Period policy for staff

Policy objectives

• To ensure that both managers and staff have an awareness of periods and an understanding that not everyone experiences these in the same way.
• To educate and inform managers about potential symptoms, and how they can support staff at work.
• To develop a culture where staff experiencing adverse menstrual symptoms feel confident discussing it and empowered to request support and any accommodations that would support them in their roles.
• To reduce absenteeism due to menstruation.
• To assure staff that we are a caring employer, committed to supporting their needs and wellbeing. 

Policy statement

Periods can have a negative impact on the working life of a member of staff. While not everyone will experience adverse symptoms, it is hoped that by supporting those who do, we can improve their wellbeing and minimise any impact on their work. By ensuring we have an inclusive working environment, we can encourage staff to come forward for support. This topic should not be ‘taboo’ and can be discussed openly and without embarrassment. No assumptions should be made that these issues only affect women, as staff who identify as non-binary, transgender or intersex may also experience symptoms. 

Definitions

A period is the part of the menstrual cycle where bleeding occurs, and usually happens on a monthly basis from puberty until the menopause. This can last anytime between 3 and 8 days. 

Changes in body hormone levels before a monthly period can cause physical and emotional changes. For more information on period-related symptoms and health issues, please see Appendix 1.

Roles and responsibilities

Staff

We ask staff to:

• Take personal responsibility for their own health and wellbeing and raise any concerns they have with their manager.
• Seek advice from their GP should symptoms begin to affect their ability to carry out daily activities, which may in turn affect their ability to fulfil the full remit of their role.
• Be honest in conversations with managers, People Partners, and Occupational Health (where required).
• Contribute to a respectful and productive working environment.
• Engage with university support mechanisms, e.g. Menstruation Cafe, if they wish, thus helping their colleagues facing these issues.
• Understand and support any accommodations their colleagues are receiving as a result of their menstrual symptoms.

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 their People Partner or a Union representative. 

Line managers

All line managers should: 

• Familiarise themselves with the Period Policy and understand the types of support they can provide to their staff.
• Create a culture where team members can approach them with issues relating to their wellbeing.
• Be open to discussing a staff member’s concerns about menstrual symptoms or disorders, appreciating the personal nature of the conversation, and treating the discussion sensitively, professionally and confidentially. 

Occupational Health

The role of Occupational Health is to: 

• Carry out a holistic assessment of individuals as to whether periods may be contributing to symptoms/wellbeing, providing advice and guidance.
• Signpost to appropriate sources of help and advice.
• Provide support and advice to the People Partners and Line Managers in determining and agreeing adjustments, if required. 

People Directorate

Members of the People Directorate, whether People Partnering or People Support will:

• Provide guidance to managers on interpretation of this policy.
• Signpost support to staff affected by adverse menstrual symptoms. 

Supporting sensitive conversations

We recognise that staff may find it difficult to discuss menstrual health issues with their manager, particularly in terms of how it is impacting their work and daily lives. 

Tips on how to raise menstrual health issues

• Keep a symptoms diary noting how symptoms are affecting you.
• Consider what reasonable adjustments may help, bearing in mind the operational requirements of your role.
• Talk to your manager about your current situation – what’s happening, how is it affecting you and how is it affecting your daily work.
• Consider how your circumstances could be improved and offer a reasonable solution. For example, a hybrid worker could rearrange their on-campus days around their period if duties allow. 

Symptoms of support in the workplace

The following symptoms support while at work can be considered: 

Heavy periods

• Ensure regular breaks can be taken.
• Able to adapt clothing if required, i.e. change to dark clothing.
• Having easy access to washroom facilities where sanitary products are available.
• Ensure storage space is available for a change of clothing.

Pain related symptoms

• Allowing staff access to kettles for hot water bottles, or microwaves for heat pads.
• Empowering staff to seek advice from their GP and/or Occupational Health.
• Ensure office furniture is comfortable.

Difficulty sleeping/fatigue 

• Flexible working arrangements, to allow staff to come in later and make the time up at a later point, where there is a lack of sleep. 

Infertility

• Careful and considerate discussion around childlessness in the workplace.
• Enabling staff to take Fertility Treatment leave to support investigations or treatment.

Mental health symptoms

• Ensure breaks are being taken regularly.
• Have regular catch-up meetings.
• Offer quiet spaces to work.
• Reduce interruptions.
• Undertake mindfulness activities such as breathing exercises or going for a walk.

Working flexibly on a temporary basis

For staff who require a permanent change to working arrangements, we have a Flexible Working policy. 

However, we recognise that individuals affected by menstrual symptoms may seek the option to work flexibly on a temporary basis. This could include working from home, adjusting start/finish times or taking more frequent breaks. This is not a definitive list. 

If you feel that you would benefit from a temporary change to your working arrangements on an ad hoc basis because of your symptoms, you should discuss and agree these with your line manager. If you are having difficulties agreeing with your manager, you can contact your Senior People Partner for advice.  

Sickness leave

There is no expectation on you to work if you are unwell because of symptoms related to your menstrual cycle. If you are sick and unable to work, you should follow the Sickness Absence procedure. You do not have to disclose that your absence is related to menstruation if you do not feel comfortable doing so. 

Where you have long term ill health relating to menstruation, please refer to the Long term ill health policy and procedure for guidance.

Occupational Health

In some cases, we may refer you to Occupational Health so that they can advise on how your symptoms are impacted at work and make recommendations on the types of adjustments that may be appropriate. Occupational Health can also signpost staff to external sources of support. 

Resources

Student Funding, Period Power Project

• Free Period Products
• Period Library

Health support

• Occupational Health

Mental health symptoms

• Staff Wellbeing Portal
• Counselling Service
• Talent & Development courses on mindfulness and mindset

Related policies

• Menopause Policy
• Fertility Treatment Leave
• Flexible Working
• Hybrid Working
• Sickness Absence Management
• Long term ill health policy and procedure