Menopause Support Policy

Purpose

UCC is committed to establishing a supportive and inclusive culture and work environment for all employees. While acknowledging that menopause is a natural life transition, for many the changes in hormone levels can have a significant impact on their physical, mental, and emotional well-being. Research has shown that this can present an unspoken health and wellbeing related challenge in the workplace which can negatively impact on the careers, performance, and workplace relationships of those experiencing challenging symptoms of menopause.

This Menopause Policy is designed to raise awareness of menopause and to help reduce stigma by encouraging a culture where menopause is discussed openly, positively, and respectfully, while protecting confidentiality where this is requested. This policy aims to empower those going through menopause to receive appropriate support, resources, and accommodations to help manage this phase of their lives effectively. In the development of this policy, the Civil Service Menopause in the Workplace Policy Framework (The 2023 Framework, published 18 Oct 2023) has been a key resource and is referenced throughout.

Scope

This policy applies to all UCC staff members who are experiencing menopause or perimenopause symptoms and encompasses staff wellbeing, training, temporary reasonable accommodations, and management support.

In line with the 2023 Framework, where this policy refers to “women” it is intended in the most inclusive sense, “[i]t is used as shorthand to describe all those who identify as women as well as those that do not identify as women but who share women’s biological realities and experiences. In using this term, we seek to include not exclude” (2023 Framework, p.7).

Key Principles

1. Temporary reasonable accommodation requests will be considered fairly, promptly and in a sensitive manner. Mutual trust, respect, and discretion with due regard to the employee’s circumstances inform these actions.
2. Every effort will be made to facilitate reasonable accommodation requests, subject to notice and operational needs in the employing area.
3. The principles of equality and inclusivity will be applied in the interpretation of this policy in keeping with our university’s commitment to equality, diversity, and inclusion.

Definitions

Menopause

The word menopause is a catch-all word for the various stages and types of changes that women’s bodies go through at this time and includes perimenopause, post menopause, early menopause, premature menopause, and induced menopause. (2023 Framework, p.15). In this policy the term menopause includes all types of menopause.

Menopause occurs in women on average at 51 years of age but can occur much earlier and represents the end of the female reproductive cycle when periods have stopped for over 12 months. The time leading up to this can occur up to 8 to 10 years earlier and is known as the perimenopause. Although some women will be lucky to escape any symptoms, the majority of women will experience some symptoms during both stages, either psychological or physical, or both. Hormonal changes during this transition may cause different physical, cognitive and psychological symptoms impacting the wellbeing of women and their performance at work, and examples may include, but are not limited to: Hot Flushes; Night Sweats; Mood Swings; Irregular periods; Fatigue; Difficulty Sleeping; Lack of Energy, Loss of Libido, Joint aches and pains, Recurring UTI’s, Headaches, Heart Palpitations, Loss of Muscle, Weight gain Concentration Problems which are often described as ’Brain Fog’; Low mood and irritability, Tearfulness, Anxiety/Depression; Loss of confidence.

Perimenopause

Perimenopause refers to the lead-up to menopause when the signs and symptoms of menopause are first observed and ends one year after the final menstrual period. Perimenopause can last several years and can affect physical, emotional, mental and social wellbeing.

Roles and Responsibilities

Heads of Units / Line managers

Heads of units/Line managers play a key role in ensuring that employees impacted by menopausal symptoms are supported. As minor adjustments can make a significant difference to the quality of working life for an employee at this time, the line manager is encouraged to explore options with the employee to ascertain what support would be helpful based on the nature of the symptoms being experienced. Such accommodations may include temporary reasonable adjustments to workload, work environment, or responsibilities. Staff members experiencing challenging menopause symptoms may also request their Head of Unit/Line Manager to support flexible working arrangements on an interim basis, such as adjusted work hours or remote work, to assist them in managing their symptoms effectively. The University is not obliged automatically to agree to a request for flexible working, but must deal with the request in a reasonable manner. Such requests will therefore be considered on a case-by-case basis, with a focus on maintaining service and operational needs while supporting the medical health and wellbeing of the staff member.  Requests by staff to their Head of Unit for temporary reasonable accommodations may in some cases require a consultation with UCC Occupational Health Service and will always be open to periodic evaluation and review. Managers should confirm in writing any agreements made verbally. This is particularly important if a request had been made informally and has been agreed as a temporary reasonable measure.

Managers should be cognisant of the impact of menopause on an employee’s performance and be as flexible as possible when considering what reasonable adjustments can be made to a role or working conditions to help an employee maintain performance levels.

People and Culture Department

UCC is committed to provide information and resources to develop enhanced awareness and understanding of menopause, its symptoms, and its potential impact on an individuals' physical and mental health. Staff Wellbeing & Development will schedule workshops, seminars, and training programmes on menopause-related topics for staff members to promote a more inclusive and supportive workplace. UCC also provides access to confidential advice and support to both employees and managers via the Staff Wellbeing & Development Manager/Advisor and Employee Assistance Programmes (EAPs) via our current EAP provider . These services will assist both staff and managers in providing information, guidance, and support in managing through particular work experiences, and offer additional assistance to employees who may benefit from enhanced emotional or psychological support during menopause.

Ongoing training, support and resources will be available to managers providing information and guidance on supporting and managing staff experiencing menopause.  Managers are encouraged to attend training on how to recognise and respond to menopause-related challenges in their teams, understand the physical and psychological symptoms of menopause and how menopause can impact on job performance and career development. This training will include guidance on approaching conversations about menopause sensitively as well as offering information on appropriate support and reasonable accommodations.

Staff members

Staff members are encouraged to seek medical advice and treatment for menopause-related symptoms via their own General Medical Practitioner and/or Medical Consultant. Staff members who are experiencing challenging symptoms of menopause which may impact on their wellbeing and ability to carry out their role are encouraged to meet confidentially with their line manager to discuss reasonable accommodations. HR Business Managers or Staff Wellbeing and Development Manager/Advisor are available for support. Any information shared will be treated in the strictest of confidence.

While an employee seeking temporary reasonable accommodations may not always merit referral to Occupational Health, where menopausal symptoms result in frequent or long-term absence (beyond 4 weeks) or where an employee is experiencing significant workplace challenges arising from their symptoms, referral to Occupational Health may be of benefit to provide advice and support to the employee and relevant line manager/HR Business Manager. In this situation staff may be invited by agreement to meet with the UCC Occupational Health Service following referral to explore what can be done by both themselves and UCC to assist in managing the effects of menopause symptoms on their work. Such consultation may include recommendations by the Occupational Health Service as to appropriate and temporary reasonable accommodations.

Menopause and Sick Leave

There may be occasions where an employee becomes unwell as a result of menopause symptoms and may need to avail of sick leave. See the UCC Sick Leave Policy

Confidentiality

Managers must ensure confidentiality and information shared by staff members about their menopause experiences should not be disclosed without the relevant staff member’s explicit consent.

Policy Review and Evaluation

UCC is committed to reviewing this policy in accordance with the University’s Policy Framework and in line with changes in the law or other relevant developments. The People and Culture Department is the owner of this Policy.

Further information and resources

1. Civil Service Menopause in the Workplace Policy Framework
2. Menopause Support Network: People and Culture Department will co-ordinate the creation of a Peer Support group specifically dedicated to menopause, allowing staff members to connect and share experiences and resources.
3. Complex Menopause Clinic - Cork University Maternity Hospital (hse.ie)
4. lets-talk-about-menopause.pdf (hse.ie)