1.1. To ensure everyone understands what the menopause is, can confidently discuss it with colleagues and especially those they line manage, and are clear on the University’s policy and practices, supported by Human Resources and Organisational Development.

1.2. To educate and inform managers about the potential symptoms of the menopause and how they can support colleagues at work.

1.3. To ensure that colleagues suffering with menopausal symptoms feel confident to discuss them and ask for support and any reasonable alterations so they can continue to be successful in their roles.

1.4. To reduce absenteeism due to menopausal symptoms.

1.5. To assure colleagues that we are committed to supporting their needs during menopause.

2.1. Menopause is a natural part of life, and it is not 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.

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

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

2.4. For colleagues 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 colleagues and managers on providing the right support to manage menopausal symptoms at work.

3.1. Menopause is defined as a biological stage in a person's life that occurs when they stop menstruating and have 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.

3.2. 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 a natural menopause.

3.3. Post menopause is the time after menopause has occurred, starting when a person has not had a period for twelve consecutive months.

4.1. It is important to note that not everyone will notice every symptom, or even need help or support. However, many do experience symptoms, including some, which may be classed as severe.

4.2. Symptoms can manifest both physically and psychologically. The most common are the following: 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.

4.3. Why may colleagues not reveal their menopause symptoms?

4.3.1. Colleagues 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.

4.3.2. Other worries are that their symptoms may not be taken seriously, if they do talk that, their symptoms will become widely known at work, they could be thought less capable, and their job security and/or chances of career development opportunities could be harmed.

5.1. Colleagues

5.1.1. All colleagues are responsible for:

• Taking personal responsibility to look after their health;
• Being open and honest in conversations with managers/HROD and Occupational Health;
• Contributing to a respectful and productive working environment;
• Being willing to help and support their colleagues; and
• 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 because of their menopausal symptoms.

5.2. Line Managers

5.2.1. All line managers should:

• Familiarise themselves with the Menopause Policy and understand the support that they can provide to their staff;
• Attended any training that is provided to help manage and support colleagues with menopausal symptoms that affect them in the workplace; 
• 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 reasonable alterations required;
• Record reasonable alterations agreed, and actions to be implemented;
• Ensure ongoing dialogue and review dates; and
• Ensure that all agreed adjustments are adhered to.

5.2.2. Where reasonable alterations are unsuccessful, or if symptoms are proving more problematic, the Line Manager may:

• Discuss a referral to Occupational Health for further advice and if appropriate, refer the employee to Occupational Health before reviewing Occupational Health advice and implement any recommendations, where reasonably practical; and
• Discuss further with HR and the employee.

5.3. Occupational Health Services

5.3.1. The role of Occupational Health is to:

• Carry out a holistic assessment of individuals as to whether 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 HR and Line Managers in determining and agreeing reasonable alterations, if required; and
• Monitor referrals due to menopause symptoms and provide additional signposting, where required.

5.4. Human Resources and Organisation Development (HROD)

5.4.1. HROD will:

• Offer guidance to managers on the interpretation of this Policy as well as signposting managers to support, including training, where necessary.

6.1. The following symptoms and support that should be considered while at work but not a one-size fits all approach – but specific to an individual’s needs.

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 easy 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 to obtain personal protection;
• Ensure storage space is available for a change of clothing.

Headaches

• Easy access to drinking water;
• Sit near a source of fresh air or allow some time out;
• 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 or hybrid 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.
• Signpost to mental health & wellbeing resources available via the Employee Assistance Programme e.g., counselling, online psychoeducational modules, webinars etc.

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.
• Signpost to mental health & wellbeing resources available via the Employee Assistance Programme e.g., counselling, online psychoeducational modules, webinars etc.
• The following symptoms and support that should be considered while at work but not a one-size fits all approach – but specific to an individual’s needs.

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

Some external sources of help and support for colleagues and managers include:

• Menopause matters, which provides information about the menopause, menopausal symptoms, and treatment options.
• The Daisy Network charity, which provides support for women experiencing premature menopause or premature ovarian insufficiency
• The Menopause Café, which provides information about events where people gather to eat cake, drink tea, and discuss the menopause.
• British Menopause Society https://thebms.org.uk

Menopause Matters https://www.menopausematters.co.uk/

https://www.menopausematters.co.uk/menopause_at_work.php

NHS https://www.nhs.uk/conditions/menopause/

International Menopause Society https://www.imsociety.org/

Approval date: 1 September 2021

Approved by: HR SMT

Contact for further information Brian Elliott – HRBP Policy & Projects