Pregnancy & Maternity Checklist for Managers & People Managers We want you to be really clear on how you can support your colleagues who take maternity leave. Use this checklist with the training that’s on OurTesco to help ensure your colleague has a great maternity experience. The ‘what’ you need to do is covered in this checklist and the training will guide you on the ‘how’. Please log into OurTesco and read the information that’s there so you feel confident in managing this.
Managers are responsible for: Understanding what their colleague needs by completing the training on OurTesco
Ensuring their colleagues feel supported throughout their maternity Reviewing the risk assessment with their colleague regularly Keeping in touch with their colleague throughout Preparing for and supporting their colleague’s return to work.
The Key Stuff: They can have paid time off to attend their antenatal appointments.
Up to 52 weeks Maternity leave Enhanced maternity pay (if they have more than 2 years’ service*). *Login to OurTesco to work out what they’re eligible for
Their “MatB1” ensures they’re paid correctly so needs to be given to their People Manager asap
They need to tell us when they want to start their maternity leave at least 15 weeks before their due date
People Managers are responsible for: Guiding managers on how they can make the experience for colleagues great Processing maternity benefits and pay and updating payroll and personnel systems. Ordering the Quick Guide and Tesco Loves Baby Gift Packs
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The earliest they can start their maternity leave is 11 weeks before they’re due
If they return to work within 26 weeks, their job needs to be kept
open for them. If they return after this we have to return them to a similar job with the same terms and conditions if their previous job is no longer available.
Pregnancy & Maternity Checklist for Managers & People Managers What to do when a colleague tells you they are Pregnant Colleague’s Name:
Checklist Date:
Manager
Due Date:
People Manager As soon as Possible
Ask your People Manager for a copy of Your Quick Guide to all things Family at Tesco pocket guide (be confidential if necessary).
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Give the manager a copy of the Your Quick Guide to all things Family at Tesco pocket guide
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Log into OurTesco and go to People Policies in the Working at Tesco section and familiarise yourself with our policy and process.
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Log into OurTesco and go to People Policies in the Working at Tesco section and familiarise yourself with the information there.
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Complete the Pregnancy and Maternity training module on OurTesco
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Complete the Pregnancy and Maternity training module on OurTesco.
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Give Your Quick Guide to all things Family at Tesco to your colleague
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Complete her Health & Safety Risk Assessment (Appendix One) and remind her to join Parents at Tesco on Yammer and Tesco Baby Club.
☐ After 2 Weeks
Check-in with her as her pregnancy progresses to see if she has the support she needs.
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Get the Health & Safety Risk Assessment from her Manager and put it in her Personnel file.
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After her 12 Week Scan Start to plan - ask her what her due date is and how she wants to use her year’s holiday.
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Check whether she thinks she’ll meet the minimum earnings level to qualify for maternity pay and if not, can we do anything to help this?
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Pregnancy & Maternity Checklist for Managers & People Managers What to do when a colleague tells you they are Pregnant
After her 20 Week Scan Give her the Tesco Loves Baby gift pack when your People Manager gives it to you. (it’s nice if you can present this to her in some way!)
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Ask her for her Notification of Maternity Leave Form (printable from OurTesco) and MatB1 (from her midwife)
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Order the Tesco Loves Baby gift pack (RP2K693) and give this to the Manager when it arrives
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4 Weeks before Maternity Leave is due to start Transfer her to the Maternity Payroll by completing the relevant form on Our Personnel System; transferring her on the HR/AM system or by completing the relevant OPS/Host form (make sure you make a note of her contact details as you won’t be able to view these when she transfers to maternity payroll)
2 Weeks before Leaving
Carry out her Progress Review and Career Discussion
Have a handover meeting (if appropriate) – check if she needs to return any equipment (we should aim to let colleagues keep their work equipment where possible)
Try and get the team together when you say goodbye and wish her luck!
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Pregnancy & Maternity Checklist for Managers & People Managers What to do when a colleague tells you they are Pregnant
Don’t Forget
Carry out further Health & Safety Risk Assessment(s) as needed
You may need temporary maternity cover so plan for this well in advance of her maternity start date
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Order her maternity uniform via Click to Order in stores or Oracle in DC’s You’ll need to keep a stock of the Quick Guide so you have them to give to Managers when needed. Order via Mount Farm – code RP2K691
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If her baby is born BEFORE she starts her maternity leave (i.e. she is taking holiday, she is off sick or the baby just arrives early!) you need to email
[email protected] ASAP to let them know the date the baby was born so they can move her to maternity payroll.
