Student Pregnancy Maternity and Adoption Guidelines

These guidelines cover all registered students, including

• undergraduate students
• postgraduate taught students
• doctoral students

The guidance applies to:

• new mothers starting their studies
• those who become pregnant during their studies
• those who give birth during their studies
• students whose partners are pregnant
• any student who is the partner of someone who is pregnant and expects to be responsible for the child
• any student becoming a parent, for example through adoption or a parental order.

Additional support and advice is available from the Inclusion and Disability Service.

The health and safety of a new or expectant student will be of paramount importance at all times, and all students covered by this guidance should be dealt with in a sensitive and non-judgmental manner.

Only members of staff who need to be informed for valid reasons will be informed of the student’s circumstances and this will be done only with the student’s prior consent.

We believe that becoming pregnant or caring for a child should not in itself prevent any student from succeeding in their studies. We’re committed to showing flexibility to facilitate a student’s success, making sure no student is disadvantaged whilst at the same time ensuring that academic standards and the health and safety of the student and their child are not compromised.

The degree of flexibility that can be offered will vary between programmes of study, but all Faculties and Departments should follow the guidelines set out in this document.

The guidance focuses primarily on study-related matters, but sources of help and advice on related issues can be found at the end of this document.

When a student finds out they are pregnant, they are encouraged to contact the Inclusion and Disability Service by emailing [email protected] or calling 0161 247 3491. We also encourage them to meet with their tutor or supervisor to inform them of the pregnancy.

The Inclusion and Disability Service will offer the student a dedicated worker who will provide support and information. They’ll enable the student to balance the management of their pregnancy with the continuation of their studies. This might include information about academic, financial or wellbeing support.

Ideally, notification should be given as early as possible into the pregnancy but no later than 15 weeks before the due date. This is so that the we are able to provide the appropriate support to the student including:

• an assessment of any hazards
• the completion of a risk assessment
• the implementation of additional measures  to address risk to the new or expectant mother and child
• a discussion with the student to find out how the pregnancy is likely to impact on their studies

If the student is on a placement at the time the pregnancy is confirmed or is due to start a placement during the pregnancy, the student should also inform the placement provider of the pregnancy.

Undergraduate and Postgraduate Taught students

The student and the Student Records Operations Team should receive a copy of the Student Pregnancy and Maternity Support Form; this form will be completed by the student and the Inclusion and Disability Service and passed to the tutor for final completion.

The student’s permission should be established before passing on this information (including to any placement provider if appropriate) as required under the Data Protection Act.

Doctoral students

Doctoral students should submit an Application for Interruption (RD5) form via SkillsForge; this form will be reviewed by Doctoral Services and finally approved by the Head of Faculty Research Degrees.

If a student has not informed a member of staff of their pregnancy, generally, they should not be approached regarding a potential pregnancy unless they have notified the staff member of the pregnancy.

If there are particular health and safety concerns, which means that it is important to establish if the student is pregnant, the matter should be handled sensitively, on a one-to-one basis between the student and their tutor or supervisor. The tutor or supervisor should only take this step if he or she is concerned for the student’s health and safety.

Once the student’s pregnancy is confirmed, the steps below regarding study arrangements and health and safety should be followed.

A student may wish to discuss their options regarding the continuation of the pregnancy. In such cases the student should be directed to a suitable professional including their GP or organisations such as the FPA.

When the student informs their Inclusion Adviser and tutor or supervisor of the pregnancy, the staff member will discuss with the student how the pregnancy is likely to impact their study.

There may need to be an interruption of studies depending on when the baby is due. The student should inform the member of the academic staff of their intentions regarding any suspension of studies.

The student together with the member of the academic staff should consider the implications of this in terms of the academic requirements of the student’s programme. A student with a baby due near to the examination period might require a confirmation from a doctor that they are fit to sit exams.

Discussions around the procedure for extensions or pre-approved time off for medical or ante-natal appointments might also be needed.

