HRPOL56 Menopause Policy NEW GROUP WIDE POLICY by Provide Community

Menopause Policy

Version: V1

Ratified by: People and Culture Steering Group

Date ratified: 20/12/2024

Job Title of author: HR Business Partner

Reviewed by Committee or Expert Group Staff Partnership Forum

Equality Impact Assessed by: Director, People Partnering

1. Introduction and Purpose

1.1

Provide Group is committed to fostering an inclusive and supportive working environment for all of our employees and recognises that many of our workforce will experience menopause symptoms and that for some this can have an adverse impact upon their personal and professional working lives.

1.2 Provide Group recognises that those experiencing the menopause and the associated symptoms may need additional support and adjustments and are committed to supporting employees and ensure their workplace does not exacerbate or make their symptoms worse.

1.3 The purpose of this policy is to: -

• raise awareness of the menopause and how it can affect employees

• encourage open conversations between employees and their line managers

• foster an environment in which employees can openly and comfortably engage in conversation about the menopause in a respectful and supportive way

• support employees experiencing the menopause to continue to be effective in their jobs

• provide information to partners and / or family members of those experiencing the menopause

2. Aims

2.1 It is the policy of Provide Group to ensure that any employee affected by the menopause feels supported. Menopause does not just impact women, it can affect non-binary, trans and individuals with Variation of Sex Development (VSD). It is also important to recognise that there are many cultural differences to how menopause is referred to with some cultures not even having a name for menopause.

2.2 Provide Group recognises that not all employees experiencing the menopause will need the support described in this policy and it is therefore not mandatory for employees to discuss their personal experience of menopause. Instead the organisation aims to provide an environment where employees can discuss this.

2.3 All employees should be aware of the menopause and its associate symptoms so that they can support those going through it or otherwise affected by it.

2.4 Provide Group encourages an environment in which colleagues can have open conversations about the menopause should they wish to do so. It is expected that all employees will be supportive of colleagues who may be affected by the menopause and its associated symptoms in the workplace.

2 5 It is really important that anyone affected by the menopause feels confident to talk to their line manager about the impact the menopause is having on them and be able to talk about any support they may need to reduce the difficulties symptoms may be causing them at work. Employees may also want to talk about support without talking about their symptoms in detail.

3. Scope

3.1 This Policy applies to all employees working within the Provide Group and its subsidiaries.

4. Definitions

4.1 Menopause is described as a natural part of ageing that usually occurs between 45 and 55 years of age, as an individual’s oestrogen levels decline. In the UK, the average age for someone to reach the menopause is 51. Individuals are classed as having reached menopause when they have not had a period/bleed for 12 consecutive months plus.

4.2 Perimenopause is a period of time leading up to the menopause and an individual can experience symptoms of menopause typically about four years before their final period. Most individuals start to notice perimenopause symptoms in their 40s, but perimenopause can happen earlier or later, too.

4.3 Around 1 in 100 people can experience the menopause before the age of 40 and this is known as premature menopause or premature ovarian insufficiency. Early menopause may happen for a variety of reasons including where an individual has certain medical conditions and/or health treatments such as hysterectomy or treatment for cancer, other people may naturally go through the menopause early.

4.4 Post-menopause is the time after menopause has occurred, starting when a person has not had a period for 12 consecutive months and for the rest of their life.

Please note that when we refer to the menopause in this policy, we are referring to any of the above stages.

5. Roles and Responsibilities

5.1

Line Managers

It is the line manager’s responsibility to ensure they are familiar with the Menopause Policy and associated guidance and how to apply it. They must: -

• Attend any training sessions made available to gain a better understanding of menopause symptoms and how these may affect an individual

• Ensure all members of their team are aware of this policy and its associated guidance and where to find information and how to seek support

• Listen to the needs of each employee individually and be open and willing to have discussions around the menopause, ensuring any discussions are treated sensitively and confidentially where requested by the employee.

