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Student pregnancy, parental leave/student maternity adoption and paternity leave policy

policy information

Last revised: November 2022

Contents

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1. Introduction 

The University of West London is committed to supporting students who become pregnant during their studies, have recently had a child, are in the process of adopting a child, or are the partner of a person in one of these situations.  This policy aims to ensure no students are disadvantaged due to pregnancy or maternity, whilst ensuring academic standards are maintained and incorporates the following principles: 

  • a flexible, non-judgmental and sensitive approach 

  • enabling informed choices 

2. Legal protection for students during pregnancy and maternity 

The Equality Act 2010 provides legal protection for students and considers pregnancy and maternity to be a protected characteristic and prohibits discrimination on these grounds. A student who is pregnant or has given birth within the last 26 weeks is explicitly protected from unfavourable treatment. This includes protection from unfavourable treatment because the student is breastfeeding. The University is committed to providing a supportive environment where students, regardless of background, are treated in the same way and receive compassionate and equitable treatment and support.  

For further information about the University’s Equality, Diversity and Inclusion Policy.

3. Finding out about a student’s pregnancy and maternity circumstance  

Students are encouraged to communicate with the Wellbeing team wellbeing@uwl.ac.uk  and/or their Personal Tutor as soon as is reasonable, so that the student can be signposted to support, individualised plans can be discussed with the student and arrangements made for leave and prospective return to study. Information concerning a student’s pregnancy should be treated sensitively and shared only with the student’s consent.  

 Students will be encouraged to inform their GP or local Health Centre to access appropriate care. Details of local GPs can be found on the NHS Choices website.

If students are anxious about talking to a member of staff in their department, they are advised to seek support and advice from Student Services studentservices@uwl.ac.uk or access via the student hub. Students will be signposted to access the University’s existing support services which are available to help students during pregnancy and maternity (link to section 9). Students will also be encouraged to bring a supportive person with them for moral support if required when communicating their situation, as it is recognised that this may be a daunting experience for some students.  

4. Termination of pregnancy 

If a student decides not to continue with their pregnancy, there is no need for any staff and students to be made aware of this, although they will be advised that they can contact Student Services. 

Students are advised to inform their Personal Tutor if they will be missing classes and that they will be away for ‘medical reasons’. Links to the University and external support services are available in (link to section 9) 

Students may need time off from study for tests before, and to recover after, an abortion. This time will be treated in line with the University’s Attendance Monitoring and Engagement Policy.  Where students consider that their situation has impacted on their ability to meet deadlines and sit examinations, they should self-certify or apply for a mitigation or extension as appropriate.  

Students will be encouraged to access the University’s support services including the University’s counselling services. The following resources may be helpful for students if requiring further information and advice. See also Section 14 - further external sources of information: 

5. Miscarriage 

Students who miscarry are likely to need time off study for tests and to recover. This time will be treated in line with the University’s Attendance, Monitoring and Engagement Policy.  Where students consider that their situation has impacted on their ability to meet deadlines and sit examinations, they should self-certify or apply for a mitigation or extension as appropriate.  

Students will be encouraged to access the University support services including UWL’s counselling service and discuss their requirements with the Wellbeing team and/or their Personal Tutor. The Miscarriage Association is an external agency that also offers support and information to anyone affected by the loss of a baby in pregnancy. 

6. Maternity leave  

Students are entitled to take up to 52 weeks Statutory Maternity Leave. The leave will be unpaid unless they are entitled to Statutory Maternity Pay. If a student is employed or has recently left employment, she may be entitled to statutory maternity pay, additional maternity pay or a maternity allowance. Further information can be found at Welcome to GOV.UK and studentservices@uwl.ac.uk or accessed via the student hub. 

Statutory Maternity Leave can begin at any time from the start of the 11th week before the expected week of childbirth up to the day the childbirth occurs. Students are required to take two weeks compulsory leave of absence immediately following childbirth.  

If students choose to return to study from two weeks, they will also require evidence of good health from their midwife or General Practitioner (GP). It is recommended that students contact the Wellbeing team who will work with the school and the student to formulate a personalised support plan and outcome for the students return.  

7. Study arrangements 

Students will be advised to meet with their Personal Tutor or a member of the Wellbeing team in the first instance to discuss how their pregnancy/ maternity is likely to impact on their studies and to undergo a risk assessment.  There may need to be an interruption of studies, depending on when the baby is due, and advice will be sought from Student Services regarding any financial implications of the student deferring. Students will be advised to discuss with their Personal Tutor their intentions regarding Maternity Leave and the possible implications of this on the academic requirements of their course. Students may also require time off for maternity and/or medical appointments. In addition, students may need to take time off if their partner has pregnancy related complications or a serious pregnancy-related illness.  

