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What is a Menopause Policy?
A Menopause Policy outlines a business’ approach to supporting staff members who are experiencing the menopause (including perimenopause). Menopause Policies help ensure that employers comply with their legal obligations, especially with regard to health and safety and equal opportunities.
When should I use a Menopause Policy?
Use this Menopause Policy:
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to create and foster a supportive working environment (for existing staff members and job applicants)
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to maintain the health and safety of your workforce
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to help your business comply with equal opportunities legislation (including by avoiding discrimination and making reasonable adjustments for disabilities)
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if you are based in England, Wales or Scotland
Sample Menopause Policy
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MENOPAUSE POLICY
Statement and Purpose of Policy
- (the Employer) is committed to providing an inclusive and supportive working environment to all staff members throughout all stages of their working lives.
- The Employer recognises that staff experiencing the menopause, whether before (i.e. perimenopause), during or after the period of hormonal change and associated symptoms, may need additional consideration, support and adjustments.
- The Employer recognises that the menopause and menopausal symptoms may not only affect women but also non-binary, transgender and intersex people.
- The Employer is committed to creating and providing a supportive work environment, so that anyone experiencing the menopause feels confident raising any issues they may have due to their menopausal symptoms and requesting reasonable adjustments at work.
- This Policy forms part of the Employer’s commitment to ensuring the health, safety and overall well-being of its workforce. This Policy is designed to prevent menopausal symptoms experienced by staff from being exacerbated in the workplace.
- This Policy does not form part of any employment contract and the Employer retains the right to amend it at any time, in its absolute discretion.
Scope
- This Policy applies to all employees, irrespective of seniority, tenure, and working hours, including all directors and officers, casual or agency staff, trainees, interns, fixed-term staff, volunteers, workers and contractors (the Staff Members).
Aims of This Policy
- The Employer understands its obligations under relevant health and safety legislation and the Equality Act 2010 and is committed to ensuring equality and diversity in the workplace. This Policy, alongside the Employer’s Health and Safety Policy and Equal Opportunities Policy implements part of this commitment to equality and diversity.
- This Policy aims to:
Make managers aware of the menopause, its symptoms and how it may affect Staff Members.
Make managers aware of how they can support Staff Members experiencing the menopause at work.
Create and maintain a positive and supportive working environment, in which Staff Members feel able to speak freely and openly about the menopause in a respectful and supportive manner.
Raise awareness and understanding about the menopause, its symptoms and potential effects among all Staff Members.
Enable Staff Members experiencing the menopause to continue to work effectively in their role.
Outline what support and reasonable adjustments are available to Staff Members experiencing the menopause.
Help the Employer recruit and retain Staff Members who are experiencing the menopause.
What is the Menopause?
- The menopause occurs when the body’s oestrogen levels fall and the body no longer releases eggs.
- The menopause is part of the normal ageing process and usually affects those between the ages of 45 and 55. However, the menopause may also:
Occur early, before the age of 40 (known as ‘premature menopause’).
Be brought on suddenly through medical or surgical intervention (known as ‘medical/surgical menopause’). For example, because the ovaries are damaged or removed or due to an underlying health condition.
- The menopause can be divided into different phases:
Perimenopause is the period leading up to the menopause, where symptoms may be experienced. This can begin several years before the menopause.
Menopause is when someone’s period stops altogether. This phase is considered to have started when someone hasn’t had a period for 12 months.
Post-menopause is the period after the menopause. Menopause symptoms tend to continue for a while during post-menopause.
- Throughout this Policy, the term ‘menopause’ refers to all phases of the menopause.
Symptoms of the Menopause
- The menopause can result in various physical, mental and emotional symptoms. These menopausal symptoms include, but are not limited to:
Hot flushes;
Heart palpitations;
Headaches and migraines;
Muscle aches and joint pains;
Difficulty concentrating;
Memory problems;
Mood swings; and/or
Difficulty sleeping.
For more information on menopausal symptoms, see the NHS guidance (https://www.nhs.uk/conditions/menopause/symptoms/).
- The Employer recognises and acknowledges that:
The menopause may not be an easy process for everyone.
The menopause can affect physical, psychological and emotional health and can, as a result, significantly impact an affected Staff Member’s ability to work and their relationships with colleagues.
Everyone’s menopausal symptoms are different and Staff Members may have unique experiences with the menopause.
The Equality Act 2010
- While the Equality Act 2010 does not specifically address the menopause, any unfair treatment due to the menopause may amount to discrimination based on the protected characteristics of sex, age, disability or gender reassignment.