5.2

• Work together with the employee to ensure that the right support is provided that satisfies both the organisation and the employee’s needs

• Consider requests for support and reasonable adjustments sympathetically and not discriminate against employees who are experiencing the menopause

• Ensure ongoing dialogue and review support regularly, considering any necessary changes to an employee’s working environment or patterns that are required from both the organisations/employee’s perspective. Regular check-ins are particularly important when working remotely.

• Recognise that the employee may prefer to talk to someone else in the first instance. This may be their manager’s manager, another manager within their service, Occupational Health, a member of the People Partnering Team a trade union representative

Managers are expected to be prepared to have these conversations with members of staff even where they are not the employee’s line manager. Where the employee wishes, this person can support them in discussing with their line manager the impact the menopause is having and the support that could reduce the difficulties this may cause them at work.

Employees

Employees need to take a personal responsibility to look after their health and be open and honest in conversations with their line manager, Human Resources and/or Occupational Health

All employees should:

• Educate themselves about the menopause and become familiar with this policy and any associated procedures

• Understand what information and resources are available

• Contribute to a respectful and productive working environment

• Be willing to help and support their colleagues

• Be understanding of any necessary adaptions their colleagues may be receiving as a result of their menopausal symptoms

In addition, employees experiencing the menopause are encouraged to:

• Seek advice and guidance from available support provided

• Seek support outside of the organisation i.e. with their GP etc

• Be as open and honest as possible with line managers – reviewing and working through the available options together to ensure appropriate measures which support their working environment are in place

• Keep their line manager informed to ensure that the right support is being provided

• If an employee feels unable to speak to their line manager, or if their line manager is not supporting them, they can speak to their manager’s manager, a member of the People Partnering Team, their union representative, or Occupational Health

5.3 People Partnering Team

Offer guidance to managers on the interpretation of this policy and associated guidance:

• Attend any training sessions and support education of line managers and employees

• Provide support and advice to line managers in identifying reasonable adjustments

• Monitor and evaluate the effectiveness of this policy in respect of related absence levels and performance.

6. Menopause Risk Assessment / Support Plan

6.1 The organisation is committed to ensuring the health and safety of its staff and will consider any aspects of the working environment that may worsen menopausal symptoms. This may involve identifying and, where possible, addressing specific risks to the health and wellbeing of those going through the menopause.

6.2 Line managers should complete a Menopause Risk Assessment/Support Plan when an employee tells them they are experiencing symptoms. The risk assessment/support plan should focus on how the menopause is affecting the employee individually, including any impact on or due to any existing conditions the employee may have. The template and further guidance can be found under Appendix 1 and 2 of this policy.

6.3 If the employee has indicated they are suffering with work related stress, which may be linked to menopausal symptoms the line manager should complete a Stress Risk Assessment in conjunction with the Support Plan.

7. Symptoms of Menopause

7.1 Symptoms can be physical, psychological/emotional and/or cognitive and vary from person to person, in severity, and may fluctuate (especially if an individual is going through perimenopause).

7.2 Symptoms are due to changes in hormone levels that begin in perimenopause and can continue for a number of years after an individual’s last period. Whilst the below table sets out the most common symptoms it is not exhaustive: -

Physical Psychological/Emotional Cognitive

• Hot flushes and night sweats

• Irregular periods (changes in frequency, duration and flow including excessive bleeding or "flooding")

• Migraines and headaches

• Fatigue

• Joint aches and pains

• Itchiness and dry skin

• Anxiety

• Depression

• Panic attacks

• Irritability

• Low mood

• Tearfulness

• Short temper

• Rage

• Loss of sense of self (identity)

• Loss of motivation

• Loss of libido

• Memory disturbances

• Poor word recall

• Cloudy thinking (sometimes called "brain fog")

• Poor concentration

• Fatigue

• Digestive discomfort (bloating, irritable bowel syndrome (IBS) and heartburn)

• Insomnia and sleep disturbances

• Urinary tract infections (UTIs)

• Urge and stress incontinence

• Heart palpitations

• Tinnitus (ringing in the ears)

