Menopause Policy

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1.Statement of Policy

Dyfed-Powys Police is committed to ensuring that all individuals are treated fairly with dignity and respect in their working environment. As an employer, Dyfed-Powys Police seeks to ensure that there is reasonable and appropriate support to those individuals experiencing the various stages of peri and post menopause. It is important that Dyfed-Powys Police understands the difficulties and anxieties of anyone affected and that we support those colleagues by raising awareness, training and development for leaders, line managers and other colleagues.

The Menopause is, for many women a natural and inevitable stage of life and is often considered to affect women in their late forties or early fifties.

However, younger women can also be affected due to a premature, medical or surgical menopause. It can also affect transgender and non-binary people. Male Menopause is also recognised.

Whilst many do not suffer with any symptoms, others may cope well with the physical and emotional changes that menopause brings, but for others it is important to recognise that these can cause difficulties both in, and outside of, work and it is important to provide support to those who need it.

There are 3 stages of the Menopause – Perimenopause, Menopause and Post Menopause.

The Menopause is often considered a taboo or ‘hidden’ subject and is often misunderstood due to the lack of information and discussion on the subject.

In contrast to this Dyfed-Powys Police wants everyone to understand what the menopause is, and for individuals to be able to talk about it openly, without embarrassment. This is not just a matter for women and other people going through the menopause, men also have an important role in supporting their colleagues, friends and families.

According to the British Medical Council report from 2022, between 1 and 3% of women experience the menopause without obvious cause before the age of 40, and between 5 and 10 % experience it between ages of 40 and 44. This is known as premature menopause or premature ovarian insufficiency. Surgical and medical treatments and some conditions, such as a hysterectomy, fertility treatment, endometriosis, and hormone therapy can bring about menopause symptoms. The changes occurring in the body can be mild to severe and in some cases the symptoms can be debilitating. Without the appropriate support many colleagues may be left feeling isolated and vulnerable.

This policy sets out information on providing the right support to manage menopausal symptoms at work.

For staff, this policy is not contractual and does not form part of the terms and conditions of employment. Should Dyfed-Powys Police wish to amend the policy then individuals will be consulted on the proposed changes via the recognised Trade Union and staff support networks. This policy should be read in conjunction with the Menopause guidance document.

Applies (but not limited) to: All categories of Dyfed-Powys Police officers and staff, whether full-time, part-time, permanent, fixed term, temporary (including agency staff, associates and contractors), seconded staff and volunteers. Police Officers, staff and volunteers accessing and using Force assets and property must have due regard to the contents of this policy.

2. Policy Scope

The aim of the policy is to: -

Create an environment in which individuals can openly and comfortably instigate conversations or engage in discussions about menopause.
Ensure everyone understands what menopause is, can confidently have good conversations, and are clear on the Force’s policy and practices, supported by Human Resources and Occupational Health.
Provide support to any member of staff impacted on by the symptoms of menopause in the home environment whereby their spouse, partner or someone they live with is potentially suffering with severe menopausal symptoms.
Educate and inform managers about the potential symptoms of menopause, to empower them with the knowledge to support their colleagues.
Ensure that anyone experiencing menopause symptoms feels confident to raise the topic, to discuss the support available to them.

This policy, and the associated guidance document applies to all Dyfed-Powys Police Officers, Staff, Special Constables and Volunteers.

3. Powers and Policy/Legal Requirements

There are two main strands of law that may relate to the perimenopause and menopause:

The Equality Act 2010 protects workers against discrimination. This includes because of their sex, a disability and their age. The Gender Equality Duty (under the 2010 Act) sets out an obligation to promote gender equality and eliminate discrimination.

The Health and Safety at Work Act 1974 says an employer must, where reasonably practical, ensure health, safety and welfare at work.

The following legal context should also be considered:

Section 2 of the Health and Safety at Work Act (1974): employers must ensure the health, safety and welfare at work of all employees.
Workplace (Health, Safety and Welfare) Regulations (1992): establishes a duty on employers to make workplaces suitable for all employees.
Management of Health and Safety at Work Regulations (1999): these require employers to undertake risk assessments and prevent employees being exposed to risks.

