Feb 2015

Cardiff University

Policy and guidance on Support for Pregnant Students and Students who become parents.


Introduction

1.  Policy statement

1.1 This policy and guidance notes are based on the legal protection afforded to students under the Equality Act 2010 during pregnancy and maternity. The Act considers pregnancy and maternity to be a protected characteristic and prohibits discrimination on these grounds. However as pregnancy and maternity can also affect the partners of those directly involved, and as the University would wish to support all students, guidance is also given for partners.

1.2 Cardiff University believes that becoming pregnant, adopting or caring for a child should not in itself be a barrier to applying for, starting or succeeding in a programme of study. The University is committed to being as flexible as possible to meet students’ and applicants’ needs; ensuring that students and applicants are not disadvantaged but also ensuring that academic standards are upheld. The degree of flexibility that can be offered may vary between Schools or programmes of study (which may be subject to external requirements), but all should follow the general approach set out in this document. Students must be aware that whilst the University seeks to be as supportive as possible it may not be able to agree to all requests.

2.  Scope of Policy

2.1 This policy covers any student who becomes pregnant during her studies, pregnant applicants, students who are about to become co-parents (including fathers, partners and same-sex partners expecting to be responsible for the child) and any person becoming a parent (e.g. through adoption[1] or surrogacy)[2] of a child. The policy also covers support for breastfeeding mothers. This policy covers undergraduate and postgraduate students (research and taught) throughout their studies.

3.  Students who become pregnant during their studies.

3.1 Disclosure

A student will probably wish to obtain medical advice from a Doctor or other medical professional as soon as they think that they are pregnant. They may also want to obtain confidential advice from the Advice and Money Team in the Student Support Centre on implications to their study and finances. It will also be important to consider a risk assessment review to identify any relevant risks associated with a
programme of study and to manage these for the protection of the
student and unborn child.

3.2 Students who become pregnant are encouraged to let the University know via their Personal Tutor/Supervisor in the first instance. This will initiate the discussion of any implications for the programme of study and for other sources of support to be identified. It is important to identify any areas of concern to protect the health of both the mother and the unborn child. If the student does not feel it is appropriate to approach their Personal Tutor or Supervisor they may want to talk directly with Student Support Services.

3.3 The highest risk of damage to the baby is during the first 13 weeks of pregnancy. Consequently, students are strongly encouraged to notify the University as early as possible of their pregnancy so that a health and safety assessment can be considered.

3.4 Information on a student’s pregnancy needs to be treated confidentially and with sensitivity within the agreed parameters of the policy (being passed on with only the student’s consent or in accordance with the Data Protection Act) with the understanding that in certain circumstances this information will be shared with others who need to be aware of the situation.

3.5 Equality Challenge Unit[3] guidance states that existing law does not prevent Universities from directly approaching students who they believe to be pregnant. However, this is not advised unless the University is confident that the student is pregnant and there are genuine concerns about her health and safety.

3.6 Students who are pregnant at the start of their course can contact the Admissions Tutor to discuss any implications for their programme of study. Each case will need to be considered individually as course requirements vary greatly.

3.7 If a student decides to terminate a pregnancy, or miscarries, then there may be no need for any staff or students at the University to know (unless the student wishes them to know). An application for extenuating circumstances may be appropriate if the student believes that their academic performance in an assessment has been negatively affected. Students are may also want to seek support from University Counselling Services, the Advice and Money Team in the Student Support Centre, or other external specialist services. They should consider the Absences and Interruption to Study policy if they are likely to be away from their course for any length of time.

4. Interruption of Studies due to pregnancy, surrogacy or adoption.

4.1 A student may decide to apply for an ‘Interruption of Study’. Whether to continue studies will be a very personal decision and will depend on a range of circumstances. The University’s Absences and Interruption to Study policy will provide information on how to apply for an ‘Interruption of Study’. A student will also need to consider how this may impact on student finances. There may also be some circumstances where the University will require a student to take an ‘Interruption of Study’, but the student will always be consulted on this decision. This may occur, for example, where a module which is a core requirement of the programme of study is considered a high level risk to the health and safety of the mother or the unborn child.

4.2 Pregnancy will not generally be considered under the Extenuating Circumstances Regulations in isolation but will be considered where there are associated health issues or unforeseen circumstances. A student may also refer to the Absences and Interruption to Study Policy if pregnancy related illness prevents attendance.

4.3 Postgraduate students may also need to consider the “Extension to
Time Limit Procedure – Postgraduate Research and Master’s Degree Stage Postgraduate Taught Candidates”. If pregnancy affects the study of Postgraduate Research students and potentially their viva then the convenor of the Examining Board as part of the Cardiff University Procedures for the Conduct of Research Degree Examinations should be notified. However, if paternity/maternity is relevant before these times then the Absences and Interruption to Study Policy should be taken into consideration in addition to the Extension to time Limit Procedure mentioned above. Please note that an interruption
is currently not possible in the ‘writing –up’ phase.

4.4 For undergraduate students and taught postgraduate students a request to return to study on a part-time basis may be agreed in limited circumstances. This will depend on the programme of study and agreement of the School. A request from postgraduate students will need to be discussed with the Supervisor. Students may also wish to consult the Advice and Money Team in the Student Support Services on implications for finances if they are to change to part-time study.