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For times when you may need to provide some extra support
If you wish to extend company sick pay due to pregnancy-related illness consult with your People Manager
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If your colleague suffers a stillbirth or miscarriage, be supportive and confirm what she’s entitled to in terms of time off and pay. Consider whether spending a card or flowers is appropriate as this will be individual specific. Speak to your People Manager if you need some advice.
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Circumstances where the extension of company sick pay would be appropriate include: miscarriage, high blood pressure, severe pelvic pain, hyperemesis gravidarum or pre-eclampsia. Review on an appropriate basis. Authorisation to extend company sick pay must be provided to payroll by the Store/People Manager (Stores) or People Manager (Office, DC) via email.
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Pregnancy & Maternity Checklist for Managers & People Managers When the colleague is on Maternity Leave Colleague’s Name:
Checklist Date:
Manager
Due Date:
People Manager As soon as Possible
Provide her Progress Review and Career Discussions forms to your People Manager
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Make sure that she’s transferred onto maternity payroll
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Get her Progress Review and Career Discussion forms from her manager. Confirm her talent matrix rating.
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When the Baby is Born Let the team know and arrange for flowers and a card to be sent to her
☐ Don’t Forget
Ensure she continues to feel part of the team and is considered in relevant discussions (e.g. talent, vacancies) Keep in touch with her – as agreed with her Keeping-In-Touch Days – remember she can use these to attend work (e.g. meetings, training) while she’s off Include her – she’s still a team member so invite her to team days, social events etc as appropriate If you move roles – tell her and give her new manager a full handover
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Talent Meetings Ensure she is included in talent conversations and considered for suitable vacancies if appropriate. Remember if she returns within 26 weeks we must give her the same job she was doing before her leave so this must be kept available for her.
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Keeping In Touch Days Make your People Manager aware of any Keeping-In-Touch days worked so that we can pay her correctly or record a day off in lieu.
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Keeping in Touch Days Check if she is planning to use any Keeping-In-Touch days and ensure they are processed and paid correctly, or a day off in lieu is recorded
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Changes to her role If there are any significant changes make sure you tell her
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Pregnancy & Maternity Checklist for Managers & People Managers When the colleague is on Maternity Leave If her maternity leave will go over the end of the holiday year in March ask her what she would like to happen with her earned holidays – THIS NEEDS TO BE CONFIRMED TO PAYROLL BEFORE THE PAYROLL CUTOFF IN MARCH OR THEY WILL BE PAID TO HER AUTOMATICALLY Inform your People Manager what holidays to pay/carry over by the beginning of March
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Process holidays in line with the colleague’s wishes before the April pay cut-off
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10 Weeks Before Due to Return
Have a conversation with her about her plans to return to work (make sure you’re clear on what role she is returning to) If there has been a change of structure, ensure you take advice from your People Manager regarding this
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Go to OurTesco complete the Maternity Returning to work training module
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If she is returning after 26 weeks and her role is unavailable for her to return to, inform her manager and agree what alternative role she will do (this role must have the same terms and conditions as the role she carried out before her leave) In a redundancy situation where the job no longer exists we are legally obliged to do everything we can to provide her with a suitable role. If there are circumstances where we cannot fulfil this obligation contact the employment policy team for advice.
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8 Weeks Before Due to Return
Prepare for her return e.g. activate swipe cards, arrange re-training, provide information on new ways of working, organise job shadowing, a handover etc. It’s good to have a mini-induction prepared
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If she requests to return to work on a different working pattern, follow the Flexible Working process available on OurTesco in the People Policies section or from your People Manager.
☒ If taking less than 52 Weeks’ Leave Transfer her back from maternity payroll by completing the relevant form on Our Personnel System; transferring her on the HR/AM system or by completing the relevant Host/Workplan form for ETHAF (Payroll will automatically do this for colleagues returning after 52 weeks’ leave)
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Pregnancy & Maternity Checklist for Managers & People Managers MATERNITY RETURNER
Colleague’s Name:
Return Date:
Note: If the colleague wishes to return to work before she has used her 52 weeks’ maternity leave she needs to give us 8 weeks’ notice of this. It is ok if she gives you less notice providing the business can accommodate this. When
The Manager
1.
Arrange some time with her to welcome her back to work, run through any re-familiarisation, re-training, introduce her to new team members etc.
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2.
If you have agreed holidays with her (e.g. because she is phasing her return to work) then confirm this to your ETHAF or HR/AM administrator to process.
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3.
If she is returning to work on a different shift pattern, confirm this to your ETHAF or HR/AM administrator to process.
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4.
Carry out a H&S Risk Assessment if she is returning to work within 6 months of having a baby/still breastfeeding.
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Weeks 1 - 2
5.
Set objectives with her.
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Weekly (for first 4 weeks)
6.