• Allergies

• Body odour changes

• Dry eyes

• Dizziness/Vertigo

• Thinning hair and brittle nails

• Breast tenderness

• Burning mouth

• Vaginal dryness and vaginal atrophy (thinning of the tissues)

• Bleeding gums and a metallic taste in the mouth

• Weight gain

• Low self-esteem

• Self-doubt

7.3 Important factors to consider:

• Menopausal symptoms may also exacerbate existing impairments and conditions

• Symptoms can occur without warning and can vary in their severity and frequency

• Symptoms cannot always be easily controlled or managed

• Symptoms are not always visible

8. Support and Adjustments

8.1 Provide Group recognises that the menopause is a very personal experience. Whilst many who go through the menopause are able to carry out their working lives as normal, others may require support and reasonable adjustments to their working conditions to help with the impact of menopause symptoms at work.

8.2 Employees experiencing the menopause are encouraged to let their line manager know if they are experiencing symptoms that impact on their work so that they can discuss appropriate support.

8.3 It is important to recognise that the menopause can impact trans, intersex and non-binary employees who may not identify as female. Trans men can experience menopausal symptoms as well as those presenting as a women. Some individuals may be hesitant in raising concerns over the symptoms they are experiencing for fear of the impact it may have on identifying their gender. It is important that anyone experiencing symptoms feels safe to discuss this with their line manager for the support needed without judgement or fear.

8.4 It is also important to recognise that the menopause can impact indirectly upon employees whose colleagues, partners/other family members are impacted by menopause symptoms.

8.5 Where an employee informs their line manager that they are experiencing symptoms the line manager should conduct a menopause risk assessment/Support Plan to assess whether the employee’s menopausal symptoms are being made worse by the workplace or by work practices. Areas to consider include: -

• Workplace temperature

• Access to toilet and washing facilities

• Access to drinking water

• Uniforms and personal protective equipment

• Working times and break times

• Workload

8 6 The line manager and employee should discuss whether there are reasonable adjustments that could help the employee and the line manager may refer the employee to Occupational Health to better understand any adjustments and other support that may help alleviate symptoms affecting the employee at work. Examples of support and adjustments can be found under the Manager’s Guidance for Colleague Discussion– Appendix 1.

8.7 Managers should seek further advice on making reasonable adjustments from the People Partnering Team as some symptoms of the menopause may meet the definition of a disability under the Equality Act 2010, where they have a substantial and long-term effect on the employee’s ability to do normal daily activities.

8.8 Managers must put agreed support and reasonable adjustments into place in a timely manner and will regularly review them with the employee, keeping in mind that symptoms and the impact of those symptoms may fluctuate.

9. Sickness Absence

9.1 Absences due to menopausal symptoms may be viewed as part of an on-going health issue rather than short term sickness absence.

9.2 Managers must ensure that employees who are absent from work as a result of menopausal symptoms record this as such on ESR and the return to work documentation.

9.3 Where an individual’s symptoms are severe and have lasted more than 12 months, this could be deemed as a disability under the Equality Act 2010.

9.3 Where this is the case managers should seek advice from the People Partnering Team at an early stage if they believe the absence of an employee, or other symptoms impacting their work, may be related to the menopause. The People Partnering Team, with advice from Occupational Health where appropriate, will advise how menopause related sickness absence should be managed and will support managers in identifying / reviewing any reasonable adjustments that could be put in place. Managers should always refer to the Attendance Management Policy for further guidance.

10.Managing Performance

10.1 If an employee’s performance is suffering it is important to help the individual address the root cause. In some cases, menopausal symptoms can be severe enough to impact an individual’s performance at work. If a line manager has concerns relating to an employee’s performance, they should discuss possible adjustments that may help the employee perform to their full potential.

