Benefits | Pregnancy Loss and Fertility Support | Guidance for Managers
Supporting Employees Navigating Pregnancy Loss and Fertility Treatment: Guidance for Managers
Supporting Employees Navigating Pregnancy Loss and Fertility Treatment
DCU is dedicated to fostering a workplace culture of psychological safety, empathy, and inclusivity. We recognise that experiencing the loss of a pregnancy or building a family is deeply personal, and we are committed to providing the flexibility and compassion our people need to prioritise their health and well-being without fear of career detriment.
As a line manager, you play a critical role in how our employees experience the workplace during some of life’s most challenging moments. This guidance document is designed to equip you with the knowledge, language, and practical tools needed to support employees who are navigating the loss of a pregnancy or undergoing fertility treatments.
Please review this guidance document in conjunction with DCU’s Pregnancy Loss and Fertility Leave Policy.
Understanding the Context
Pregnancy loss is deeply personal and affects people in different ways. The impact is not limited to those physically experiencing the loss; partners and family members can also be affected.
For those physically experiencing the loss, they may have physical effects such as pain, severe bleeding, and fainting/collapse. At times, pregnancy loss may require medical or surgical intervention that may have additional side-effects or present further implications.
Psychological distress during and after a pregnancy loss can manifest in different ways. People may develop sleep problems, may find it hard to concentrate or feel motivated, may find social interactions more difficult, and may experience increased levels of anxiety and mood swings.
Pregnancy loss can be felt as a bereavement, regardless of how early it occurs. This can lead to significant upset, grief and anger. People may suffer in silence or experience ‘disenfranchised grief’ whereby they feel their grief is minimised or not fully acknowledged.
It is equally important to acknowledge that some people do not experience profound grief and may feel ok, or even a sense of relief, after a pregnancy loss. This can occur for many reasons, such as an unplanned pregnancy, feeling unready for a child, or a pregnancy that was complicated by severe medical concerns or personal stress. Those who feel ok may experience guilt, confusion, or a different kind of isolation, feeling as though they are reacting wrongly. There is no correct way to feel; a neutral, accepting, or relieved response is just as valid a part of the human experience as grief.
In Ireland, approximately one in six heterosexual couples experience fertility challenges, while many others, including same-sex couples and single individuals, rely on fertility treatments, assisted human reproduction (AHR), surrogacy, or adoption to start their families.
Fertility treatment (such as IVF/ICSI, IUI, or egg freezing) is rarely a straightforward path. It is often a physically demanding and emotionally exhausting medical process characterised by:
- Unpredictable Timelines: Clinic appointments are dictated by biological markers and often scheduled at very short notice (sometimes less than 24 hours). Depending on the nature of the appointment, it may require both partners to attend.
- Physical Toll: Side effects from intensive hormone injections or medications can cause severe fatigue, mood changes, and physical discomfort.
- High Stress: The emotional and financial stakes can be incredibly high, and balancing treatment with work and other life responsibilities can be challenging, often leading to increased stress, anxiety or depression.
Fertility journeys vary in length, in the number of treatments, in the side effects experienced and can be very individualised. The average number of cycles someone will undertake in order to achieve a successful pregnancy/live birth is 3 cycles. This is, of course, dependent on a wide range of factors including but not limited to age, egg and/or sperm quality, and general health. This can impact an employee in terms of their day-to-day experience in the workplace and navigating their careers during this period. This requires managers to be open-minded, flexible and supportive.
DCU Entitlements
- Pregnancy Loss Leave: Employees who physically experience a pregnancy loss up to 23 weeks of pregnancy are entitled to up to 10 days paid leave during and/or immediately following the loss. If a loss (stillbirth) occurs from 24 weeks onward, statutory maternity/paternity rights apply instead. The University also provides support to partners of those who experience pregnancy loss. This includes access to counselling services and existing flexible leave options for employees who may need time off to care for their own well-being or to provide support to their partners.
- Fertility Treatment Leave: Employees undergoing fertility treatment are entitled to up to 10 days paid leave per cycle, with an overall maximum leave of 30 days during the course of employment. This can be taken as part-days or full-days and in blocks or as separate leave days, where required.
- Flexibility & Support: Other supports are in place for those experiencing a pregnancy loss or undergoing fertility treatment. This includes flexible working schedules (e.g. availing of remote working periods, flexi start and end times).
Please see the Pregnancy Loss and Fertility Leave Policy for full details of entitlements.
The Manager’s Role: Best Practices for Supportive Conversations
Disclosure
Disclosing a pregnancy loss or a fertility journey can make an employee feel vulnerable. This kind of disclosure asks an employee to bring something deeply personal into a professional space, often at a moment when they're already grieving or under strain. It's reasonable for employees to worry about how the information will be received, who else might find out, and whether it will change how colleagues or managers see them. This policy and toolkit is seeking to ensure a supportive and open-minded environment where disclosure is treated sensitively.