The student may be able to consider submitting a piece of coursework early if there is sufficient time. The student should always discuss any assessment concerns with their key contact in their academic department. 

The Inclusion Service can provide advice and guidance on the process for submitting extension requests for coursework due to pregnancy-related illness.

If a student experiences complications as a result of the pregnancy and needs additional time off from study, they should inform their personal tutor as with any other absence on health grounds. If the time off impacts any assessment deadlines, the student can request an extension via the Moodle Unit Area (taught UG and PG students) or via SkillsForge (Doctoral students). 

Where a student continues to study during their pregnancy they should regularly review the effectiveness of any adjustments with their tutor or supervisor or other designated members of support staff; changes to the adjustments may be required as the pregnancy progresses.

A student is not obliged to commit to any particular arrangements around the expected commencement of maternity leave and the student need only give a minimum of 8 weeks’ notice before commencing maternity leave.

The student may be able to consider submitting a piece of coursework early if there is sufficient time. The student should always discuss any assessment concerns with their key contact in their academic department.

The Inclusion Service can provide advice and guidance on the process for submitting extension requests for coursework due to pregnancy-related illness.

Pregnant students may have additional difficulties during exams due to pregnancy-related conditions, such as back pain.

The Inclusion Service can request rest breaks for exams for pregnant students. Once a request has been made, the assessments team will identify the relevant exams and will notify the student that the adjustments have been put in place.

Pregnancy should not be considered as ill-health, but some hazards may present additional risks to new and expectant mothers and their children. Some simple additional precautions or minor changes to study arrangements will normally be all that is required to provide the additional protection.

Students are encouraged to inform their personal tutor or supervisor as soon as they know they are pregnant or if they are breastfeeding so that a risk assessment can be undertaken and if necessary, protective measures can be taken to protect them and their child.

It is the responsibility of the student’s personal tutor or supervisor to carry out a personal risk assessment (over and above any risk assessments already in place) for new and expectant mothers to assess the risks during their studies, including any placement or fieldwork due to be undertaken.

See New and Expectant Mothers Risk Assessment for Staff and Students for a generic risk assessment for new and expectant mothers. The student’s personal tutor/ supervisor should ensure that any adjustments or additional control measures identified to reduce the risk are implemented, taking into account any medical advice the new and expectant mother may have received.

Where a significant risk still exists which cannot be reduced to an acceptable level (which will be determined by the risk assessment but may include exposure to certain chemicals or radiation), the following actions may need to be taken:

• Apply reasonable adjustments to adjust the study conditions and or hours of study.
• Offer suitable alternative study arrangements if possible.
• Further advice can be sought from the Health, Safety & Wellbeing team in the Human Resources department.

If adjustments cannot be made and there are no alternative reasonable adjustments that can be applied to study arrangements the student should take a break in their studies as long as is necessary to protect the student’s health and that of the unborn child. The personal risk assessment should be periodically monitored and reviewed by the personal tutor/supervisor with the new or expectant mother throughout the duration of the pregnancy and following return to studies, or whilst still breastfeeding. Continual review is important as the capabilities of the individual may change – for example, reduced manual handling as the pregnancy progresses. The new or expectant mother should be encouraged to raise any concerns they have with their personal tutor/supervisor immediately.

A copy of the completed risk assessment should be sent to the Student Records Operations Team Office via the Assist Portal. Further information and guidance on performing risk assessments can be provided by the Health, Safety & Wellbeing team in the Human Resources department.

Students are entitled to take up to 52 weeks maternity leave. Please note international students must seek advice from the Immigration and Welfare team regarding their visa requirements.

Depending on the student’s circumstances and the statutory eligibility requirements, the student may be entitled to statutory maternity allowance, maternity pay, or if employed, entitled to payment from an employer or to funding via their sponsor.

We would normally expect maternity leave to begin from the 11th week before the expected week of childbirth up to the day childbirth occurs.

Students are required in line with employment law guidance to take two weeks compulsory leave of absence immediately following childbirth.

