Wellbeing & Health Inclusion Policy
Replacing Sickness Management Policy 2014
(incorporating Sickness, Menstrual Health, and Menopause Support)
1. Purpose and Commitment
Wikimedia UK is committed to fostering a healthy, inclusive and supportive working environment for all staff. This policy aims to address wellbeing holistically, acknowledging the impact of physical, psychological and reproductive health conditions on an individual's ability to thrive at work.
We strive to:
- Support employee wellbeing beyond absence management.
- Eliminate stigma surrounding menstruation and menopause.
- Encourage open conversations about health and access to reasonable adjustments.
- Promote equity, diversity, and inclusion (EDI) in our health-related approaches.
2. Scope
This policy applies to all employees, interns, volunteers, trustees, freelancers, agency staff and applicants. It supports an inclusive definition of gender and recognises that experiences of menstruation and menopause may affect women, non-binary people, transgender men, and intersex individuals.
3. Guiding Principles
- Inclusion: Health and wellbeing are treated inclusively and without assumptions or bias.
- Confidentiality: Any health disclosures are managed respectfully and confidentially.
- Flexibility: Reasonable adjustments will be explored collaboratively and implemented wherever feasible.
- Proactivity: Managers are encouraged to create a psychologically safe environment for discussing health needs.
4. Sickness and Absence Procedures
Wikimedia UK recognises that illness and injury can affect anyone and is committed to supporting employees’ health and wellbeing while managing absence fairly and consistently.
This section outlines how sickness absence is to be reported, recorded and managed, ensuring that employees feel supported and that appropriate steps are taken in accordance with our emphasis on compassion, inclusion, and transparency.
4.1 Reporting Sickness Absence
If you are unwell and unable to attend work, you must:
- Notify your line manager as early as possible and no later than your normal start time on your first day of absence.
- Provide the reason for absence, the likely duration, and any work-related implications.
- Maintain contact during absence, especially if it extends beyond a few days. A suitable frequency of contact will be agreed on a case-by-case basis.
4.2 Certification Requirements
- Self-certification: For sickness lasting up to 7 calendar days, a self-certification form is sufficient.
- Medical certificate (fit note): For sickness lasting more than 7 calendar days, a doctor’s fit note is required.
4.3 Sickness During Holidays
If you fall ill during a period of annual leave and wish for the time to be treated as sickness absence, you must inform your manager immediately and provide medical evidence, including dates of illness and treatment.
4.4 Return-to-Work Conversations
After any sickness absence, your line manager will arrange an informal return-to-work discussion to ensure you're fit to resume duties and to explore any short- or long-term support needs.
4.5 Managing Frequent or Long-Term Absence
We understand that chronic illnesses, menstrual health issues, menopause symptoms or mental health conditions may lead to recurring or prolonged absences. We may arrange a Wellbeing at Work meeting, refer you to Occupational Health, or use Wellness Action Plans to manage health needs.
4.6 Sick Pay Entitlement
Wikimedia UK offers enhanced sick pay of full pay for 16 weeks in any twelve month period, unless an employee is still within their probation, during which they are entitled to receive one week’s enhanced sick pay.
4.7 Disabilities and Reasonable Adjustments
If your illness or health condition amounts to a disability under the Equality Act 2010, we will explore and implement reasonable adjustments to your role or working environment.
5. Menstrual, Perimenopause and Menopause Health
Wikimedia UK is committed to ensuring that menstrual and hormone-related health issues—whether cyclical or transitional—are recognised, understood, and supported in the workplace.While these conditions are common, their impact is often overlooked, stigmatised, or minimised, leading to avoidable distress, absenteeism, or diminished work performance.
5.1 Understanding the Impact
Menstrual and hormonal health can affect employees physically, psychologically, and emotionally. These experiences vary by person, over time, and by medical or situational context.
Invisible or chronic conditions such as Endometriosis, Polycystic Ovary Syndrome (PCOS), Premenstrual Dysphoric Disorder (PMDD), Fibroids, and Adenomyosis occur both in line with menstrual health and additionally can exacerbate it leading to chronic pain, fatigue, heavy bleeding, and fertility issues.
5.2 Menstrual Health
Menstruation can cause a wide array of symptoms, including:
- Abdominal cramps and pelvic pain
- Lower back pain
- Bloating and breast tenderness
- Mood swings and irritability
- Headaches and migraines
- Fatigue or disturbed sleep
- Gastrointestinal issues
- Concentration difficulties
5.3 Perimenopause and Menopause
Perimenopause is the transitional period before menopause, typically starting between ages 40–50 and often lasting many years. Menopause is clinically defined as 12 consecutive months without menstruation, with post-menopause following.
Premature and early menopause can occur before age 40 or 45, respectively, sometimes due to surgery or medical treatment.
5.4 Symptoms of Perimenopause and Menopause (non-exhaustive)
Physical symptoms:
- Changes to the menstrual cycle and flow
- Hot flushes, night sweats
- Insomnia and fatigue
- Muscle/joint pain and stiffness
- Heart palpitations
- Headaches
- Weight changes
- Skin and hair issues
Cognitive and psychological symptoms:
- Brain fog and memory lapses
- Poor concentration
- Mood swings and low confidence
- Anxiety and panic attacks
- Intrusive or dark thoughts
5.5 The Impact at Work
For those working full or part time, these symptoms can disrupt sleep, concentration, energy, and confidence. They can lead to inconsistent performance and anxiety around disclosure or perception, affecting career progression.
5.6 Support and Adjustments
Support options include:
- Flexible start/finish times
- Remote working options
- Adjusted workloads
- Additional rest breaks
- Access to sanitary products and toilets
- Use of fans or adjustable temperatures
Managers will work confidentially and collaboratively to identify appropriate adjustments, with further support from HR or Occupational Health if needed.
6. Roles and Responsibilities
6.1 All Employees
- Be mindful and supportive of colleagues’ health challenges.
- Raise health concerns or requests for support early.
- Maintain confidentiality and respect.
- Communicate openly and honestly.
6.2 Line Managers
- Provide a safe space for discussion.
- Hold return-to-work and wellbeing conversations.
- Deliver adjustments and follow up.
- Liaise with HR/Occupational Health as needed.
6.3 HR and Leadership
- Maintain up-to-date, inclusive policies.
- Provide training for managers and staff.
- Monitor wellbeing trends across the organisation.
7. Risk Assessments and Confidentiality
Risk assessments must consider the impacts of reproductive health or long-term conditions, including for remote staff.
All health-related conversations and records will be handled with strict confidentiality, and information shared only with the individual’s consent.
8. Monitoring and Review
This policy will be reviewed every three years by the Head of Finance & Operations and the Board. Staff feedback is welcome and may lead to interim updates if needed.
9. Resources and Links
- NHS Menopause: https://www.nhs.uk/conditions/menopause
- Endometriosis UK: https://www.endometriosis-uk.org/
- CIPD Menopause Guidance: https://www.cipd.co.uk/menopause
- Henpicked Menopause Hub: https://henpicked.net/menopause-hub/
- British Menopause Society: https://thebms.org.uk/
Wikimedia UK’s Wellbeing and Health Inclusion Policy
Date Created: August 2025
Date Reviewed: August 2025
Date Approved: September 2025
Date for next Approval: September 2027