For some courses, such as Nursing, Midwifery, Social Work and apprenticeship courses, there are compulsory attendance requirements which students must meet to pass the course. These requirements will be clearly outlined in the course handbook and should be discussed with their personal tutor if it is likely that there will be problems meeting these requirements.  See also section 8 Placements 

7.1 Assessments and examinations 

There are a number of options available to students depending on their individual circumstances and the timing of the academic year in relation to their pregnancy and due date. These may include:  

  • Class changes   

  • Requesting Individual examination adjustments 

  • Applying for a postponement or mitigation 

  • Deferral of studies 

In examinations, pregnant students may require rest breaks and may need to visit the toilet more frequently than those who are not pregnant. They may also require a more comfortable and supportive chair. An Individual Support Plan should be developed for students by the Wellbeing team wellbeing@uwl.ac.uk which would take into consideration the timing of the pregnancy, trimester of the pregnancy and detail any special arrangements required during the pregnancy and an agreed timescale for a return to study. Students will be advised to meet regularly with their Personal Tutor during the pregnancy to ensure that any special arrangements that have been put in place are working effectively and making any adjustments where necessary. Students can also contact the Engagement team for additional academic support Academic.Support@uwl.ac.uk.

7.2 Maternity-related absence and illness 

Attendance will be monitored in accordance with the UWL Attendance Monitoring and Engagement policy and  a plan made in conjunction with the Course Leader.  

Short-term absences due to illness do not need to be authorised, but it is advised that students contact a member of staff to inform them if they are not able to attend scheduled sessions, or individual meetings that have been pre-arranged.  

Students should not normally be absent from scheduled classes or fail to engage with online sessions or materials, unless as agreed with tutors, for a period of more than 5 working days. Students who are undertaking assignments affected by illness or other pregnancy related factors may request extensions, postponements and mitigation in accordance with the Academic Regulations.  

Students are permitted to apply for temporary leave, suspension of studies, or deferral of their course of study for personal or medical reasons. Guidance and advice on these processes is found in the Student Handbook, from personal tutors or Student Administration. Advice could also be sought from Student Services, studentservices@uwl.ac.uk.  

8. Placements

8.1 Health and safety 

There are health and safety considerations that arise during pregnancy and breastfeeding, and the risks to which students could be exposed need to be assessed on an individual basis taking into consideration the nature of the placement role.  The arrangements for this assessment are set out below according to the nature of the course.  

8.2 Students undertaking a placement within the College of Nursing, Midwifery and Healthcare

For some courses, such as Nursing, Midwifery, Social Work and apprenticeship courses, there are compulsory requirements for practice hours which are required for students to pass the course. These requirements will be clearly outlined in the course handbook. The course leader will liaise with the placement provider to ensure a health and safety assessment is conducted and an Occupational Health Referral made.  Appropriate arrangements should be made to ensure that students are able to meet the required number of practice hours.  

If students choose to return to placements from two weeks, they will also require evidence of good health from their midwife or General Practitioner (GP). It is recommended that students contact the Wellbeing team who will work with the school and the student to formulate a personalised support plan and outcome for the students return.  

8.3  Apprenticeship

For apprenticeship courses students required to pause their studies for longer than 4 weeks must apply for a break in learning.

8.3.1 Breaks in learning for apprentices

Apprentices may take a break in learning where they plan to return to the same apprenticeship programme. The decision to take a break in learning, the reason for the break and its expected duration must be agreed with the employer. This could include medical treatment, maternity and parental leave or leave for other personal reasons. Any breaks in learning must be recorded on the ILR and a plan made for the delivery of any remaining training and/or assessment following the break, if required. The employer must revise the apprenticeship agreement if required.

For any break in learning of less than 4 weeks neither the employer nor the training provider needs to report the interruption, the end-date for the apprenticeship remains the same and there is no change to the payment of funding. Further information about apprenticeship funding can be found at Education and Schools Funding Agency (2020) Apprenticeship funding rules for main providers (pages 52/P277).

8.3.2 Students undertaking a placement within the other schools and colleges within UWL

Students undertaking a placement, internship or work experience within the other schools and colleges within UWL should immediately inform their employer, as well as the following:

If students become pregnant BEFORE their Placement, Internship Work Experience commences they should contact the Placements team who will liaise with the students’ employer regarding the pregnancy providing consent has been given by the student.

It is a legal requirement for the employer to immediately carry out an ‘Expectant Mother’s risk assessment’ to ensure the safety and wellbeing of the student and their unborn child(ren) prior to the start of their agreed placement / internship or work experience period.

The placement employer will need to submit a copy of the completed Expectant Mother's risk assessment form to the Placement team who will share it with the UWL Safety Office for approval.

The Placements team will liaise directly with the UWL Safety Office to assess whether the risk assessment needs to be carried out before the student can return to the place of work.

Depending on the nature of the role it may be decided that the placement must be suspended pending satisfactory completion of the Expectant Mother risk assessment. In some circumstances dependent on the job role and the risks involved it may be necessary to terminate the placement.

If students become pregnant DURING their Placement, Internship Work Experience period the employer will be required to complete the Expectant Mother risk assessment as soon as possible before sharing it with the Placements team. All the above steps would still apply. Contact should be made with the Placement & Employment Services pes@uwl.ac.uk / 0208 231 2700/2102 to liaise with the employer and a risk assessment would need to be undertaken depending on the nature of the placement role.

