Introduction

It can be difficult to disclose reproductive health related symptoms, conditions or treatment needs 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). The University of Bath is committed to creating an environment that is open, informed and supportive for all staff affected. The University aims to lead the sector in setting a higher standard of openness, awareness and support, ensuring that reproductive health is treated with the seriousness and compassion it deserves.

To achieve this, it is essential that all managers are fully familiar with this policy and equipped to offer consistent, equitable and proactive support. By embedding best practice across our community, we aspire not only to meet our responsibilities as an employer but to model sector leading practice that enables every member of staff to thrive and perform at their best.

Many individuals will experience reproductive health related events, conditions or treatments during their working lives. These can include:

• fertility challenges and fertility treatment
• pregnancy loss (including miscarriage)
• menopause and perimenopause
• menstrual health conditions

These experiences may have physical, emotional and psychological impacts. This policy sets out the University’s commitment to providing supportive, inclusive and flexible working practices that enable staff to remain well, progress and thrive at work.

Definitions

Fertility treatment

Includes any treatment undertaken for fertility such as In vitro fertilization (IVF) and Donor Insemination (DI)

Pregnancy loss

Includes miscarriage, ectopic pregnancy, molar pregnancy, stillbirth, and termination of pregnancy.

Menopause

Clinically defined as 12 consecutive months without a menstrual period. Periods stop due to lower hormone levels. It affects anyone that has periods and typically occurs between the ages of 45 and 55, although it can be outside of this age range for a variety of reasons such as differences associated with ethnic background, or because of surgical procedures or treatment such as chemotherapy. Sometimes the reason is unknown.

Perimenopause

The transitional phase before menopause when hormones fluctuate and symptoms appear.

Menstruation

A period is a part of the menstrual cycle typically happening approximately every 28 days. It is common for frequency to range from 21 to every 35 days. A period typically lasts between two and seven days.

Scope and purpose

The University of Bath recognises that reproductive health is a fundamental aspect of health, equity and workplace inclusion. Reproductive health issues are common, can affect people across all genders and life stages and have a significant impact on staff wellbeing, attendance, progression and performance. A lack of awareness on reproductive health matters can leave staff feeling isolated, hesitant to seek support or take career opportunities, unsure about requesting adjustments and at greater risk of leaving the workforce.

This policy applies equally to all University of Bath employees, including academic, research, professional services, technical and operational staff, regardless of contract type or working pattern.

This policy should be read in conjunction with the University’s broader family friendly and wellbeing policies, including flexible working, managing sickness absence, family leave provisions and other measures intended to enable staff to balance personal, health and caring responsibilities with work.

Principles

The University is committed to:

• creating an inclusive, stigma free environment where staff feel able to discuss reproductive health concerns in confidence
• providing equitable support recognising that experiences vary widely between individuals
• respecting privacy and ensuring that sensitive information is handled appropriately
• applying consistent, fair and transparent processes to discuss and implement workplace support
• supporting managers to respond with empathy and to make timely, appropriate adjustments

Roles and responsibilities

Employees are encouraged to:

• share relevant information about reproductive health needs where they feel comfortable
• have periodic wellbeing conversations with their line manager (or another manager) using the Individual Wellbeing Action Plan as a framework to help facilitate a supportive discussion
• discuss with their manager any workplace adjustments that would support their wellbeing, documenting these using the Workplace Adjustments Passport
• make use of Health Assured and other support services and networks, such as the Wellbeing Hub for Staff

Disclosure is voluntary. Employees may declare that conversations and adjustments remain confidential.

Managers are expected to:

• respond with empathy, discretion and without judgement
• maintain confidentiality and agree how information will be shared
• focus on the employee’s current needs, avoiding assumptions about future plans (e.g., parental leave)
• hold supportive conversations using open questions such as “How can I support you?”
• consider workplace adjustments, flexible working options and sources of support
• seek HR advice where needed

There are guidance documents which managers should refer to when supporting a staff member with a reproductive health condition or concern.

HR will:

• provide guidance, training and resources for managers. The University has introduced Brilliant Basics training for managers to guide managers through holding supportive wellbeing conversations and completing wellbeing action plans
• support managers in implementing workplace adjustments
• ensure this policy remains aligned with legislative requirements

Fertility and fertility treatment

Infertility affects approximately 17.5% of adults and treatment can be physically and emotionally demanding. Appointments may occur with limited notice and staff may require time off for procedures or recovery. 61% of employees do not feel comfortable discussing fertility treatment with their employer. 69.5% take sickness absence to conceal treatment and one in three consider leaving their role due to lack of support; 18% do leave. Sources: Fertility Matters at Work HFEA

Leave and flexibility

Managers should be aware that treatment appointments are often arranged at short notice and can be unpredictable. Employees should inform their line manager as soon as reasonably possible when appointments are arranged or changed. The University will endeavour to offer as much flexibility as practicably possible for employees to attend these appointments.

Entitlement

• up to five days' paid leave per annum (pro-rated for part time staff) for fertility treatment
• up to two days' paid leave per 12 months for a staff member whose partner is having fertility treatment
• additional time may be taken as annual leave, unpaid leave, or through flexible working arrangements

Managers should also consider:

• some medication requires refrigeration or timed injections; access to a private space may be appropriate or flexibility to work from home if appropriate
• mental health impacts are common, with high levels of anxiety and depression commonly reported
• treatment is frequently self-funded
• a degree of absence is likely; managers should share the Managing Sickness Absence Policy and types of staff leave options and discuss how these absences will be managed
• fertility challenges affect people of all genders, sexual orientations and family structures, including LGBTQ+ staff and those solo parenting. The type of support needed may differ depending on an individual’s circumstances.