When planning for maternity leave the student may wish to be mindful of the structure of the academic year, although the legally mandated maternity/paternity leave of 2 weeks must be taken. The student may then consider 2 further options:

• a longer period of suspension of studies.
• a more bespoke arrangement that reflects, for example, specific study requirements or the time of year. This is likely to require negotiation with the academic department. If the student is studying on a professionally accredited course, it is essential that they discuss their proposed arrangements with the academic department first. 

Any student who is the partner of someone who has given birth is entitled to two weeks of parental leave. For the purpose of this policy, a partner is a person, whether of a different sex or the same sex, who lives with the mother or adopter and the child in an enduring family relationship but is not a relative of the mother or adopter. A relative is a parent, grandparent, brother, sister, aunt or uncle. Students should notify the Engagements team of their intention to take parental leave via [email protected] (taught UG and PG students) or [email protected] (Doctoral students).

Undergraduate and Postgraduate Taught Students

To request up to 52 weeks absence, the student should complete a Suspension Request Form online. 

On the form, you can indicate your last date of attendance and preferred return date. The suspension of your studies will need to be approved by your Programme Leader before it can be actioned.

After approval from the Programme Leader, the Student Records Operations Team will process the suspension request and then notify Residential Services, if the student is in University accommodation, Finance, and the Disability Service, where appropriate. The student will receive email confirmation that their suspension request has been processed.

Students should provide their suspension request form with a MATB1 certificate, proof of adoption or application of a parental order.

Approved suspension requests can then be recorded on QLS as a health reason so that SFE can award the appropriate funding.

Before submitting a request to suspend their studies, international students should contact the Immigration and Welfare Team to determine if there are implications to their visa status. The University is required to report any tier 4-registered Student who is suspended to UKVI. Such students may be required to leave the UK during their absence.

Doctoral Students

Research registered students should apply via the Application for Interruption (RD5) form in SkillsForge, and should be submitted with supporting evidence which will either be a MATB1 form or evidence of placement of a child for adoption. This will then be signed by the Principal Supervisor and submitted for approval. Once approved, the student’s submission date will be revised and students will be notified of the new date by Doctoral Services.

International students should consult the Immigration and Welfare Team before submitting the request, to understand if there are implications to their visa status. The University is required to report any tier 4-registered Student who is suspended to UKVI. Such students may be required to leave the UK during their absence.

Any student whose partner is pregnant, or who expects to share responsibility for raising a child with the mother, will be entitled to two weeks of parental leave. This is likely to include time off for medical and ante-natal appointments prior to, and after the birth, as well as a period of leave immediately following the birth, which is likely to be two weeks.

Undergraduate and postgraduate taught students should notify their tutor, such as a personal tutor, trusted tutor or supervisor, of when parental leave is due or has commenced and attach a copy of a MATB1 certificate, proof of adoption or application of a parental order.

Where time off due to parental leave impacts any assessment deadlines, the student can request an extension via the Moodle Unit Area. Further information on assessments is available on our website.

For students receiving research funding, it may be possible for a period of maternity support leave to be allowed. Students should contact their sponsor or provider and speak to their supervisor prior to arranging any leave.

Students about to become parents should inform their department of their circumstances as soon as possible. Only one member of a student couple jointly adopting may take leave. The other member of the couple may be entitled to take parental leave.

Students are entitled to take up to 52 weeks adoption or surrogacy leave providing they have either been newly matched with a child by a UK adoption agency or have received official notification from the relevant UK authority of the eligibility to adopt a child from abroad, or have a ‘parental order’ provided as part of surrogacy arrangements.

Depending on the student’s circumstances and the statutory eligibility requirements, the student may be entitled to statutory adoption pay, or if employed any payment from an employer, or funding via their sponsor.

In the sad event of a miscarriage, stillbirth or neonatal death the University will offer support to the student. Students and partners should be made aware of the support available at the University and externally.

If the student has not informed the University of the pregnancy then the opportunity to respond and offer support may be limited but once the University becomes aware it would be appropriate to approach the student, at a suitable time, to offer support.