The University Health and Safety team. 020 8231 2745 / health.safety@uwl.ac.uk can be contacted for further information and advice regarding this.

9. Student Support Services 

The University’s existing support services are available to help students during pregnancy and maternity.

  • Students can talk to the Wellbeing team about any reasonable adjustments that can be made to their course during your pregnancy. The Wellbeing team will also discuss putting in place an Individual Support Plan with each student.

Contact details: 020 8231 2739 / wellbeing@uwl.ac.uk

  • Student Services provide information on student finance and immigration and how students pregnancy or taking time out of their studies might affect their student funding, financial entitlements such as benefits, or immigration status.

Contact details: 020 8231 2591 / 020 8231 2444 / student.advice@uwl.ac.uk

  • The Student Counselling Service is free for all current students of UWL. Counselling is offered face-to-face, over the phone or via online video call on a one–to one basis.  The service offers professional, specialist therapeutic and psychological support for students wishing to explore any difficulties they may be experiencing.

Contact details: 020 8231 2218 / counsellor@uwl.ac.uk

  • Students can reach out to Student Welfare if they are unsure of the support required and they will signpost students to the support required.

Contact details: 020 8231 2313 / student.welfare@uwl.ac.uk

  • The University has partnered with Togetherall, giving students access to 24/7 anonymous, private and confidential mental health and wellbeing support. Students can access this by logging on to https://togetherall.com/en-gb/  and creating an account using their UWL email address.

  • The Student’s Union (SU) aims to provide all students at the University with free, independent and confidential advice and representation in a friendly, relaxed environment.

Contact details: 020 8231 2276 / uwl.su@uwl.ac.uk

10. Return to study

Prior to their return to study, students will be advised to contact their course leader and personal tutor to confirm their return date and ensure an assessment of their requirements is undertaken. A meeting with students’ personal tutor should be arranged following their return to study and a flexible plan discussed and agreed that considers students’ requirements with breastfeeding and expressing breastmilk. Student Services and the Wellbeing team can also be contacted for advice and support if required.

10.1 Breastfeeding and resting facilities

The Equality Act 2010 explicitly protects students from less favourable treatment because of breastfeeding and students should be supported with their adjustment to motherhood. Students will be advised that the University provides specific rooms for rest and expressing breastmilk on each campus. A plan should be made with the students personal tutor or Wellbeing team prior to their return from maternity leave and a room booked via reception if required for rest and expressing breastmilk. The room will be lockable, contain a comfortable chair and have a power source should an electric pump be required. Students should be advised to bring a small cooler bag with icepacks for the safe storage of their expressed breast milk. Further information about expressing and storage of breastmilk can be found in section 14.

10.2 Breastfeeding in public places and infant feeding support

Students who are breastfeeding can continue to have access to University facilities or services when they are breastfeeding or if they have with them a baby under 26 weeks old provided that their baby is always supervised, and any health and safety risks identified can be resolved. Contact must be made with their personal tutor to discuss what appropriate arrangements can be made.

The Baby Friendly Initiative provides support for infant feeding and is committed to enabling a positive start for mothers and their babies through promoting positive relationships and evidence-based information and support about infant-feeding. Specific information about returning to work and study. Further Baby Friendly resources can be found in section 14.

11. Paternity

Students requesting paternity-related absence can apply for temporary leave, suspension of studies, or deferral of their course and should discuss their individual requirements with their personal tutor or course lead.

Partners of pregnant and new mothers will also be encouraged to discuss with their personal tutor if they require an extension or postponement for their studies. Student Services and the Wellbeing team can also be contacted for advice and support if required.

Students should be advised to contact Student Services (studentservices@uwl.ac.uk) for further advice or their local  Citizen’s Advice Bureau for further advice about their individual requirements.

12. Adoption

Students who have been matched for adoption are advised to inform their personal tutor in the first instance. For students who are the primary adopter, a plan will be developed in line with the guidance detailed in sections 6 and 7 (link here). Where the partner is the primary adopter, upon formal adoption of the child, students will be advised to discuss with their personal tutor to arrange time off from studies in line with the advice in section 11.

Where students have a stipend, NHS bursary or research council funding, they are likely to be allowed a period of paid adoption leave. Students will be advised to familiarise themselves with the terms and conditions of their award and contact Student Services (studentservices@uwl.ac.uk) for further advice.

13. Perinatal loss

Students will be encouraged to seek support from the Wellbeing team and inform their Personal Tutor or Programme Lead if they suffer a perinatal loss which may include undergoing a termination of pregnancy for fetal abnormality. This is to ensure they have the opportunity for advice regarding any financial implications and signposting to support and the development of an individualised support plan.

The still birth and neonatal death charity SANDS provides support to anyone affected by the loss of a baby and conducts research into the causes of perinatal loss and neonatal death.

14. Further external sources of support 

References 

Equality Challenge Unit (2010) Student pregnancy and maternity: implications for higher education institutions

Equality Act (2010) Equality Act 2010. HM Stationery Office, London