Fertility Treatment Leave Policy

Introduction

University College Cork is committed to providing an inclusive and diverse work environment for all staff. As part of that commitment to valuing and supporting employees the University has a suite of family-friendly policies available. The fertility treatment policy is one such policy. This policy aims to support staff who are undergoing fertility treatment, and to set out the types of leave that are available. The University recognises the emotional and physical challenges which may arise from undergoing fertility treatments and wishes to support members of staff who wish to or are currently undertaking fertility treatment. The University’s fertility treatment policy is intended to support eligible staff members in the logistical and emotional aspects of undergoing treatment.  

Scope

This policy applies to all employees undergoing fertility treatment. 

Principles

This policy is underpinned by the following principles:

• Leave requests will be considered fairly, promptly and in a sensitive manner. Mutual trust, respect, and discretion with due regard for employees’ circumstances inform these actions.
• Every effort will be made to facilitate leave requests, subject to reasonable notice and operational needs.
• The principle of equality shall be applied in the interpretation of this policy in keeping with our University’s commitment to equality, diversity and inclusion.

Entitlement

Undergoing fertility treatment can be a stressful period of time while also physically challenging and requiring some flexibility. We recognise that individual experiences can differ, with some people preferring to rest without any distraction, while for others being able to continue with their day-to-day activities is their preference. Where feasible the organisation would consider a number of options or a combination of options to support you while you undergo treatment.

• Up to 5 additional paid fertility treatment leave days per cycle of treatment, either as a block or at critical stages of the treatment process, up to a maximum of three cycles and / or
• Working from home during key treatment dates where feasible for your role and the team demands and/or
• Having a flexible start and end time or working hours to facilitate time off for time critical treatments 

If additional time off is required (for a further cycle) then alternative leave arrangements should be agreed where appropriate with your line manager to include annual leave or unpaid leave.

Procedure

Heads of Units

Given the challenges many individuals face in dealing with fertility related matters, Heads of Units are encouraged to be understanding and as flexible as possible in supporting a staff member undergoing fertility treatment and attending appointments. For advice and guidance Heads of Units may wish to contact their HR Business Manager or the Leave Administrator or Staff Wellbeing & Development Manager/Advisor.

Employees

Employees are encouraged to speak to their manager or relevant HR Business Partner or Staff Wellbeing & Development Manager/Advisor if they wish so that support and understanding, as available, can be offered. Any such conversations will be treated with confidentiality and discretion.

• The employee informs the Head of Unit in writing of the pending Fertility Treatment leave within one week of the appointment or as soon as is practicable. Where time off is requested for the purposes of undergoing fertility treatment, employees are requested to give as much notice as possible in the circumstances and to advise their line manager as to the likely duration of their absence due to treatment. Medical evidence may be required.
• The employee submits the approved Fertility Leave form to the Department of Human Resource using an Application Fertility Leave Form FLI.
• The Department of Human Resources will validate the leave application and communicate directly with the employee, following receipt of the FLI.

CONTACT: Ms Kathy O'Connell, Department of Human Resources and Organisational Development, Ground Floor, Block E, Food Science Building, University College Cork. Tel. 4902674. E-mail: k.oconnell@ucc.ie 

Fertility treatment outcomes

Where the fertility treatment is successful the employee will be covered by the Maternity Leave policy.

Sadly, treatment is not always successful and UCC has supports in place for you at this time.

They include:

• Our Employee Assistance Programme which is provided by Spectrum Life.
• The Staff Wellbeing & Development Manager/Advisor.
• Certified sick leave where the employee’s doctor recommends a period of sick leave. This leave is covered by the UCC Sick Leave policy.

For details on the available supports and policies in UCC see:  Staff Wellbeing | University College Cork (ucc.ie)

Policy Review

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

Fertility Treatment Leave Application Form