If a student becomes pregnant again they may require additional support.

Helpful links include the Miscarriage Association, and SANDS, which supports parents who experience a stillbirth or a neonatal bereavement.  

Undergraduate and postgraduate students

Students should note that subject to funding rules, funding may stop when suspension begins; students should seek further advice on their financial circumstances from their funding body or the Students Union Advice Centre which can review funding entitlement and advise on possible benefits entitlements.

Students who are pregnant, or students with pregnant partners, may also find it useful to contact the University’s Student Financial Support Service to see if they are eligible for support via the hardship funds.

International students should contact the International Welfare and Immigration Team to discuss their options and any visa implications. Those receiving financial support should contact their sponsors and agree on a plan of action based on the advice from the International Welfare and Immigration Team.

A home non-international registered student who is employed may be eligible for Statutory Maternity Pay (SMP) or Contractual Maternity Pay (CMP) from their employer or Maternity Allowance (MA). The rules surrounding eligibility for these are complicated and are based on a student’s employment record and students should seek further advice from the Student Union Advice Centre for further information.

Doctoral students

Funded from the University: 

Full-time doctoral students will be entitled to:

• the first 26 weeks of leave — full stipend rate.
• a further 13 weeks of leave — current statutory maternity pay rate.
• a further 13 weeks of leave — unpaid.

Part-time students will receive pro-rated payments in line with the percentage of maintenance funding received.

Funded from UK Research and Innovation (UKRI):

Doctoral students will be entitled to stipend payments for maternity, paternity, adoption and shared parental leave as outlined in the Training Grant Terms and Conditions.

Self-funded or fees only awards:

Doctoral students are entitled to the periods of leave detailed within this policy but are not eligible for maintenance payments (stipend) from the University.

Students who become pregnant whilst living in university accommodation may find that this is no longer suitable for health and safety reasons. The student should seek advice from Residential Services to ensure any necessary health and safety assessments take place. Students in non-MMU halls of residence should contact their local halls of residence management office for advice.

The student should confirm their intention to return to study, either with their department (taught UG and PG students) or Doctoral Services (Doctoral students).

Students only need to give 8 weeks’ notice to confirm their intentions to return to study, however, the return date should ideally be agreed in principal at the time the maternity leave is requested to avoid where possible adverse financial or academic implications for the student.

Students should plan with their tutor (e.g. personal tutor or supervisor) an appropriate timetable for their re-integration into the programme of study, including the examination schedule.

The University is required to provide a place to rest for employees and students who are new and expectant mothers. Although rooms may be available locally, first aid rooms are available for use as they offer privacy with lockable doors and an area to lie down. Some first aid rooms have a fridge, which may be used to store expressed milk, but this will need to be confirmed locally. The location of first aid rooms across campus is as follows, and the key is normally held at the building reception. 

Attending lectures or seminars with a baby/child is not permitted due to the protection/health and safety of the baby/child. Students requiring childcare may discuss childcare funding with their funding provider or the Students’ Union Advice Centre. 

At all times staff must ensure those students who fall within the remit of this guidance are not treated less favourably than any other student on the basis of their circumstances and that their health and safety, and that of their unborn child, is not compromised In line with the University’s legal obligations. Flexibility should be shown where possible to ensure continued learning is facilitated. Information given by students should be treated confidentially (being passed on where necessary only with the student’s consent in accordance with the Data Protection Act) and with sensitivity. Staff should not attempt to influence any student’s decision but should provide impartial advice and bear in mind there may be limited options for the student leaving and re-joining the course.

Students should be directed to the Inclusion and Disability Service who will work alongside the student and the academic department to ensure the delivery of support and the necessary accommodations.

