Checklist

Maternity: manager’s checklist

Updated on 24 June 2020

Provides a checklist for Managers to support a staff member expecting a baby

On this page

For University of Dundee Maternity Guidance see the Maternity Agreement Policy

On notification of pregnancy

  • Check the member of staff has notified the People Support team and that they have received their Maternity Leave Information Pack
  • Update risk assessment to include Health and Safety Risk Assessment for Pregnant People and Birth Parents (policy 38-2008)

During the pregnancy

  • Allow time off for ante-natal appointments 
  • Ensure staff member takes lunch breaks and sufficient rest breaks
  • Ensure the staff member submits their MATB1 form at least 15 weeks before the baby is due
  • Discuss maternity leave and return dates
  • Discuss Shared Parental Leave if this is being considered 
  • Undertake the staff member’s OSaR as normal at the appropriate point in the OSaR year cycle (unless this falls during the maternity period)

Planning for maternity leave

For academic/research staff

  • Where the staff member is externally funded, check the terms and conditions of the funder
  • Discuss how day-to-day supervision of PhD students will be managed
  • Discuss who will assume interim responsibility for supervising technicians or researchers on externally funded projects
  • Inform the grant funding body of interim arrangements
  • If member of staff is still on probation confirm that probationary period can be extended by one year to ensure they are not disadvantaged by being on maternity leave.

During the maternity leave

  • Finalise arrangements for any agreed KIT days and arrange payment for these as they occur
  • Keep in contact with staff member during the leave as agreed
  • Notify staff member of the annual promotion round (if these fall during the maternity leave period)
  • Communicate that any request to work flexibly should be submitted in good time so it can be carefully considered. Advise that any request for Shared Parental Leave needs to be notified at least 8 weeks in advance
  • Agree how any accrued annual leave will be taken

On return from maternity leave

  • Arrange re-orientation back into workplace which may include: introductions to new members of staff, information on new-revised policies or changes that have occurred during the leave period
  • Consider workload issues during settling in period and beyond
  • Discuss and agree workload allocation and any changes in emphasis to the role
  • Follow up on any agreed change in hours/inform the People Support team/Payroll
  • Update the Health and Safety Risk Assessment and make any necessary arrangements in relation to breastfeeding/expressing
  • Consider development activities and support to minimise disruption to career as a result of the break

For academic/research staff

  • Consider the workload model and agree the balance of research, admin, teaching and, where appropriate clinical duties and priorities
  • Provide relevant encouragement and support in relation to the academic promotions round
Enquiries

People Support team

peoplesupport@dundee.ac.uk
From People
Corporate information category Work/life balance