what practical steps can help maintain their wellbeing

For managers, the IWAP offers valuable insight into:

the support an individual may need
the early signs that they might be struggling
the reasonable adjustments that could help them stay well at work

An IWAP should be treated as a living document. Managers and staff are encouraged to review it together at regular intervals or sooner if circumstances, health or working arrangements change.

Further training and development

The University offers a variety of wellbeing‑centred training modules and development opportunities designed to help you create a compassionate, healthy, and supportive environment for your staff

Enquiries

If you have any questions, please contact your HR Advisor

Supporting a staff member experiencing menopause symptoms

This guidance is intended to foster a supportive and enabling environment for staff who are experiencing menopause symptoms.