- Staff Members experiencing menopausal symptoms may be protected under the Equality Act 2010 from prohibited conduct in the form of discrimination, harassment, victimisation or the Employer’s failure to make reasonable adjustments. For more detailed information on these types of prohibited conduct, see the Employer’s Equal Opportunities Policy.
Disability and Reasonable Adjustments
- Under the Equality Act 2010, the menopause in itself is not a disability. However, if menopausal symptoms have a long-term adverse effect on the ability of a Staff Member to carry out normal day-to-day activities, it may be considered a disability. The Employer has a duty to make reasonable adjustments to alleviate disadvantages caused by a disability.
- Even where a Staff Member’s menopausal symptoms do not amount to a disability, the Employer will consider making adjustments to support the Staff Member and enable them to fulfil their role.
- Examples of reasonable adjustments the Employer may consider include, but are not limited to:
Health and Safety and Risk Assessments
- Under applicable health and safety laws, the Employer has certain obligations and responsibilities. These include responsibilities to:
Ensure the health, safety and welfare of its workforce; and
Carry out health and safety risk assessments.
- When carrying out health and safety risk assessments the Employer considers the specific needs of menopausal Staff Members, including their needs in relation to:
Ventilation;
Workplace temperature;
Access to toilet and washing facilities;
Access to sanitary products;
Access to drinking water;
Workforce working times; and
Workforce break times.
- Staff Members should report any concerns about workplace health and safety to their line managers or the HR Department as soon as possible.
- More information about workplace health and safety is set out in the Employer’s Health and Safety Policy.
Responsibilities
Staff Members
- Staff Members have various workplace responsibilities, including but not limited to:
Ensuring their own health and well-being. This includes raising any specific issues or concerns related to the menopause that they have with their managers and/or the HR Department;
Being open and honest when having conversations with their managers and/or the HR Department if they need support with menopausal symptoms;
Seeking advice from their GPs and the Employer’s should any menopause symptoms affect their ability to perform their job;
Treating others with respect and being willing to help and support their colleagues;
Understanding any necessary adjustments their colleagues are receiving due to any menopause symptoms they may be experiencing; and
Reporting any instances of harassment, bullying, victimisation or discrimination experienced because of issues related to the menopause in accordance with the Employer’s Equal Opportunities Policy. Anyone found to have harassed, bullied, victimised or discriminated against a Staff Member because of the menopause may be subject to disciplinary proceedings under the Employer’s Disciplinary Procedure.
Managers
- Managers have various workplace responsibilities, including but not limited to:
Understanding the menopause, its symptoms and how it can affect Staff Members and the workplace;
Making Staff Members aware of the Employer’s Menopause Policy;
Attending all training provided by the Employer;
Fostering an open and supportive work environment where Staff Members are able to discuss how the menopause is affecting them, including by ensuring that Staff Members feel able to ask for help and support;
Speaking openly to Staff Members that they manage about the menopause in a sensitive, respectful and supportive way;
Familiarising themselves with and understanding what changes to the workplace or reasonable adjustments may be considered to support Staff Members;
Considering any communication and requests for support or adjustments from Staff Members they manage in a sympathetic and confidential manner;
Ensuring and facilitating an ongoing dialogue on and regular review of any agreed changes to the workplace or reasonable adjustments for Staff Members they manage; and
Seeking further advice (e.g. from the HR Department or the Employer’s) where necessary.
HR Department
- The HR Department has various workplace responsibilities, including but not limited to:
Providing clear guidance and support to managers on menopause-related issues;
Providing training for managers and Staff Members on:
The menopause, including what it is and common symptoms;
How to have an open dialogue about concerns related to the menopause;
How to discuss reasonable adjustments;
What support is available, within the Employer’s business and from external sources; and
The menopause and the law.
Ensuring that the work environment does not exacerbate Staff Members’ menopausal symptoms by ensuring that the Employer’s health and safety risk assessments consider the specific needs of menopausal Staff Members;
Providing support, advice and guidance to managers about how to handle and address absence and performance issues related to the menopause
Recruitment and Selection
- The Employer will use objective criteria during the recruitment and selection process. This includes taking steps to ensure that menopausal applicants are not disadvantaged and that applicants are not discriminated against due to their age, sex, disability or gender reassignment.
- For more information on the recruitment and selection process, see the Employer’s Equal Opportunities Policy.
Promotion and Training
- The Employer will use objective criteria when making decisions about promotions or training. This includes taking steps to ensure that promotion and training opportunities do not discriminate against Staff Members experiencing menopausal symptoms.