Hold a return to work review with her to confirm she is settling in ok and has everything she needs.
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7.
If you have agreed a different working arrangement with her, discuss this regularly with her (as part of her progress reviews) to check that this is working well for both her and the team/business.
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Day 1
As required
Log into OurTesco where there is lots more essential information in the People Policies section under Working at Tesco
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Pregnancy & Maternity Checklist for Managers & People Managers
Colleague’s Name:
NOTES
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Pregnancy & Maternity Checklist for Managers Appendix 1 – Health & Safety Risk Assessment Colleague’s Name:
Date
New and Expectant Mothers Health & Safety Advice and Risk Assessment (for mum) We want to ensure you stay fit and well while you are pregnant, after you have your baby and while you are breast-feeding. We are also required by Health and Safety guidelines to make you aware of the Risk Assessment we have carried out. We do this by asking your manager to review the assessment with you and asking you to sign it. We have assessed the hazards to new and expectant mothers who work for us, and the high-risk hazards like working with radiation or toxic chemicals, are not present in our workplaces. We have the general hazards that are present in most workplaces and the home that you need to be aware of. These are: lifting and carrying which may become more difficult as your shape changes; situations where you receive frequent bumps or vibration to your abdomen; heat that your body may become less able to cope with as the pregnancy progresses; and becoming tired more quickly and the need to take more rest as your baby grows. In addition, pregnancy may lead to an increased likelihood of developing :
dizziness fatigue high blood pressure
sickness back pain swollen ankles
If these difficulties start to impact you at work, please discuss this with your manager who will agree with you how to temporarily adjust your job to reduce the impact. If you work night shifts, and your GP gives you a medical certificate saying this is affecting your health, we will transfer you to day work. If your GP gives you a medical certificate saying you should not carry on doing exactly the same type of physical work, then we will either : temporarily adjust your working conditions and/or hours; or move you to another job that your GP says is suitable. In both situations you will still receive your normal pay and premiums. It is very unlikely that we will be unable to find you a suitable alternative job however, if your GP confirms that all alternative jobs offered are unsuitable, we will suspend you on full pay for the period of time that your health is at risk. Once you have read this advice and discussed any concerns, your manager will ask you to sign a copy of the Risk Assessment which will be kept in your Personnel file. The Risk Assessment will be reviewed with you so please remember tell your manager if any problems arise during your pregnancy that you think could be associated with your work. Any review dates and next steps will be recorded on the back of the Risk Assessment.
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Pregnancy & Maternity Checklist for Managers Appendix 1 – Health & Safety Risk Assessment Colleague’s Name:
Date
New and Expectant Mothers Health & Safety Advice and Risk Assessment Hazard or Work Activity being assessed :
New and Expectant Mothers
Situation where hazard is encountered or could arise:
Working when pregnant or breast feeding
Possible Risks: Injuries due to postural, shape and ligament changes affecting manual handling ability as pregnancy progresses. Premature birth, miscarriage or low birth weight due to fatigue. Fatigue/stress due to reduced heat tolerance. Premature birth or miscarriage through regular exposure to bumps to the abdomen or whole body vibration in certain working environments. Recommended precautions that colleagues with the support of managers should follow. Reduce the need for manual handling as far as practical, be aware of changing ability to lift and carry as the pregnancy progresses. Follow the correct manual handling techniques you were trained to follow at induction. Avoid situations where the abdomen is exposed to bumps or whole body vibration e.g. Fork lift trucks, confined areas where the abdomen keeps being bumped against objects, manual handling of large objects. Take regular breaks and appropriate rest. Discuss, with your Manager, amending hours/workload if necessary, as pregnancy progresses and on return to work, when required. Avoid working in situations where excessive heat is encountered. Drink plenty of fluids. If you are concerned that your work may be affecting your pregnancy, ask your Doctor or Midwife for their advice. Let your manager know the outcome of these discussions, and they may seek further advice from Occupational Health.
The Tesco assessment of overall risk when precautions are followed is LOW. I confirm that I have read and understood the risk assessment and that I will advise my Manager of any further concerns that I have if they arise. Manager’s signature:
Date:
Colleague’s signature:
Date:
Review dates: Please record any next steps or further risk assessments on the extra pages provided.
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Pregnancy & Maternity Checklist for Managers Appendix 1 – Health & Safety Risk Assessment Colleague’s Name:
Date
Review Risk Assessment when:
If complications occur in pregnancy. At regular 1:1 with your manager as pregnancy progresses (i.e. change in shape, ability). If accident/incident occurs which shows precautions were followed but were inadequate.
Next Steps and Further Comments:
Date :
Date :
Date :
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