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Supporting a staff member experiencing menstrual symptoms

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

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.

Menstrual symptoms can affect an individual’s wellbeing and, without appropriate support in the workplace, their ability to perform at work. For example, four out of 10 people have premenstrual syndrome (PMS) that is severe enough to affect their quality of daily life. Premenstrual syndrome (PMS) is when someone regularly experiences a range of symptoms in the days before their periods.

This guidance has therefore been developed to:

Background

Menstrual symptoms and related pain can vary significantly in type, duration and severity, ranging from discomfort to severe cramping or acute pain.

The way staff members experience menstrual health may be shaped by a range of intersecting factors, including ethnicity, age, gender identity, disability, neurodivergence, sexual orientation and job role. Managers must ensure their response is based on their staff member’s own needs and circumstances.

Due to stigma, some staff members experiencing painful or disruptive menstrual symptoms may feel unable to request support and may suffer in silence. A CIPD survey found 15% of respondents have a menstrual health condition like endometriosis. Nearly 50% of those surveyed reported that when they needed time off work due to menstrual symptoms, they chose not to tell their manager the real reason. Feelings of embarrassment and worries that their symptoms would be dismissed or minimised were key barriers preventing them from being open about their absence. Fostering an open, inclusive and supportive working environment is therefore pivotal.

As a line manager, you are responsible for:

  • holding supportive conversations
  • managing absence compassionately and sensitively
  • providing access to reasonable adjustments, such as amending working hours or the job role, as appropriate
  • signposting the staff member to further support and guidance if they would like this

It can also be useful to learn more information about menstruation before talking to affected staff members. It may help you understand what some people are experiencing if you know:

  • how hormones impact and control the menstrual cycle
  • the range of symptoms linked to menstruation
  • the impact these symptoms can have on individuals

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.

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 how menstrual symptoms may be affecting their wellbeing or ability to work.

If a staff member raises they are experiencing challenging menstrual symptoms, 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, where appropriate as a structured basis for wellbeing discussions and a route to documenting workplace adjustments on the Workplace Adjustments Passport
  • signpost them to additional support offered by Health Assured alongside other support organisations and networks as appropriate
  • 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 menstrual symptoms is an important part of helping them feel valued, respected and able to perform at their best. Menstrual symptoms can vary significantly between individuals and may fluctuate from month to month. Approaching conversations with empathy and flexibility will help ensure that the support you provide is meaningful and effective.

The Workplace Adjustments Passport should be used to guide discussions and capture any agreed adjustments. Treat it as a dynamic document: menstrual symptoms can change over time, so reviewing and updating the passport together at appropriate intervals will help ensure the support in place remains relevant and tailored to the staff member’s needs.

Possible reasonable adjustments may include:

  • flexible start and finish times, such as during days where symptoms are severe
  • working from home when symptoms like pain, fatigue or heavy bleeding make commuting and attending campus difficult
  • the ability to take regular breaks as needed

Managing absence compassionately

Supporting staff with menstrual related absence requires a compassionate and non judgemental approach. Menstrual symptoms can include pain, fatigue, nausea, heavy bleeding 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 menstrual 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

If someone is placed at a disadvantage or treated less favourably because of their menstruation symptoms, and this relates to a protected characteristic such as age, disability, gender reassignment or sex, this could amount to discrimination under the Equality Act 2010. 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.

The University also has a wide range of resources via the Wellbeing Hub and networks available to all staff. 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:

  • The Menstrual Health Project – a charity offering support to anyone living with a menstrual health condition
  • Wellbeing of Women – a charity leading campaigns on gynaecological and reproductive health, including menstruation
  • Endometriosis UK – a charity offering support and information for those living with endometriosis

Workplace Adjustment 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.

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