- For more information, see the Employer’s Equal Opportunities Policy.
Absences from Work and Performance Management
- Absences from work which are related to the menopause will be handled under the Employer’s Sickness Policy. This means that a Staff Member’s absence due to their menopausal symptoms will be treated in the same way as other sickness absences, with the same sick pay and leave entitlements.
- Any time taken off work due to a Staff Member’s menopausal symptoms will not be taken into account when assessing that Staff Member’s potential for promotion, pay increase or redundancy, nor will it trigger formal action under the Employer’s Sickness Policy.
Confidentiality
- The Employer understands that the menopause can be a stressful and challenging time and will treat any issues related to the menopause with the utmost confidentiality.
- The Employer will not disclose any information about a Staff Member’s health, including the effects of their menopausal symptoms, without their consent.
- In the event that a Staff Member agrees to such a disclosure, the Employer will, before making a disclosure, agree with the Staff Member:
What information may and may not be disclosed to colleagues; and
Who will be told this information and by whom.
Review and Further Information
- This Policy and the practices and procedures that it outlines will be regularly reviewed by the Employer, to ensure that it is working in practice and that all of the Employer’s obligations under health and safety and equality laws are met.
- This Policy supplements the Employer’s Equal Opportunities Policy and should be considered alongside the Employer’s other policies, such as its:
Health and Safety Policy.
Sickness Policy.
Grievance Procedure.
- Staff Members can obtain access to a copy of any of the other policies referred to within this Policy by contacting the HR Department and/or their line managers.
- The Employer encourages Staff Members to comment on this Policy and suggest ways in which it might be improved or to ask any questions if they are unsure about any part of this Policy or how it is applied, by contacting the HR Department.
Attribution
- This Menopause Policy was created using a document from Rocket Lawyer (https://www.rocketlawyer.com/gb/en).
About Menopause Policies
Learn more about making your Menopause Policy
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How to make a Menopause Policy
Making a Menopause Policy online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.
To make your Menopause Policy you will need the following information:
The employer
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What is the employer’s name?
Support and resources
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Which key types of reasonable adjustments will the employer consider making?
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Does the employer offer referrals to an Occupational Health Provider (OHP) and/or an Employee Assistance Programme (EAP)?
Other policies
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Which HR policies does the employer have in place?
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Common terms in a Menopause Policy
Menopause Policies set out how a business supports staff members affected by the menopause. To achieve this, this Policy covers:
Statement and purpose of Policy
This section explains why the Menopause Policy is important and provides a brief overview of why it is being adopted by the employer.
Scope
This section details who the Menopause Policy applies to.
Aims of this Policy
This section explains what the employer aims to achieve by adopting the Policy.
What is the menopause?
This section explains what the menopause is and when it occurs.
Symptoms of the menopause
This section outlines some of the symptoms of the menopause. It also contains the employer’s acknowledgement that everyone may experience different menopausal symptoms.
The Equality Act 2010
This section explains how the Equality Act 2010 relates to the menopause, detailing the types of conduct menopausal staff members are protected from (eg discrimination). It contains references to the employer’s Equal opportunities policy and, where relevant, its Anti-harassment and bullying policy.
Disability and reasonable adjustments
This section explains when the menopause may be considered to be a disability under the Equality Act 2010 and when reasonable adjustments may be made. It also details the key types of reasonable adjustments that the employer will consider making to support employees.
Health and safety and risk assessments
This section addresses the employer’s health and safety obligations and how these relate to the menopause. Specifically, this section addresses how employers consider the specific needs of menopausal staff members when carrying out workplace risk assessments.
Responsibilities
This section details the responsibilities of staff members in relation to the menopause. It specifically addresses the responsibilities of:
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staff members affected by the menopause
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all managers, and
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the HR department
Recruitment and selection
This section explains that the employer relies on objective criteria during their recruitment process, including ensuring that menopausal job applicants are not disadvantaged or discriminated against. This section also contains references to the employer’s Equal opportunities policy or Recruitment policy.
Promotion and training
This section explains that the employer relies on objective criteria when making decisions about promotions or training.
Absences from work and performance management
This section explains that absences due to the menopause will be handled in accordance with the employer’s Sickness policy. It also clarifies that time taken off work due to symptoms of the menopause will not be taken into account when making decisions about staff members’ employment.