Offering support

When supporting a staff member receiving fertility treatment, the line manager should:

• enable the individual to discuss their needs in a private and supportive space
• explore flexible working, temporary adjustments or paid/unpaid leave in accordance with the University’s flexible working policy
• share information about available support, including the Individual Wellbeing Action Plan and Health Assured
• agree how communication will occur during treatment cycles

Read the supporting guidance for managers

Pregnancy loss (including miscarriage)

Pregnancy loss includes miscarriage, ectopic pregnancy, molar pregnancy, stillbirth, and termination of pregnancy. Those affected may experience grief, trauma, fatigue or ongoing health impacts. Over half of individuals affected report a deterioration in mental health, with 53% experiencing reduced motivation and concentration at work. Nearly one in three consider leaving their role due to the perceived lack of support.

Leave and flexibility

The University provides paid and unpaid leave related to pregnancy loss, as detailed below.

• 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

Managers must ensure employees are aware of available leave options and apply flexibility with sensitivity and discretion.

Offering support

When supporting a staff member with pregnancy loss, the line manager should:

• ask what support is needed and review this over time
• discuss return to work preferences, including phased return if required
• agree how information will be shared with colleagues, if at all. Communication with the wider team should be handled sensitively and in line with the individual’s wishes
• consider reasonable adjustments and sources of support, signposting the staff member to the University’s Wellbeing Hub and Health Assured

Read the supporting guidance for managers

Menopause and perimenopause

Around 25% of the Higher Education workforce are women aged 46 to 55, the age range during which most people experience perimenopause and menopause. Menopause often occurs at a critical career stage, when people are progressing into senior, specialist or leadership roles. 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 one in 10 people who menstruate leave work due to unmanaged menopausal symptoms, representing a significant and avoidable retention challenge.

Menopause symptoms vary extensively and can affect concentration, sleep, mood and comfort at work.

Leave and flexibility

• treatment of menopause-related sickness absence as a fluctuating condition and treated accordingly with regards absence triggers

Offering support

When offering support, line managers should:

• respond to disclosure with empathy and discretion, recognising perimenopause and menopause as a legitimate health and wellbeing matter and support in the way that you would any ongoing health condition
• manage menopause-related absence sensitively in line with the Managing Sickness Absence Policy
• 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
• discuss workload, role pressures and fluctuations in workload, using the IWAP and Wellbeing Wheel to enable constructive wellbeing conversations
• explore workplace adjustments such as flexible hours or break times, adjusted duties or workload, access to a private space to rest and control over temperature/ventilation
• signpost available sources of support, including Health Assured, Menopause support group and the Internal Coaching Network
• where appropriate, inform staff of additional sources of support such as department and faculty Wellbeing Champions or HR colleagues, particularly if the employee doesn’t feel comfortable talking directly to you

Legal context

While menopause is not a specific protected characteristic under the Equality Act 2010, discrimination may occur if symptoms relate to age, sex, disability or gender reassignment.

Managers should therefore make sure they know how the menopause relates to the law, including the:

• Equality Act 2010
• Health and Safety at Work Act 1974, which says an employer must, where reasonably practical, ensure everyone's health, safety and welfare at work

Read the supporting guidance for managers.

Menstruation

Menstrual symptoms and related pain can vary significantly in type, duration and severity, ranging from discomfort to severe cramping or acute pain. Managers should not assess the impact based on assumptions of others' lived experience. 70 to 90% of those that menstruate experience symptoms with 30 to 40% being of a severity that impacts daily life. (Source: Henpicked.)

Employee experience of 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 the individual's needs and circumstances.

Due to stigma, some employees experiencing painful or disruptive menstrual symptoms may feel unable to request support and may suffer in silence.

Offering support

Support for menstrual health can involve a combination of environmental and physical workplace adjustments. Managers and Supervisors should work in partnership with employees, identifying appropriate support or adjustments in a timely manner.

Managers should consider exploring:

• flexibility in working pattern
• temporary adjustments to duties
• remote working where suitable
• regular review of adjustments

Confidentiality and record keeping

All discussions will be treated sensitively and confidentially. Personal information will be stored securely in line with data protection legislation. Managers and employees should agree what information is shared and with whom.

How the University supports this policy

The University has developed guidance for managers, providing a concise overview of what to consider when supporting individuals to manage their reproductive health. Your HR Advisor will also be happy to meet to sensitively discuss any questions or concerns.

Read the supporting guidance for managers.

Further support and resources

• Wellbeing Hub for Managers
• Wellbeing Hub for Staff
• Brilliant basics e-learning for Managers
• Brilliant basics e-learning for Staff
• Health Assured
• Menopause Hub
• Loss and Grief Network
• No Kidding support group
• Workplace Wellbeing Wheel
• Workplace Adjustments Passport
• Individual Wellbeing Action Plan (IWAP)
• Flexible Working Policy
• Managing Sickness: Supporting staff policy and procedure
• Types of Staff Leave