10.2 Where there are suspected or known health issues, these should be explored, prior to invoking a performance management process in line with Provide’s Capability Policy. Line managers should be aware, performance management should not solely be a one-off annual PDR meeting. Supporting an employee is far more effective when there are regular discussions and constructive feedback. This in turn supports a good working relationship between the employee and their line manager and enables them to keep effective two-way dialogue, making it easier to discuss underlying health issues.

10.3 If the line manager still has concerns in respect of an employee’s performance after exploring support and reasonable adjustments they should speak with their People Partner to discuss further before progressing to any performance management process.

Appendix 1: Managers Guidance for Colleague Discussions

We recognise that every individual is different, and it is, therefore not feasible to set out a structured set of specific guidelines. If an employee wishes to speak about their symptoms, or just to talk about how they are feeling (they may not recognise themselves that they are symptomatic), or if an employee wishes to speak about a partner / family member who is experiencing menopause, please ensure that you: -

• Allow adequate protected time to have the conversation, free from interruptions. Find an appropriate room to preserve confidentiality

• Encourage the employee to speak openly and honestly, suggest ways in which they can be supported (see Symptoms Support below)

• Complete the Menopause Support Plan/Risk Assessment with the employee (see Appendix 2) Agreeing any actions, and how these will be implemented so that all parties agree what has been discussed, and the next steps, before the meeting ends. NB - Ensure that this record is treated as confidential and is stored securely

• Maintain confidentiality. Agree if other members of the team should be informed, and by whom

• Ensure that designated time is allocated for a follow up meeting. Do not rely on quick queries during chance encounters in the corridor or kitchen etc.

• Recognise that adjustments for one employee may not be suitable for another. Never assume the same symptoms will have the same impacts on an individual at work so please treat each employee and their concerns on their own merit

• Recognise that symptoms and severity can change frequently, especially during perimenopause. Therefore, the support plan may need to be reviewed more regularly dependent on the individual

Symptoms Support

Symptoms can manifest both physically and psychologically, including, but not exhaustively or exclusively those symptoms listed below. Employees should be asked what support might be appropriate for them, some examples are detailed below:

Symptoms

Hot Flushes and/or daytime sweats

(Can cause dizziness, physical changes in colour of face, perspiration)

Examples of support

• Look at ways where the working environment could be cooled (provide a desk fan, move desk closer to a window or further away from a heat source). This may need to be done in conjunction with the Estates Team

• Easy access to drinking water and bathroom

• 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

• Adapt uniforms to improve comfort (source lighter/different fabric?)

Sleep disruption and/or night sweats

Heavy or Irregular Periods

Headaches and fatigue

Psychological issues (for example loss of confidence, poor concentration, anxiety etc.)

• Limit (when able to do so) time wearing PPE

• Recognise someone may take more shortterm absence if they’ve had a difficult night

• Consider a change in working pattern/shifts or swap shifts on a temporary basis

• Offer a flexible working arrangement, for example a later start and finish time

• Agree regular breaks away from screen/work

• Where possible allow the employee to work from home on an ad hoc basis if they have had a difficult night

• Easy access to washroom and toilet facilities

• Allow more frequent breaks to go to the toilet

• Where possible allow the employee to work from home if they have heavy bleeding

• Make it easy to request extra uniform

• Ensure sanitary products are available in washrooms

• Ensure storage space is available for a change of clothing

• Consider a temporary adjustment to someone’s work duties

• Access to fresh drinking water

• Offer a quiet space to work

• Offer noise-reducing headphones to wear in open office

• Have time out to take medication if needed

• Have protected time with employees to discuss concerns at with you and where appropriate refer to Occupational Health

• Ensure there are regular Personal Development discussions

• Discuss possible adjustments to tasks and duties that are proving a challenge

• Discuss if there are times of the day when concentration is better or worse, and adjust working pattern/practice accordingly

• Address work related stress by completing a Stress Risk Assessment (please refer to the Psychological Wellbeing Policy)

• Agree time out from others, when required, without needing to ask for permission

• Identify a supportive colleague to talk to outside of the work area such as a Menopause Champion/MHFA

• Identify a ‘time out space’ to be able to go to ‘clear their head’

