All pregnant staff are entitled to up to 52 weeks maternity leave regardless of length of service and must take a minimum of two weeks maternity leave. Whether you will receive pay or not during maternity leave depends on your length of service.
In line with all of the University family leave policies, this policy is inclusive. It applies to pregnant staff irrespective of their gender identity, sexual orientation, gender expression, biological sex, or if you are transitioning.
This guidance has been designed to act as a point of reference. For further details please refer to the full maternity leave policy.
Maternity Leave Policy
I'm having a baby, what do I need to do?
Pre-notification requirements
As a pregnant employee, you are required to notify your line manager of your intention to take maternity leave by the end of the 15th week before the EWC (Expected Week of Childbirth) (known as the 'qualifying week') - unless this is not reasonably practicable. Acceptable mitigation for failing to meet this requirement may include not knowing you were pregnant, or serious ill-health. If you have not informed your line manager in sufficient time, they must consider whether they can react sympathetically to the situation, and still allow you to take statutory maternity leave.
In addition to providing your line manager with a medical certificate (called a MAT B1) confirming the expected week of childbirth (if the employer requests this) you must also tell your line manager:
- that you are pregnant
- the week your baby is due
- when you would like your maternity leave to start.
You can choose when you want your maternity leave to start as long as this is no more than 11 weeks before the EWC and not starting later than the day after the day of childbirth. You can change your mind about when you want your maternity leave to start as long as you give your employer at least 28 days' notice of the revised start date, unless this is not reasonably practicable.
When you inform your employer that you are pregnant, the University must acknowledge this, and confirm in writing, within 28 days of receiving the notification the date that the you are due to return to work following your leave. For help and support on doing this please contact the HR Advisor/ Business Partner for your area.
Meeting with your HR Advisor
This informal meeting will guide you through the maternity policy, your pay schedule during maternity leave, the use of KIT days as well as providing you with the opportunity to ask questions.
Your HR Advisor will be your key contact during your pregnancy, maternity leave and upon your return to work.
Our HR Advisors understand all maternity cases are not the same, and you may need more or less support throughout your pregnancy.
It is recommended you send your risk assessment form to your HR Advisor before your meeting to discuss any adjustments that may be required.
After this meeting your HR Advisor will guide you on next steps, relevant policies and notifcations required in an email.
Attending ante-natal appointments
You are entitled to attend ante-natal appointments that have been recommended by a doctor or appropriate health official. You are encouraged to make appointments at a time that is convenient to the University, but must not be refused permission to attend an appointment.
Maternity pay
The pay schedules below are dependent on your length of service at the University.
Current rate of Statutory Maternity Pay (SMP) can be found at https://www.gov.uk/maternity-pay-leave/pay.
Maternity Pay entitlement is dependent on your length of service at the University. Eligible members may be eligible to:
- Occupational Maternity Pay up to 18 weeks of full pay and 21 weeks at Statutory Maternity Pay (SMP);
- Six weeks at 90% of your average weekly earnings and 33 weeks of Statutory Maternity Pay; or
- Maternity Allowance.
Your HR advisor will meet with you to understand your leave plan and confirm your maternity pay arrangement.
Option one - 52 weeks service at 15th week before expected week of childbirth
- 18 weeks of full pay
- 21 weeks of SMP (or 90% of earnings)
- Additional leave is unpaid.
Option two – more than 26 but less than 52 weeks service prior to 15th week before expected week of childbirth
You will be entitled to 39 weeks’ pay during your maternity leave as follows:
- six weeks at 90% of your average weekly earnings
- 33 weeks’ at SMP* rate.
Option three – less than 26 weeks service prior to 15th week before expected week of childbirth
You are not eligible to receive occupational maternity pay or statutory maternity pay, however you may be eligible to receive 39 weeks’ maternity allowance.
Keeping in Touch Days (KIT)
During their maternity leave an employee may, by mutual agreement with the line manager, work for the purposes of “Keeping in Touch”. These “KIT” days are paid at their normal rate of pay, with a maximum of 10 being available.
Both employer and employee may find it useful to use some of the KIT days to ease the employee's return to work. If this is the case, the employer should agree with the employee what work they will be doing on the KIT days and what they will be paid.
