Policy. New and expectant mothers. 1. Introduction

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1 New and expectant mothers V E R S I O N 1. 1 M A R C H Introduction 1.1 The University of Wolverhampton is aware of the potential susceptibility of new and expectant mothers to certain risks that may arise during their work. All reasonably practicable steps will be taken to safeguard the health and safety of expectant mothers and their unborn children, as described below. Policy 1.2 A risk assessment (Annex A) for each new expectant mother working at the University needs to be carried out as soon as the University has been notified. This is a legal requirement as specified in the Management of Health and Safety at Work Regulations There is an individual and ongoing need to take account of the physiological changes during pregnancy. 1.3 A new and expectant mother is defined in law as a worker who is pregnant, who has given birth within the previous six months, or who is breastfeeding. Given birth is defined as having delivered a living child or, after 24 weeks of pregnancy, a stillborn child. 2. Notification of pregnancy employee s duty 2.1 Any female working at the University has the responsibility to notify their line manager in writing that she is an expectant mother. Only then does the University assess the added risks to the expectant mother. 2.2 The employee should pass on any advice from her registered medical practitioner or midwife that could affect the assessment of her risk at work. 2.3 Newly appointed female staff should notify their line manager if they have given birth within the previous six months or are breastfeeding. If any employee continues to breastfeed for more than six months, she must notify her line manager so that this will be included in any generic risk assessment.

2 P A G E 2 3. Risk assessment 3.1 Immediately after notification by an employee that she is pregnant, a specific and individual risk assessment must be made by the line manager, reviewed with the expectant employee and the appropriate identified actions applied. Risks may arise from physical, biological, chemical agents, working conditions and processes. Additional advice may be sought from the Occupational Health Adviser. 3.2 The risk assessment should be regularly revisited to ensure that any changes in the condition of the expectant/new mother are dealt with. The physiological changes must be taken into account when assessing the risks, including: morning sickness; backache associated with prolonged periods of sitting or manual handling; haemorrhoids and varicose veins associated with posture; ready and easy access to toilets; increasing tiredness as the pregnancy develops; and balance as size increases. 3.3 The purpose of completing risk assessments is to enable the employer to determine what measures need to be taken to eliminate or control risk and, by acting on the findings, to demonstrate that the employer s duty of care has been fulfilled. High-risk work should not be carried out until suitable controls are introduced, the work should only proceed when any remaining risks are acceptable. 4. Specific hazards and risks 4.1 The following are the main specific hazards that are associated with new and expectant mothers at work that may need to be eliminated or else adequately controlled. The risk assessment should consider these and any others that may be identified within an area of work. The medical condition of each new/expectant mother needs to be considered on the basis of advice from her doctor or midwife where necessary. The risk assessment form (Annex A) is suitable for recording the risk assessment of new/expectant mothers. Policy slips, trips and falls the increasing size of a pregnant woman may adversely affect her balance, so slippery or uneven stairs, floors, paths etc are a particular concern; standing or sitting for long periods; mechanical vibrations/movement including travel; manual Handling lifting, twisting, etc.; excessive noise; exposure to radiation non-ionising and ionising; extremes of temperature;

3 P A G E 3 infectious or contagious disease, e.g. German measles, Listeriosis; harmful substances exposure to other people s tobacco smoke, lead, organic mercury chemicals; display screen equipment IT work stations; working hours duration per day, night working (suspension on medical certificate); work-related stress working conditions, excessive workloads, travel during rush hour; and home working. 5. Preventative and protective action 5.1 If a risk remains after reasonable preventative and protective actions were taken, then the line manager, pregnant worker, Personnel Services and the Occupational Health Adviser must liaise to consider other alternatives to control or reduce the identified risk. These should include: Policy adjusting the working conditions or hours if it is reasonable to do so and would avoid the risks or, if these conditions cannot be met; identify and offer suitable alternative temporary employment, or in extra-ordinary circumstances; suspension on full pay for as long as is necessary to protect the health and safety of the child. 6. Employer requirements. 6.1 Besides undertaking an individual risk assessment for an expectant/ new mother, providing the information to the employee and acting on the findings as described above, the University is required to provide pregnant and nursing mothers with suitable rest facilities. This in practise can be any type of room that can provide a clean and private environment, i.e. First Aid room, empty office. 6.2 Many pregnant women will need to make increasingly regular visits to the toilet; so it is important that there is easy and ready access to such facilities. Approved by Safety Policy Committee 11th March 2005