Occupational Health Provider (OHP) and/or Employee Assistance Programme (EAP)
Where relevant, this section explains that staff members can be provided with referrals to the employer’s Occupational Health Provider (OHP) and/or Employee Assistance Programme (EAP).
Confidentiality
This section acknowledges that the menopause can be a stressful and challenging time and explains that any disclosed issues related to the menopause will be treated with the utmost confidentiality. It also clarifies that the employer will not disclose any information about a staff member’s health, including the effects of their menopausal symptoms, without their consent.
Review and further information
This section sets out how and when the Menopause Policy will be reviewed and encourages staff members to comment on the Policy. It also includes details of the employer’s other policies that supplement this Menopause Policy and where they can be found.
If you want your Menopause Policy to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Menopause Policy for you, to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.
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Legal tips for making a Menopause Policy
Take active steps to implement your Menopause Policy
Simply making a Menopause Policy doesn’t mean that you have complied with all applicable legal obligations to ensure staff health and safety and avoid discrimination. Make sure that you:
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only make commitments in the Menopause Policy that are appropriate and that you can realistically meet
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take steps to properly implement the Menopause Policy (eg by bringing it to the attention of all staff members, especially managers)
Consider what other policies you should adopt to supplement the Menopause Policy
This Menopause Policy assumes that you already have the following policies in place:
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an Equal opportunities policy, setting out how you prevent workplace discrimination and ensure equal opportunities
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a Health and safety policy, setting out how you ensure workplace health and safety
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a Sickness policy, detailing how you manage sickness-related absences (including sick pay)
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a Disciplinary procedure, outlining the steps that will be taken to deal with any disciplinary issues
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a Grievance procedure, detailing how workplace grievances can be raised and how they will be dealt with
If you do not yet have these in place, consider making them. Alternatively, you can use an Employee handbook to consolidate your workplace policies in one place.
Other policies you may wish to adopt to supplement this Menopause Policy include:
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an Anti-harassment and bullying policy, setting out your approach towards preventing workplace bullying and harassment
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a Recruitment policy, detailing how you ensure equality during the recruitment process
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a Flexible working policy, explaining how staff members can request flexible working
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a Hybrid working policy, outlining your hybrid working model (eg working in the office 2 days per week and working from home the remaining 3 days per week)
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a Working from home policy, setting out in what circumstances your staff members can work from home
For more information on employment policies, read HR policies and procedures. If you have any questions, do not hesitate to Ask a lawyer. If you require any bespoke policies drafted, consider using our Bespoke drafting service.
Understand when to seek advice from a lawyer
Ask a lawyer if:
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this document doesn’t meet your needs
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you employ staff located outside England, Wales and Scotland
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you are based outside England, Wales and Scotland
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Menopause Policy FAQs
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What is included in a Menopause Policy?
This Menopause Policy template covers:
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aims of the Policy
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what the menopause is and its symptoms
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how the menopause affects the employer’s obligations in relation to health and safety and equality
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the key types of reasonable adjustments the employer may make
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how the employer supports staff members affected by the menopause
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the responsibilities of staff members, managers and the HR department
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Why do I need a Menopause Policy?
While having a Menopause Policy isn’t a legal requirement, it is a good way to promote staff well-being and ensure all staff members, regardless of age or gender, feel valued and supported, contributing to a more transparent and empathetic workplace environment. By adopting a clear Menopause Policy, employers:
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facilitate open communication between staff members
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ensure staff members feel supported at work while going through the menopause
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reduce the physical and emotional challenges associated with the menopause
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raise awareness about the menopause, its symptoms and its effects
Menopause Policies also help employers comply with their other legal obligations, especially those under the Equality Act 2010 and relevant health and safety legislation.
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What is the menopause and what are its symptoms?
Menopause occurs when the body’s oestrogen levels fall and the body no longer releases eggs. The menopause is part of the normal ageing process and usually affects those between the ages of 45 and 55. However, it may also occur early, for example:
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before the age of 40 (ie premature menopause)
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suddenly, through medical or surgical intervention (ie ‘medical/surgical menopause’). For example, because the ovaries are damaged or removed or due to an underlying health condition
The menopause can result in various physical, mental and emotional symptoms, including:
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hot flushes
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heart palpitations
-
headaches and migraines
-
difficulty concentrating and memory problems
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mood swings
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difficulty sleeping
For more information on the menopause and its symptoms, see the NHS’ guidance.
It is crucial that employers bear in mind that the menopause may have different effects on different individuals and that everyone experiences it differently. As a result, a one-size-fits-all approach does not work and employers (and managers) have to make sure to tailor and support assistance to each individual staff member.