Internal:

Dyfed-Powys Police Menopause Guidance

4. Options and Contingencies

Responsibilities of individuals

All officers, staff and volunteers must -

Take personal responsibility for their own health.
Seek medical advice if needed. Refer to “Symptom checklist” and “Menopause and your GP” documents.
If struggling with symptoms, especially where they may affect their work, raise this with their line manager.
If officers, staff or volunteers feel unable to speak to their line manager, or their line manager is not supportive, they can speak to HR, their Union/Federation, Support Network or staff from occupational health.
Whoever they speak to, being open and honest in conversations with those people is key.
Contribute to a respectful and productive working environment.
Be willing to help and support other colleagues.
Seek to understanding any necessary adjustments colleagues may be receiving as a result of menopausal symptoms.

Responsibilities of Line Managers

All line managers must -

Familiarise themselves with the Menopause Policy, guidance document, risk assessment checklist and associated documents, links to which are included in the Menopause guidance documents.
Be ready and willing to have open discussions about menopause, appreciating the personal nature of the conversation and treating the discussion sensitively and professionally.
Consider the impact of any unexpected changes to an individual’s role and/or place of work, for example individuals being required to attend (sometimes at short notice) incidents and/or scenes and ensuring that suitable facilities are available.
Use the menopause guidance document to signpost individuals to support and advice and together agree how best they can be supported, and any adjustments required.
Work with the individual to complete a risk assessment. Refer to “Risk Assessment” document. Line managers have a legal duty to ensure working conditions do not exacerbate a person’s symptoms, a risk assessment could also identify adjustments that could help an employee perform to their full potential.
Record any reasonable adjustments agreed and any actions. Refer to “Work and Wellbeing passport” document. Someone with menopausal symptoms should be supported in the same way as an employee with any ongoing health conditions. Small adjustments to someone’s job or working pattern can help them manage their symptoms and continue to perform well in their role. The individual is usually best placed to recognise what might help them, so managers should have open conversations with members of their teams.
Ensure ongoing communication with individuals by agreeing review dates, monitoring any agreed adjustments.

Where adjustments are not helpful, or if symptoms change or worsen, the Line Manager must -

Discuss with the individual a referral to Occupational Health for further medical advice.
Complete a referral for the individual to the Occupational Health Unit.
Review Occupational Health advice and implement any recommendations where reasonably practical.
Update the work and wellbeing passport and continue to review regularly.
Continue to have open and honest conversations with the individual.

Responsibilities of Human Resources

Members of the Human Resources team:

Offer guidance to managers on the interpretation of the policy and guidance documents.
Attend training sessions, and develop briefing sessions for staff;
Monitor and evaluate the effectiveness of this policy in respect of related absence levels and performance.

Responsibilities of Occupational Health Team

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 (refer to guidance document for more information);
Provide support and advice to HR and Line Managers in determining and agreeing reasonable adjustments, if required.
Monitor referrals due to menopause symptoms and provide additional signposting, where required.
Attend training sessions, and develop briefing sessions, for staff;

Responsibilities of Unison, Federation and Staff Support Networks.

Talk openly about the Menopause.
Provide helpful information and material.
Let individuals know how and where they can access help and support.
Promote any helpful training guidance.

The Code of Ethics principles relevant to this policy -

Courage
Respect and Empathy
Public Service

5. Take action and review.

Dyfed-Powys Police monitors the application of this policy and has discretion to review it at any time through the appropriate consultation mechanisms and in light of any developments in employment legislations and good employment practice.

Responsibility for the implementation, monitoring and development of this policy lies with the People & Organisation Development team. This policy will be overseen by the People, Culture & Ethics Board.

CODE OF ETHICS CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.

HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.

EQUALITY IMPACT ASSESSMENT

Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.

The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:

eliminate discrimination, harassment, victimisation, and any other conduct that is unlawful under the Act;
advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it;
foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.

Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty.

EQUALITY IMPACT ASSESSMENT COMPLETED: May 2025