Annual leave accrual
Employees on maternity leave continue to accrue annual leave, bank holiday and closure days throughout your maternity leave period. You may wish to make this policy available to employees to explain about holidays accrued before and during maternity leave.
Stillbirth and miscarriage
In the distressing event of a stillbirth after the 24th week of pregnancy, you will be entitled to take maternity leave or paternity/partner leave and be paid in the same way as a live birth.
If you have a miscarriage in the first 24 weeks of pregnancy, there is no entitlement to maternity leave or pay however you will ordinarily qualify for sick pay.
The University recognises that a situation such as stillbirth or miscarriage can be a shocking experience which may feel traumatic and employees may wish to contact the University’s Employee Assistance Programme, Health Hero, for further advice, support and counselling.
Where can I find bereavement support?
In the event that you have suffered a bereavement, please contact your line manager in the first instance who can provide support and guidance at this difficult time.
Our Employee Assistance Provider (EAP), Health Hero, can be contacted 24 hours a day, 365 days a year and is completely free of charge. Talk in confidence with one of their qualified team members, or access online resources.
You can also find information about understanding and managing grief from the charity Cruse.
Cruse offers support, advice and information to children, young people and adults when someone dies. The Cruse website has articles on grief and bereavement and resources to help support you and others. The helpline number is 0808 808 1677 and is open Monday 9.30am-5pm, Tuesday-Thursday 9.30am-8pm, Friday 9.30am-5pm (excluding bank holidays).
Please see attached the bereavement leave policy for more details.
HR process
- Inform HR and Line Manager of pregnancy.
- An HR Advisor will be allocated to you and they will arrange a meeting with you to discuss the pregnancy, the maternity policy and to answer any questions.
- The HR Advisor will send you a maternity letter which acknowledges the pregnancy notification.
- The HR Advisor will then send you an email confirming what was discussed and then your line manager, can start working through the line manager planning checklist and the risk assessment record.
- The risk assessment should then be sent to HR and Health and Safety to assess if any adjustments need to be made.
- Once the MAT B1 and the Maternity Notification form is received the HR Advisor will then send a Confirmation of Maternity letter.
- The HR Advisor will update payroll and the HR system so that you get paid correctly.
Arranging a pre-maternity leave meeting
As the line manager you will need to hold a meeting with the employee and HR and clarify when they would like colleagues to be made aware of their pregnancy. Also clarify if they have any particular concerns relating to the work that they are doing or any particular health issues that need to be addressed. Discuss whether any relevant adjustments can be made to their work.
The Maternity Leave Notification form form should be completed to provide notification of the intention to take maternity leave. The original MAT B1 certificate should be attached to the form. You should ask your employee to return the completed form and attached MAT B1.
Maternity risk assessment
Workplace risk assessments should already consider any risks to employees of childbearing age and, in particular, risks to new and expectant birthing persons (for example, from working conditions, or the use of physical, chemical or biological agents). Employers notified that an employee is pregnant, breastfeeding or has given birth within the last six months, should check their workplace risk assessment to see if any new risks have arisen since it was undertaken and, if they have, should take appropriate action to reduce, remove or control those risks. A specific, separate risk assessment for new and expectant birthing persons may help an employer decide if any additional action needs to be taken. We have included a risk assessment form for this purpose here:
If it is not possible to eliminate a risk then the employee should be removed from it and, if possible, moved to another job of similar status where there are no risks to them or their unborn child. If this is not possible it might be necessary to suspend the employee on full pay until a suitable job is available.
Managing requests for flexible working
It is relatively common for an employee to ask to return to work on a part time or flexible basis after maternity leave. The University is not necessarily required to agree to such a request but should consider whether requiring the employee to work full time is objectively justified. Requests for flexible working need careful consideration.
Line Manager checklist
- Arrange a pre-maternity leave meeting.
- Organise a risk assessment.
- Ensure that your employee has submitted their Mat B1 to the HR Helpdesk.
- Organise maternity cover - raise a headcount control if necessary.
- Keep in reasonable contact with your employee whilst they are off.
- Support them on their return to work.
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