For more information, read Menopause in the workplace.
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Who is affected by the menopause?
The menopause is a natural biological process that primarily affects individuals who are assigned female at birth (ie those with female reproductive systems). However, it is crucial that employers understand that it is not only women who experience the menopause. Some transgender men, non-binary people, intersex people and people with variations in sex characteristics may also experience menopause.
It is crucial that employers understand that various staff members may be affected by the menopause. Care must be taken not to discriminate against anyone because of their menopausal symptoms (eg a transgender man being discriminated against for experiencing the menopause).
For more information, read Menopause in the workplace.
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Why is the menopause a workplace issue?
The menopause is a workplace issue due to its impact on staff well-being and health. As a result, it is crucial for employers to gain a thorough understanding of the menopause and its associated symptoms. By increasing awareness, employers can better assist their staff in maintaining confidence, productivity and overall well-being.
While the menopause predominantly affects women and people who menstruate, it is imperative to include everyone in relevant training and discussions. Those who may not personally experience menopause can still benefit from this knowledge, enabling them to provide support to those who do and fostering inclusivity and destigmatisation within the workplace.
Employers who prioritise the implementation of a Menopause Policy demonstrate their commitment to safeguarding the health and well-being of their workforce while also safeguarding the business’ interests.
For more information, read Menopause in the workplace.
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How is the menopause relevant to work?
There are various ways in which the menopause is relevant to the workplace. These include:
Health and safety legislation
All employers in the UK have a duty to ensure the health and safety of their workforce. This includes carrying out risk assessments to determine any relevant health and safety risks and to take steps to reduce such risks. As part of these health and safety responsibilities, employers must consider unique needs of all staff members including those affected by the menopause.
As a result, workplace risk assessments should consider which steps can be taken to ensure the health and safety of menopausal staff members.
For more information, read Health and safety and Risk assessments at work.
Equality legislation
Under the Equality Act 2010, staff members are protected from workplace discrimination, harassment and victimisation due to certain ‘protected characteristics’ (eg disability, age, sex and gender reassignment). Employers must make sure not to treat employees less favourably because of a protected characteristic.
While the experiencing of menopause in itself is not a protected characteristic, any less favourable treatment may be considered discrimination, harassment and victimisation based on a protected characteristic. For example, because the menopause typically affects those between the ages of 45 and 55 any less favourable treatment of an affected staff member may be considered age discrimination.
Similarly, employers must not treat sickness absences due to the menopause less favourably than other types of sickness absences. Further, a staff member’s absences from the workplace should not be taken into account when assessing that staff member’s potential for promotion, pay increase or redundancy.
Employers must also understand when the menopause may be considered a disability. This is normally the case when its symptoms have a long-term adverse effect on a staff member’s ability to carry out their normal day-to-day activities. In these circumstances, employers must consider making reasonable adjustments for the affected staff member.
For more information, read Menopause in the workplace.
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What are reasonable adjustments?
Reasonable adjustments are changes made to a workplace or working pattern to reduce any disadvantages related to a staff member’s (or job applicant’s) disability. When a staff member has a disability their employer must consider making adjustments and, where the adjustments are reasonable, they must be made.
Examples of reasonable adjustments related to the menopause include:
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offering flexible working arrangements (eg by making a clear Flexible working policy)
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relaxing workplace dress code or uniform requirements
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making homeworking arrangements
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moving workstations closer to openable windows
Where a staff member’s experience with the menopause amounts to a disability, their employer must consider making reasonable adjustments. This is detailed in this Menopause Policy.
This Menopause Policy also outlines the employer’s commitment towards making relevant adjustments for staff members whose experience with the menopause does not amount to a disability.
For more information, read Disability and reasonable adjustments.
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What are Occupational Health Providers and Employee Assistance Programmes?
Occupational health refers to a specialist branch of medicine focused on the health of staff in the workplace. An Occupational Health Provider (OHP) keeps staff members physically and mentally well at work. OHPs help keep staff members healthy and safe whilst at work and manage any risks in the workplace that are likely to give rise to work-related ill health.
An Employee Assistance Programme (EAP) is a workplace benefit provided by an employer. EAPs provide staff members with access to confidential support, professional advice and short-term counselling to help them deal with personal and work-related problems that are impacting their physical and mental well-being at work.
Employers don’t have to have OHPs and/or EAPs. However, offering such support and providing referrals to OHPs and/or EAPs is one of the most effective ways for employers to look after the well-being of their workforce, including staff members going through the menopause.
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