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.

Pregnancy loss can bring profound emotional distress as well as physical impacts. Responding with compassion and understanding can help create a safe environment where employees feel able to speak openly and access support.

This guidance has been developed to:

raise awareness and understanding of pregnancy loss
equip managers with the knowledge, confidence and practical tools to provide appropriate, sensitive and timely support
highlight the importance of enabling a supportive return to work once ready to return, utilising resources such as 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

Pregnancy loss includes miscarriage, ectopic pregnancy, molar pregnancy, stillbirth, and termination of pregnancy. It is sadly a common experience, with approximately one in four pregnancies ending in loss. For many, it brings grief, shock, and a range of physical and emotional challenges. Despite this, pregnancy loss remains a topic people struggle to talk about, leaving staff feeling unable to share what they are going through or to seek the support they may need during an emotionally difficult time.

One in five people who experience pregnancy or baby loss conceal the reason for their absence from their employer. Because of this, those going through pregnancy loss may find themselves coping in silence. As a line manager, it is important to respond with empathy and sensitivity when a staff member experiences pregnancy loss.

A supportive organisational culture can make a meaningful difference by enabling staff to speak openly, seek help early and access adjustments that allow them to remain engaged and productive. By increasing awareness and reducing stigma, managers can help ensure that staff feel safe to seek support at an early stage, remain engaged in their work and maintain their wellbeing.

To promote an inclusive and supportive working environment for those experiencing pregnancy loss, 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

If a member of your team informs you that they are experiencing pregnancy loss, it is important to respond with empathy and sensitivity. As a line manager, you play a pivotal role in offering support to help your staff member navigate what is already a very difficult and emotional time.

During the conversation, you should:

allow the staff member to lead the conversation with you
ask them “How can I support you?”
agree how information will be shared, including who (if anyone) will be informed. Note that communication with the wider team should be handled sensitively and in line with the staff member’s wishes
signpost to additional support from Health Assured
ask whether any temporary workplace adjustments would support a return to work. You may use the Workplace Adjustments Passport to structure these conversations
explore the use of an Individual Wellbeing Action Plan to support their wellbeing
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

Allowing your staff member to lead the discussion is important. Some people may need time before they feel comfortable talking about their pregnancy loss. The key is to offer support while allowing them to set the pace. Asking open ended questions, such as “How are you doing?”, can give them space to talk if they wish, without feeling any pressure to share more than they are comfortable with.

Time off for staff members following pregnancy loss

Many people experiencing pregnancy loss will need time off to recover physically and emotionally. The amount of time needed can vary greatly – some may need a longer period of absence, while others may feel ready to return sooner. It is also important to recognise that someone who initially returns to work might later realise they need further time off.

The University offers up to five days paid leave for people (and partners) that experience pregnancy loss before 24 weeks, with additional time supported through annual leave, unpaid leave or flexible working where required. If a pregnant staff member sadly experiences the loss of a baby after 24 weeks of pregnancy, they are entitled to take maternity leave and receive maternity pay.

Managers should ensure staff are aware of the Managing Sickness: Supporting staff and available staff leave options, applying flexibility with sensitivity and discretion.

At the start of the absence, you should agree with your staff member a preferred method of communication during their absence and how often you will check in with them. These check ins should focus on offering support, understanding their needs and signposting them to supportive resources or organisations, rather than discussing work.

Supporting a return to work

Returning to work after experiencing a pregnancy loss can feel overwhelming. Some people may feel nervous about how colleagues will react, while others might struggle with the shift back into daily routines at a time when they are still processing the loss. Your approach can significantly influence how supported and safe the staff member feels during this transition.

When they are ready to discuss returning to work, arrange a confidential, supportive conversation to understand their needs and explore any concerns they may have. Using the Workplace Adjustments Passport to structure the conversation, discuss whether any temporary adjustments would support their return. Adjustments may include:

agreeing a phased return (such as a temporary reduction in hours or workload)
flexible hours
regular breaks

You should also agree regular check ins with them, creating a safe space to discuss how they are coping and whether any additional support or adjustments would be helpful.

Consider revisiting the use of the Individual Wellbeing Action Plan. Alongside the Workplace Adjustments Passport, the IWAP can help you both identify practical adjustments, while also providing a gentle framework for exploring wider wellbeing support.

Again, it is important to clarify what information the staff member would like colleagues to know, if any, and who they would prefer to share this information with. Some people want others to be aware of their situation, while others prefer privacy. Respect their wishes and ensure that confidentiality is always maintained.

Legal considerations

Under the Equality Act 2010, pregnancy, including pregnancy loss, is recognised as a protected characteristic. If an individual is placed at a disadvantage or treated less favourably because of their pregnancy or pregnancy loss, this may constitute 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 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.

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 grief and bereavement.

There is also a range of support available through the Wellbeing Hub. In particular, the Loss and Grief Network offers thoughtful resources and connections to external organisations, including the charity Mind, which many people find helpful.

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

Sands – a charity offering a helpline (0808 164 3332), bereavement support and online community for anyone affected by pregnancy loss
Miscarriage Association – a charity providing a helpline (0303 003 6464), live chat and support groups for miscarriage, ectopic, and molar pregnancies
Tommy’s – a midwife-led support and information charity supporting those impacted by loss during pregnancy or birth

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 pregnancy loss

This guidance has been developed to support managers who have a staff member who is dealing with pregnancy loss.