Some employees may choose not to disclose for a number of reasons, including:
- Uncertainty about the outcome
- Having a fixed term contract, which they fear may not be renewed if they disclose
- Fear of social stigma and judgement
- Lack of visibility and awareness
- Bereavement and grief
- Concerns about how this might impact career progression and opportunities
Recognising that some employees may not disclose, managers should be proactive about raising awareness about flexibility, family-forming and wellbeing policies including the pregnancy loss and fertility treatment policy to their team.
Confidentiality & Data Privacy
Information regarding an employee's fertility journey or pregnancy loss is highly confidential medical data.
To avail of leave provisions under the policy for pregnancy loss or fertility treatment, the employee is asked to provide a letter or certificate to DCU People. Full details of this can be found in the application process procedure.
It is important to note that DCU People utilise ‘Private Groups’ for strict data separation in order to protect the privacy of the employee. Their documentation will be held securely and confidentially on file in full compliance with GDPR and data protection guidelines. Leave will be logged on the system in a confidential manner, using codes ‘PL’ for Pregnancy Loss and ‘FL’ for Fertility Leave. These codes will only be viewable by the employee, their line manager and relevant personnel in DCU People for processing purposes.
Outside of DCU People and you, as their line manager, the employee will not be expected to inform any other parties within DCU. It is important that you do not share this information with anyone, unless you have the employee’s explicit, written consent.
Creating a Safe Environment
You do not need to be an expert on fertility or pregnancy loss; you just need to be a supportive manager. Every employee's journey is unique. The most effective thing you can do is ask open-ended questions, listen without trying to fix the situation, and let them lead the way on how much support they need.
Below you’ll find some tips on how to navigate a disclosure and support an employee during their difficult time.
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Pregnancy Loss |
Fertility Treatment |
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Responding to a disclosure
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Acknowledge it: It can and will be difficult to know what to say to someone who has experienced a pregnancy loss. Once an employee has disclosed a pregnancy loss, it is important to acknowledge it. Often, people worry about saying the wrong thing and end up saying nothing at all. This has consistently been reported as the worst thing to do and it leaves people feeling isolated and alone. Saying something as simple as ‘I’m very sorry for your loss’ and asking open ended questions such as ‘How are you?’ and ‘How can I best support you?’ is enough. Keep it confidential: Assure them that this information will not be shared with anyone without their explicit permission. |
Acknowledge it: Similarly to pregnancy loss, it’s important that the employee’s disclosure is acknowledged immediately. The employee isn’t expected to provide detailed information about their fertility journey to you, you can focus your response on how their journey has been impacting them at work and how you can best support them. Saying things like ‘Thank you for trusting me with this. I am so sorry you are going through a difficult time, and I am here to support you in whatever way you need’ opens the conversation in an empathetic and supportive way. Keep it confidential: Assure them that this information will not be shared with anyone without their explicit permission. |
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Making a plan for support
(please also see below for Practical Workplace Adjustments)
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Prioritise immediate leave: Ensure they are aware of their entitlement under the policy to paid time off, if they wish to avail of it. For many, they may require some time away from work to recover and process the loss. Some may decide they would prefer to continue working, and that is within their right to do so but as line managers, we should work to remove any pressure the employee may feel to continue working. Agree on a communication plan: If a period of leave is being taken, support them in informing DCU People so the system can be updated. Ask what (if anything) they want their team to know, and who should communicate it. For many, they may prefer for their team not to be informed and that should be respected. Adjust workloads: Proactively manage or reassign their urgent tasks so they can truly step away without anxiety. For those continuing to work through the loss, you might seek to temporarily reassign certain duties to lessen stress levels. |
Review leave options: Ensure the employee is aware of their entitlement to paid leave under the policy for fertility treatment. Approve any leave requests on Core in a timely manner, recognising that at times the leave request might be at short notice. Discuss flexibility: Treatment schedules are often unpredictable and dictated by clinics at short notice. Discuss flexible working hours or working from home options, where they may be temporarily required. Establish communication boundaries: Ask how they would like to handle updates with regard to their fertility journey (e.g., "Do you want me to check in regularly, or would you prefer to lead the conversation when there is something I need to be aware of?").
