Menopause policy

Policy objectives

• To ensure everyone understands what menopause is, can confidently have good conversations, and are clear on the University’s policy and practices, supported by the Directorate of People.
• To educate and inform managers about the potential symptoms of menopause, and how they can support staff at work.
• To ensure that staff suffering with menopause symptoms feel confident to discuss it, and ask for support and any reasonable adjustments so they can continue to be successful in their roles.
• To reduce absenteeism due to menopausal symptoms.
• To assure staff that we are a responsible employer, committed to supporting their needs during menopause.

Policy statement

Menopause is a natural part of life, and it isn’t always an easy transition. With the right support, it can be much better. Whilst not everyone suffers with symptoms, supporting those who do will improve their experience at work.  Experiences and perceptions of the menopause may differ from person to person.

Menopause should not be taboo or ‘hidden’. We want everyone to understand what menopause is, and to be able to talk about it openly, without embarrassment.

The changing age of the UK’s workforce means that there are many menopausal staff in the workplace. Research shows that staff may be unwilling to discuss menopause-related health problems with their line manager, nor ask for the support or adjustments that they may need.

For staff experiencing symptoms it can be a difficult and stressful time as well as a very sensitive and personal matter.  For the employer it is an employee health and wellbeing concern.  This policy sets out the guidelines for employees and managers on providing the right support to manage menopausal symptoms at work.

Definitions

• Menopause is defined as a biological stage in a person's life that occurs when they stops menstruating, and reached the end of their natural reproductive life. Usually, it is defined as having occurred when a person has not had a period for twelve consecutive months (for people reaching menopause naturally). The average age for a person to reach menopause is 51 however, it can be earlier or later than this due to surgery, illness or other reasons.
• Perimenopause is the time leading up to menopause when a person may experience changes, such as irregular periods or other menopausal symptoms. This can be years before menopause.
• Postmenopause is the time after menopause has occurred, starting when a person has not had a period for twelve consecutive months.

Symptoms of menopause

• It is important to note that not everyone will notice every symptom, or even need help or support. However, many do experience some symptoms, including some which may be classed as severe.
• Symptoms can manifest both physically and psychologically including  hot flushes, poor concentration, headaches, panic attacks, heavy/light periods, anxiety, loss of confidence, difficulty sleeping and night sweats, feeling tired and lacking energy, mood swings, taking longer to recover from illness, aches and pains including muscle and joint stiffness, urinary problems, noticeable heartbeats, skin irritation, dry eyes and putting on weight.

Why employees may not reveal their menopause symptoms

• Employees may not initially wish to disclose their menopausal symptoms at work.  In addition, those who take time off work because of the menopause may not tell their employer the real reason for their absence.  This can be because they feel their symptoms are a private and personal matter, it might be embarrassing for them and the person they would be confiding in, they do not know their line manager well enough or they are wary because their line manager may not understand  or experience menopause, or is younger or unsympathetic.
• Other worries are that their symptoms will not be taken seriously, if they do talk that their symptoms will become widely known at work, they will be thought less capable, their job security and/or chances of career development oppertunites will be harmed.

Roles and responsibilities

Employees

• All staff are responsible for:
• Taking personal responsibility to look after their health;
• Being open and honest in conversations with managers/People Support team and Occupational Health;
• If a member of staff is unable to speak to their line manager, or if their line manager is not supporting them, they can speak to the People Support team, a Union representative or a Health and Wellbeing representative
• Contributing to a respectful and productive working environment;
• Being willing to help and support their colleagues;
• When an individual has wished to share this information with their colleague/s, respecting confidentiality and being supportive of any adjustments their colleague is receiving as a result of their menopausal symptoms.

Line Managers

All line managers should:

• Familiarise themselves with the Menopause Policy and understand the support that they can provide to their staff;
• Be ready and willing to have open discussions about menopause, appreciating the personal nature of the conversation, and treating the discussion sensitively and professionally;
• Agree with the individual how best they can be supported, and any adjustments required;
• Record adjustments agreed, and actions to be implemented;
• Ensure ongoing dialogue and review dates;
• Ensure that all agreed adjustments are adhered to.

Where adjustments are unsuccessful, or if symptoms are proving more problematic, the Line Manager may:

• Discuss a referral to Occupational Health for further advice;
• Refer the employee to Occupational Health;
• Review Occupational Health advice and implement any recommendations, where reasonably practical;
• Discuss further with the People Support team and the employee.

Occupational Health

The role of Occupational Health is to:

• Carry out a holistic assessment of individuals as to whether or not menopause may be contributing to symptoms/wellbeing, providing advice and guidance in line with up-to-date research;
• Signpost to appropriate sources of help and advice;
• Provide support and advice to the People Support team and Line Managers in determining and agreeing adjustments, if required;
• Monitor referrals due to menopause symptoms and provide additional signposting, where required.

People Support team

The People Support team will:

• Offer guidance to managers on the interpretation of this Policy;
• Offer support to employees affected by menopause symptoms.

Symptoms support in the workplace

The following symptoms support while at work can be considered:

Hot  flushes

• Request temperature control for their work area, such as a fan on their desk (where possible a USB connected desk fan to ensure it is environmentally friendly) or moving near a window, or away from a heat source
• Easy access to drinking water
• Able to adapt clothing if required, such as by removing a jacket
• If available, have access to a rest room for breaks if their work involves long periods of standing or sitting, or a quiet area if they need to manage a severe hot flush

Heavy/light periods

• Have permanent access to washroom facilities
• Be able to request extra uniform, if required to wear a uniform for work
• Where possible, have sanitary  products available in washrooms  in order to obtain personal protection
• Ensure storage space is available for a change of clothing

Headaches

• Easy access to drinking water
• Offer a quiet space to work
• Where appropriate, offer noise-reducing headphones to wear in open offices
• Have time out to take medication if needed

Difficulty sleeping

• Ask to be considered for flexible working or come in late and make time up later, particularly if suffering from a lack of sleep

Low mood

• Agree time out from others, when required
• Identify a ‘buddy’ for the colleague to talk to – outside of the work area
• Identify a ‘time out space’ to be able to go to ‘clear their head’

Loss of confidence

• Ensure there are regular catch up meetings
• Have regular protected time with their manager to discuss any issues
• Have agreed protected time to catch up with work

Poor concentration

• Discuss if there are times of the day when concentration is better or worse and adjust working pattern/practice accordingly
• Review task allocation and workload
• Provide books for lists, action boards, or other memory-assisting equipment
• Offer quiet space to work
• Where appropriate, offer noise-reducing headphones to wear in open offices
• Reduce interruptions
• Have agreements in place in an open office that an individual is having ‘protected time’, so that they are not disturbed
• Have agreed protected time to catch up with work

Anxiety

• Identify a ‘buddy’ for the colleague to talk to – outside of work area
• Be able to have time away from their work to undertake relaxation techniques
• Undertake mindfulness activities such as breathing exercises, or going for a walk

Panic attacks

• Agree time out from others, when required
• Identify a ‘buddy’ for the colleague to talk to outside of the work area
• Be able to have time away from their work to undertake relaxation techniques
• Undertake mindfulness activities such as breathing exercises, or going for a walk

In accordance with medical guidance, women should be advised to seek medical advice from their GP in the first instance where symptoms are prolonged, severe or causing particular distress.