4 New and expectant mothers P A G E 4 Policy March 2005 The Department of Risk Safety & Health brings together four related areas, namely the Risk Service, Safety Service; Occupational Health Service and the Internal Audit Service. Our function is to provide advice, information and guidance on all matters concerning risk, safety and health management at work for the managers and staff of the University. About the Risk Service The Risk Service is principally concerned with the development of risk management across the University through the achievements of the targets set in the annual HEFCE Accounts Directions. It is the aim of the Risk Service to embed risk management across the University through the development of school, service department and project based registers of risk and through training programmes. The Risk Service also has responsibility for developing the University s first comprehensive Business Continuity Plan. About the Safety Service The Safety Service is concerned with the provision of advice, guidance and information to members of staff on a range of safety related issues which include; injury and accident prevention, improvements in safe working methods, the suitability of new equipment and work practices from a safety perspective, to provide information resulting from changes in relevant legislation, to be involved in risk assessments and to continually attempt to promote a culture of safety awareness. About the Occupational Health Service The Occupational Health Service is concerned with enabling the University to work towards a healthy and efficient workforce. Through health promotion, risk assessment and close liaison with all levels of staff and management, its aim is to encourage understanding of the effects of work on health and quality of life. By facilitating a range of services Occupational Health Service aims to ensure that the University complies with all legislative requirements in relation to employee health and welfare, but also to affect attitudes of both employer and employee to be more pro-active in their approach to health, safety and welfare. We re on the web, visit Risk Safety & Health Room MM109 Molinuex Building City Campus Phone: Fax: rsh@wlv.ac.uk About the Internal Audit Service The Internal Audit Service are an independent function that provides an objective assurance service. Their aim is to help the University accomplish its objectives by evaluating the effectiveness of its risk management, control, and governance processes. The Internal Audit Service is provided by an external contractor.

5 A N N E X A Pregnancy Risk Assessment Checklist The workplace can present extra hazards to pregnant women, so use our checklist to help you identify them. It s divided into four sections, which look at physical and mental job demands as well as working conditions. Carrying out a risk assessment on a pregnant worker is a legal requirement. So use this checklist to highlight any particular areas that this assessment will need to focus on. 1. Physical Job Demands Yes No Does the work involve: Lifting or pushing of heavy objects, e.g. lifting boxes? Standing or squatting for long periods? A lot of walking? Working at height or climbing steep steps? The need to access areas with limited space, e.g. store rooms? Will any tasks become more hazardous due to the worker s changing shape and size? Does the role involve shift work? If so, does it involve working at night or into the night? 2. Mental Job Demands Yes No Does the job involve meeting challenging deadlines? Does the role involve rapidly changing priorities and demands? Does the role require a high degree of concentration? 3. Working conditions - general Yes No Does the work involve lone working or working in remote locations? Does the role involve any home working? Are toilet facilities easily accessible to a pregnant worker? Is the worker able to take toilet breaks when necessary? Can the worker take rest breaks when needed? Can the worker control the pace of her work? Are there any risks of violence at work? Does any part of the job involve dealing with members of the public? If so, does it involve dealing with distressed or disturbed people? Does the role involve: Contact with young children or sick people? Unpredictable working hours? Dealing with emergencies?

6 A N N E X A ( C O N T I N U E D ) 3. Working conditions - general Yes No Are there any obstacles in corridors or offices that could cause problems for pregnant women, e.g. in the event of a fire evacuation? Is the workplace non-smoking? If not, is the worker separated from any designated smoking area? Is there any other form of indoor air pollution, e.g. diesel fumes? Is the temperature in her working environment reasonable? Is there enough room for the worker to get in and out of her workstation? Will there be enough room as the pregnancy develops? Does the worker have an adjustable seat, e.g. with a backrest? 4. Specific hazards Yes No Does any part of the job involve use of chemicals? If so, are there any risks to the worker whilst she is pregnant or nursing? Is there any exposure to vibration, e.g. through the use of handtools? Does the worker need to wear personal protective clothing? If so, will this present a problem as the pregnancy develops? Has the worker developed any physical symptoms affecting her ability to work in any way? If yes, give details: This checklist has been completed to the best of my knowledge Signed. Date Note: This checklist is to be retained on file for at least three years.