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Supporting partners
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Recognise their grief: If you have someone on your team whose partner has had a pregnancy loss, acknowledge that they have also experienced a profound loss, even if they weren't the ones physically carrying the pregnancy. Offer flexibility: During and in the immediate aftermath of the loss, offer flexible working arrangements (such as flexi start and end times or remote working) to allow the employee to support their own wellbeing as well as any support they might need to provide their partner. If leave is required, look at options such as annual leave, sick leave or a leave of absence. Signpost resources: Remind them that the DCU Employee Assistance Service (EAS) is available on demand. There is also an option to seek in-house counselling with the DCU Staff Counsellor should they require further support. |
Review leave options: Due to the nature of fertility investigations and treatments, while it’s often a situation that one partner undergoes more extensive physical treatment, both partners are involved. The fertility treatment leave provisions under the policy therefore apply to both partners. Remember that partners undergo significant emotional, financial, and logistical stress, even if they are not always undergoing the physical treatment themselves. Offer equal flexibility: Extend the same flexibility for attending appointments, scans, or providing emotional support at home. Check in on them: Ask how they are doing, as partners are frequently overlooked during fertility journeys. |
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Supporting return to work
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Conduct a return-to-work chat: Meet briefly on day one just to check in, without focusing on tasks. Ask, "What do you need from me today?" Be mindful of triggers: Respect that grief is non-linear, and the employee may be dealing with a range of emotions in the aftermath. Protect them from potential triggers if possible (e.g., upcoming baby showers in the office). |
Expect physical and emotional side effects: Hormonal treatments can cause severe physical symptoms, fatigue, mood swings, brain fog and general heightened stress/anxiety. Be patient. Phased adjustments: If a cycle has been unsuccessful, offer some time off (under policy provisions) or a temporary reduction in workload or flexible hours as they process the news, if it’s feasible within their role and with consideration for team demands. |
Practical Workplace Adjustments
As referenced above, for those returning from a pregnancy loss or for those undergoing fertility treatment, temporary workplace adjustments may support them in navigating their experiences in the workplace. Below you’ll find some information on what flexibility or modifications may be available, bearing in mind the nature of the employee’s role and team demands.
It is for the line manager and the employee to agree what will work best, based on their individual circumstances. If there are any queries, DCU People can also provide support.
Flexible Working Arrangements
- Core Hours Variance: Allowing the employee to start late or finish early to attend early morning clinic appointments without using formal leave.
- Remote Work: If their role permits, maximise work-from-home flexibility so they can manage side effects, administer medication, or grieve in the comfort of their own home.
Temporary Duty Modifications
- Physical Adjustments: If applicable, restrict heavy lifting or prolonged standing for employees undergoing egg retrieval or recovering from pregnancy loss, which can be physically demanding on the body.
- Workload Redistribution: Where feasible and taking into consideration team demands, temporarily reassign high-stress projects, tight deadlines, or intensive travel schedules to other team members to alleviate pressure in the short term.
Additional Learning and Supports for Managers
- This guide from The Miscarriage Association provides useful advice on how to discuss pregnancy loss with an employee.
- Tommy’s has created a similar guide on supporting an employee after a stillbirth.
- Support colleagues who suffer pregnancy loss, where appropriate. This guide may help you better understand the support you can offer.
- The Pregnancy Loss Research Group has created a helpful toolkit Pregnancy Loss & The Workplace: A Toolkit for Employers and Employees
- This CIPD Guide aims to equip colleagues to support those experiencing fertility challenges, investigations or treatment.
- Unspoken - The Fertility Network UK Podcast: a heartfelt podcast by Fertility Network UK, dedicated to sharing the real-life stories of individuals and couples navigating the complex world of fertility. Whether you are facing fertility struggles yourself, know someone who is, or simply want to learn more about this often overlooked aspect of reproductive health, this podcast is for you.
Signposting Employees to Further Support & Resources
Internal Resources:
- Employee Assistance Service (EAS)
- DCU People Contact: Joanne Mulligan (EDI and Wellbeing Manager)
External Support:
- Miscarriage Association of Ireland: supporting those with early pregnancy loss or miscarriage
- Féileacáin (The Stillbirth and Neonatal Death Association of Ireland): supporting those who experience late-stage pregnancy loss, stillbirth, and neonatal death.
- Leanbh Mo Chroí (LMS Bereavement Support): a peer-led support group offering a safe space, online forums, and resources specifically tailored to those who have experienced pregnancy loss following a diagnosis of a fatal fetal abnormality.
- If your loss occurred in a maternity hospital, dedicated bereavement midwives and medical social workers offer specialised clinics, follow-up counselling, and immediate support, for example:
- The Rotunda Hospital: Rotunda Hospital Bereavement Services
- The National Maternity Hospital (Holles Street): NMH Bereavement Midwives & Counselling Service
- National Infertility Support and Information Group (NISIG): Ireland’s primary fertility charity. They provide 24/7 telephone support lines, regional support groups, and information on navigating both Irish clinics and treatment abroad.
- HSE Fertility Services: provides information on accessing HSE free fertility tests and treatments.
- Unspoken - The Fertility Network UK Podcast: a heartfelt podcast by Fertility Network UK, dedicated to sharing the real-life stories of individuals and couples navigating the complex world of fertility. Whether you are facing fertility struggles yourself, know someone who is, or simply want to learn more about this often overlooked aspect of reproductive health, this podcast is for you.
- DCU’s Employee Assistance Service (EAS): provides in-the-moment psychological support to those dealing with a range of issues.