When a student contacts a member of staff to discuss any circumstances covered by this policy, a response should normally be made within five working days and a meeting arranged as soon as possible thereafter. Whilst it is recognised that each request must be dealt with on an individual basis, there are a number of measures that can be used in order to enable the student’s continuation of study. These include:

• Allowing time out of study for the birth and a period of time thereafter.
• Prior to and after the birth, giving permission for periods of absence for e.g. mother or baby medical/ante-natal appointments or for assessments of child development, and making arrangements for the student to catch up on missed classes.
• Showing a degree of flexibility regarding assignment deadlines if the student’s circumstances make it difficult for them to be met.
• Allowing resit examinations to be counted as first attempts where the pregnancy or birth prevents the student from taking them at the usual first attempt.
• Consideration of any requests to transfer from full-time to part-time study, where this is possible (although the student should bear in mind the financial implications of this course of action). Staff should refer the student to the useful contacts section.
• Ongoing support to help the student recommence their studies after any period of absence.
• Ensuring the student has a point of contact during maternity leave.

It is important to take the views and wishes of the student into account, rather than applying a standard set of arrangements. All decisions taken should be based on discussion with the student and no assumptions should be made.

Whilst an appropriate degree of flexibility should be exercised, care must be taken to ensure that academic standards or the health and safety of the student or unborn child are not compromised. It is not necessary for the University to grant every request made, although efforts should be made to meet reasonable requests.

Where specific arrangements are required to be put in place for a student who is already granted additional arrangements, for example, on the grounds of disability, these should be kept separate in order that it remains clear which arrangements relate to which particular circumstance. This ensures that these arrangements are in place for the required amount of time and also clarifies adherence to the different pieces of legislation.

Inclusion and Disability Service

The Inclusion Service will provide support which will enable students to balance the management of their pregnancy while continuing with their studies. This might include information about academic and/or wellbeing support and advice regarding financial support.

Telephone: 0161 247 3491

Email: [email protected]

Health Safety and Wellbeing

For advice to staff on the legal requirements of undertaking risk assessments and current legislation for new and expectant mothers in the workplace/place of study.

Telephone: 0161 247 3317

Email: [email protected]

Colleagues can also refer to their Heads of Department of their Departmental health and safety coordinator in their Faculty if they are unsure of which hazards to consider during the risk assessment process.

Student Hubs

For an initial response to any student queries. Student Hubs are based on the Ground Floor of the Business School and Brooks Building.

Telephone: 0161 247 1000

Counselling, Mental Health and Wellbeing Service

For assessments, one-to-one counselling, and the details of workshops related to emotional and mental health support, students can contact the University’s Counselling, Mental Health and Wellbeing Service.

Telephone: 0161 247 3493

Email: [email protected]

Exchange, Erasmus and Study Abroad Students

Students should contact their Departmental Erasmus/Exchange Coordinator for advice and support, particularly for how to arrange pregnancy/maternity health and safety/risk assessments at their place of study.

Doctoral Services

Doctoral students can contact their supervisor in the relevant faculty or make enquiries by emailing [email protected] or contacting one of the Doctoral Services team.

Immigration and Welfare team

International students with visa, immigration, childcare or returning home queries can contact or visit the University’s Immigration and Welfare Team. 

Telephone: 0161 247 1022

Placements team

Students who become pregnant before or during work placements will need to inform both their employer and their Faculty Placements team for support and advice on arranging health and safety risk assessments in their place of work. Telephone 0161 247 2000 for the contact details of the student’s faculty Placement Team.

Residential Services

Students in University halls of residence should inform the Student Living team of their pregnancy and ask about; contracts, facilities, risk assessments and health and safety checks. It is important for students to also speak with their Residential Advisor at their halls of residence via their daily 6.00pm-7.00pm drop-in or email [email protected].

Telephone: 0161 247 2958

Student Financial Support

For information and advice on support funds e.g. implications of suspension/withdrawal on fees/funding, childcare funding, students can contact the Student Financial Support Team. For their drop-in hours check the Student Hub web page.

Telephone: 0161 247 1045

Email: [email protected]

Student Union

For advice on funding, welfare benefits, childcare and housing, students can contact the Student Union Advice Centre, for further information you can also wish to read the Students with Children web page.

Telephone: 0161 247 6533