Freedom of Information Request – Ref: FOI 064-2023
Thank you for your recent Freedom of Information request. Please find our response below:
1 Please provide the name of your NHS Trust
Gloucestershire Health and Care NHS Foundation Trust
2 Do you have a specific policy for employees undergoing fertility treatment?
No
if so, please provide a copy.
if not, please advise which policy this is covered by, and provide an extract of the
relevant section.
Fertility leave is included in the Other Types of Leave Policy, which covers a number of
different types of leave staff may be able to access. The section on fertility treatment
states:
16. IVF / FERTILITY TREATMENT LEAVE
16.1. This guidance is for staff who are undertaking IVF treatment or have a partner
who is receiving treatment and their managers. It outlines the procedure to be followed
when a member of staff requests leave to attend appointments for fertility treatment.
16.2. An employee who is undertaking IVF treatment and who has 12 months NHS
continuous service in a substantive role may be granted fertility treatment leave.
16.3. An employee may be granted up to 5 days 37.5 hours. of paid fertility leave per
cycle pro rata for part-time employees. in order to undertake fertility treatment and
attend appointments specifically associated with the ‘end part’ of the IVF process i.e.
pre-booked interventions for consultant appointments, collection and delivery of eggs,
etc… The fertility treatment paid leave can be taken to suit the employee’s needs, e.g. 5
days in one block, separate days or half days.
16.4. If an employee requires any additional time off for fertility treatment beyond the
5 days, then alternative leave arrangements should be agreed with their line manager,
e.g. annual leave, TOIL or unpaid leave.
16.5. Any sickness absence associated with fertility treatment should be reported and
recorded in accordance with Supporting Attendance Policy.
16.6. An employee who is the partner of someone receiving fertility treatment and who
has 12 months continuous service with the Trust may be granted up to 2 days 15 hours.
of fertility treatment leave per where it is an essential requirement within the course of
treatment for the partner to attend a specific appointment pro rata for part-time
employees.. The fertility treatment paid leave for partners can be taken to suit the
employee’s needs, e.g. 2 days in one block, separate days or half days.
16.7. Where partners are not receiving treatment but would like to attend
appointments with their partner they would be expected to take annual leave, TOIL or
unpaid leave.
16.8. Where an employee has to attend an appointment during the normal working day
they must seek to notify their manager as soon as they are aware of the appointment
and agree the time off in advance. Employees must provide evidence when requested by
their manager, via an appointment card / letter / text / email where this is appropriate
and available.
16.9. A record of the fertility leave taken for each cycle should be held on the
employee’s personal file.
16.10. At all times managers will be expected to treat the matter with sensitivity and
with the appropriate level of confidentiality.
3 Do you provide paid leave for employees undergoing fertility treatment?
Yes
4 How many days paid absence are employees entitled to for fertility treatment?
Employees receiving fertility treatment may be granted up to 5 days 37.5 hours. of paid fertility
leave per cycle. This is pro rata for part-time employees. Employees whose partners are receiving
fertility treatment may be granted up to 2 days 15 hours. of paid fertility treatment leave per cycle.
5 How is the absence recorded i.e., sick leave, special leave, other, etc..?
It is expected the leave should be recorded as fertility leave if it has been granted. However, the
limitations of electronic systems and their specific absence categories which cannot be amended
may mean that it is recorded as paid special leave or paid medical appointment, and if there is the
ability there should also be a note included to indicate that it was specifically for the purposes of
fertility leave.
6 How many employees have had paid time off for fertility treatment in the last 3 financial
years 2020-21, 2021-22, 2022-23..
Records are held locally by line managers. Payroll have advised there is no option for an absence to
be recorded against fertility treatment so we wouldn’t be able to run any reports in relation to that
information.
7 What wellbeing support is available for employees undergoing fertility treatment?
Support mechanisms available for staff to access include:
The Trust’s occupational health service – they can self-refer themselves to occupational
health and can also access their counselling services
The Wellbeing Line which provides confidential mental health and wellbeing support on
various matters for anyone working in health and social care in Gloucestershire.
The employee assistance programme, the services it offers includes access to a telephone
line open 24 hours a day through which staff can speak with a trained counsellor.
Financial wellbeing advice and tools via Salary Finance.
Flexibility around the need to take time off for appointments.
What guidance is available for managers to help them support and manage employees undergoing
fertility treatment?
Managers are able to seek guidance and advice from:
The Trust’s occupational health service
The HR teams
Their managers