• Encourage the employee to contact the Employee Assistance helpline (Health

Assured) 0800 028 0199 / Download the Wisdom App

• Have agreed protected time to catch up with work when needed

• Review task allocation and workload; − Provide books for lists, action boards, or other memory-assisting equipment

• Offer quiet spaces to work or allow the employee to work from home (where they are able to)

• Offer noise-reducing headphones to wear in open offices

• Have agreements in place in an open office that an individual is having ‘protected time’, so that they are not disturbed

• Be able to have time away from their work to undertake relaxation techniquesundertake mindfulness activities such as breathing exercises or going for a walk.

• Discuss whether the member of staff has visited their GP. Depending on the discussion, this may be the next step suggested in conjunction with an Occupational Health referral to give specific advice regarding the workplace.

Appendix 2: Menopause Support Plan

Menopause Support Plan

Employee's name:

Job title:

Department:

Line manager's name:

This plan records the adjustments agreed between you and your line manager to support you at work when you are experiencing menopausal symptoms.

The purpose of this plan is to:

• ensure that both you and your manager have a record of what has been agreed so that you feel supported;

• act as a starting point for discussion if you change job, relocate or your line manager changes; and

• provide you and your manager with a structure to use when regularly reviewing and updating adjustments.

You and your manager can agree when it needs to be reviewed and updated. This may be:

• at any regular one-to-one meeting;

• at a return-to-work meeting following a period of sickness absence;

• at six-monthly and/or annual appraisals;

• before a change of job, responsibilities or work location, or a change to working practices; and / or

• before or after any change in circumstances for either you or the organisation.

Employee

How my menopausal symptoms impact my working life

Symptoms:

The affect these symptoms have on my working life:

Adjustments that help me manage my menopausal symptoms at work

Suggested adjustments:

How these will help me at work:

Line manager

Support and adjustments agreed

We have agreed to put in place the following adjustments. If the adjustments are no longer effective or suitable (for example, your symptoms change), you will let me know so that we can discuss alternatives:

[add/delete adjustments as appropriate]

Other support and advice

We have discussed other sources of support, information and advice that may help you during your menopause transition. These are [add/delete as appropriate]:

• Provide’s Menopause Policy

• Provide’s Psychological Wellbeing Policy

• Provide’s Flexible Working Policy

• Details of the Employee Assistance Programme and App

• Referral to Occupational Health

• Mental Health First Aiders

• Community Platform Menopause Resource page

An up-to-date copy of this form will be retained by you, your manager and the People Partnering Team

With your consent, we may also give a copy of this form to a new or prospective line manager. If you change jobs, relocate or are assigned a new manager, the new manager should accept the adjustments that we have agreed in this plan, so long as they remain reasonable and ensure that they continue to be implemented.

This plan may need to be reviewed and amended at a later but, unless there is any change in circumstances that might affect the reasonableness of the adjustments, this should not happen until both you and your new manager have worked together for a reasonable period of time.

We will ensure that your personal data, including data relating to your health, is handled in accordance with our Data Protection policy Any breach of confidentiality will be treated very seriously and dealt with under our Disciplinary procedure.

Employee's signature

Date

Line manager's signature

Date

EQUALITY IMPACT ASSESSMENT

TEMPLATE: Stage 1: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

Menopause Policy

Provide a brief summary (bullet points) of the aims of the initiative and main activities:

• Raise awareness of the menopause and how it can affect employees

• Encourage open conversations between employees and their line managers

• Foster an environment in which employees can openly and comfortably engage in conversation about the menopause in a respectful and supportive way

• Support employees experiencing the menopause to continue to be effective in their jobs

• Provide information to partners and / or family members of those experiencing the menopause

Project/Policy Manager: Director, People Partnering Date: December 2024

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

Neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

Neutral, this is a new policy and we will monitor impact.

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

Impact is positive, no further detailed assessment required.

Guidelines: Things to consider

Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.

The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.

Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?

It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.