5. Co-parents and partners

5.1 Students whose partner (same sex or different sex) is pregnant or whose partner is the primary adopter of a child, may wish to take time off for antenatal appointments (or matching appointments). If such appointments conflict unavoidably with lectures they will need to discuss with their Personal Tutor/Supervisor and it is the student’s responsibility to make arrangements to catch up on any missed work, taking the Absences and Interruption to Study Policy into consideration. If there is a conflict with assessments or examinations, students will need to seek advice from their Personal Tutor/Supervisor in the first instance at the earliest possible time.

5.2 If a student is unable to sit an examination or submit, or take part in, an assessment on time due to a partner’s labour or pregnancy related illness/complications, they should notify their Personal Tutor or Supervisor as soon as possible to seek further guidance. A student should report any circumstance that negatively impacts their academic performance in assessments to the School through the Extenuating Circumstances Procedure.

6. Students about to become a parent through adoption

6.1 If a student has been matched for adoption and feels that this is going to impact on attendance and engagement with studies, they should discuss this with their Personal Tutor/Supervisor. If they are the primary adopter, they may also want to consider the points on the guidance attached, many of which will be of use in considering the implications for their programme of study.

7. Further Considerations

7.1 There are a number of issues which students will need to consider if they are pregnant, become pregnant or adopt during the programme of study and these are considered in more depth in the following guidance notes attached to this policy.

8. Staff

8.1 Members of staff should also consider the guidance below when supporting a student who is pregnant or becoming a parent whilst studying at the University.

9. Complaints

9.1 If students do not feel that they have been treated in accordance with this policy they should raise their concerns in writing to Head of School in line with the Procedure for Resolution of Students’ Concerns/Issues.

10. Sources of information and help:

Cardiff University Policies and sources of support:

Extenuating Circumstances Regulations

Absence and Interruption of Study

Student Support Centre

Student Advice at the Students’ Union

Cardiff University Daycare Centre

External sources of advice:

Money Advice Service

Info on Childcare in Cardiff

NUS – information for student parents

Student Finance Wales: www.studentfinancewales.co.uk

Student Finance England: www.gov.uk/studentfinance

Guidance for students (and for their Personal Tutors or Supervisors) to be used in association with the flow chart.

This guidance refers primarily to pregnancy but many of the sections will apply to those students who are adopting or becoming a parent in other ways. It is written primarily to provide information for students but staff may also need to consider this information when supporting students and additional comments have been added to assist staff.

Notifying the University of a pregnancy
You are encouraged to notify the University as soon as possible about your pregnancy via your Personal Tutor or Supervisor so that the implications for your programme of study can be discussed. Informingthe University that you are a new or expectant mother will assist in ensuring that steps are taken, through the risk assessment process, to protect you and your child’s wellbeing as there may be a number of potentially hazardous activities where additional controls or welfare facilities are required. These will need to be reviewed as the pregnancy develops. Information regarding specific risks to new or expectant mothers can be found at: http://www.hse.gov.uk/mothers/faqs.htm If the University is unaware of your pregnancy it cannot take any steps to support you.
Staff and students should use this guidance in association with the flow chart as a framework to consider the implications of their circumstances. Information needs to be treated confidentially and with sensitivity, being passed on only with consent or in accordance with the Data Protection Act. However it should be remembered that the University has a duty of care to all staff and students and there may be circumstances where others may need to be informed.
1.Communication
You should ensure your School has up to date contact details and those of an emergency contact person via the Student Information Management System (SIMS).
1.a. Informing other staff and students
It is your responsibility to ensure that any relevant people are informed of your pregnancy such as your Personal Tutor or Supervisor and you should discuss with them who else needs to be informed and agree who will do this.
Please note that the information about your pregnancy will remain confidential if you wish, however we ask that you remember that the University has a duty of care to all staff and students and there may be circumstances where others may need to be informed.
2.Health and Safety Risk Assessments
Once you have informed your School that you are a new or expectant mother a review of the current risk assessments associated with your programme of study will need to be undertaken to identify and manage any relevant risks (some are less obvious than others) for your protection and the wellbeing of your child. The Student Occupational Health service will be able to assist you and your Personal Tutor or Supervisor with these risk assessments.
A member of staff can request a Pregnancy Risk Assessment appointment with the Student Occupational Health (OH). Appointments are accessed via the Management Referral documentation which can be found by contacting the Student OH Service. Advice regarding a pregnancy risk assessment is available from the Student OH Service if it is not clear as to whether a referral is necessary. The Student OH Service is located in the Division of Student Support and Wellbeing and is included in the Counselling, Health& Wellbeing Division.
3.Pregnancy-related absence
During pregnancy you may need to take time for antenatal appointments. If these clash unavoidably with any lectures you will need to consult the Absences and Interruption to Study policy. If there is a clash with field work, short work placements, or practical sessions, please contact the relevant Personal Tutor/course leader as soon as possible to discuss.
If a sudden or short-term pregnancy related illness affects your ability to undertake particular aspects of your course, this will be treated in the same way as other ill health dealt with at the above link. You may also wish to apply for extenuating circumstances to be considered if you believe that the circumstances have impacted on your academic performance. It is important to submit the application in a timely way by the School deadline (www.Cardiff.ac.uk/EC).
Where possible flexibility should be exercised whilst ensuring that academic standards are maintained in consultation with the Head of School. Cases will be dealt with on an individual basis as circumstances and course requirements will vary. It may not be possible for the University to agree to every request but it is important to ensure you are not disadvantaged or treated unfavourably due to pregnancy. Further advice and support can be provided by the Advice and Money Team in the Student Support Centre.
4.Assessments/Examinations and the Extenuating Circumstances Regulations