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Student Parental Leave Policy for Research Students

1. Preamble

1.1 Birkbeck, University of London (the College) values the diversity of its student community and is committed to providing an inclusive, supportive environment, in which all students and their families, regardless of background, can achieve their full potential and are welcomed.

1.2 The College is therefore committed to supporting all students who are or become pregnant, terminate a pregnancy, experience miscarriage, still birth or neo-natal death, or welcome new children to their families through pregnancy or adoption.

1.3 Pregnancy and maternity have been protected characteristics since the introduction of the Equality Act, 2010. Section 17 of the Act expands the protection from discrimination on these grounds to individuals outside the workplace, such as in services and education including HE institutions.

1.4 This policy has been drawn up in line with the Equality Act, 2010, and guidance set out by the Equality Challenge Unit on ‘Student Pregnancy and Maternity’.

1.5 Please note, for any student attending Birkbeck on a student visa, advice should be sought from ISA and the rules of the visa take precedence over and College or Funder policies.

1.6 The College is committed to ensuring that all students and applicants are treated fairly. It is also the commitment of the College to ensure the health and safety of its students and members of staff and particularly of any minors.

2. Introduction

2.1 This policy outlines arrangements the College will make for funded research students during a period of absence from their programme due to maternity, paternity, shared parental or adoption leave. It aims to ensure that such students are treated fairly in accordance with the terms and conditions of their funding and in accordance with the College’s legal obligations under the 2010 Equality Act.

2.2 There is no qualifying period for maternity, paternity, shared parental or adoption leave.

2.3 All research students expecting to take a period of maternity, paternity, shared parental or adoption leave should proceed using the College’s Break in Study policy. Students should note that the limits on the amount of time spent on a break in study do not include periods spent on maternity, paternity, shared parental or adoption leave. If the individual taking leave is a Birkbeck Tier 4 student their Tier 4 visa status may be affected.

3. Definitions

3.1 Certain terms used throughout this policy require clarification. These are defined as follows:

  • MATB1: The MATB1 is a maternity certificate issued to verify pregnancy. The certificate also confirms the date of the expected week of childbirth (EWC) or the actual date of childbirth where the child is born early.
  • The Week of Childbirth: The week, beginning with midnight between Saturday and Sunday, in which childbirth occurs.
  • The Expected Week of Childbirth: The week, beginning with midnight between Saturday and Sunday, in which childbirth is expected to occur as certified by a medical practitioner or midwife.

4. Notification

4.1 For students who become pregnant during their studies, those who are pregnant when their studies begin, and those who have given birth within the previous 26 weeks:

  • 4.1.1 Contacting the school/faculty: You have the right to inform the College whenever you feel comfortable to do so, however, we recommend that you inform your supervisor and the PGR Support Manager in your Faculty at your earliest opportunity, so that the College is in a better position to support you. If a student chooses not to disclose circumstances to the College, we will be unable to explore and implement appropriate and reasonable support arrangements.
  • 4.1.2 It is expected that the pregnant individual will at all times put their and their baby’s welfare first. To enable staff to better assist and tailor activities accordingly, there is a requirement for the pregnant individual to keep members of staff aware of any concerns or issues that may arise and to complete any necessary risk assessments associated with undertaking their research whilst pregnant (for example, if working in a lab, if travelling overseas, manual handling, stress, etc.).
  • 4.1.3 Implications for your studies and study leave: We understand that each situation is different and that the amount of leave that an expectant or new parent may want or need to take varies. If during your pregnancy you find yourself struggling to meet a deadline due to poor health or frequent hospital appointments, please speak to your supervisor in the first instance, and if necessary reasonable adjustments can be put in place. If you would like to take a period of leave, please refer to the Break in Study Policy. We recommend that you meet with our supervisor and the school and PGR lead to talk through your plans, whether or not you are intending to take a break, and to think together through the support that you may require.

5. Maternity leave

5.1 All UKRI funded research students in receipt of maintenance payments as part of their studentship are entitled to take up to 26 weeks ordinary maternity leave and up to 26 weeks additional maternity leave, making a total of 52 weeks. A Stipend may be drawn at the full rate for the first 26 weeks of Maternity Leave; at a level commensurate with Statutory Maternity Pay for the next 13 weeks of Maternity Leave. A Stipend may not be drawn for the final 13 weeks. The Studentship may be extended to account for periods taken as Maternity Leave.

6. Ordinary maternity leave

6.1 This is the initial period of absence due to pregnancy and childbirth and may last up to 26 weeks. For PhD students in receipt of a studentship which includes a stipend, maintenance payments will be made at the usual rate during Ordinary Maternity Leave.

  • 6.1.1 During the 11th week before the expected week of childbirth (or later) as long as the student has notified the College in writing no later than the end of the 15th week before the week the baby is due:
    • that the student is pregnant;
    • when the expected week of childbirth will be;
    • when the student intends the maternity leave to start.

or

  • 6.1.2 When the birth occurs. Leave begins automatically at this time, but the student must inform Birkbeck that the birth has occurred, in writing, at the earliest opportunity;

or

  • 6.1.3 If the student is absent due wholly or partially to her pregnancy within the last four weeks before the week the baby Birkbeck must be informed, in writing, as quickly as possible of the reason for the absence. Maternity Leave will then have automatically begun unless Birkbeck agrees to a return to research prior to the birth.

7. Additional maternity leave

7.1 Additional Maternity Leave is any absence in addition to ordinary maternity leave which is due to pregnancy and childbirth. Additional maternity leave begins on the day after Ordinary Maternity Leave.

7.2 You may be entitled to receive maintenance payments during the additional maternity leave period, for example if you have been awarded a Research Council or Wellcome Trust funded PhD studentship.

7.3 Details of funding during the 26 week additional maternity period leave are dependent on the terms and conditions of your funder. Students should seek guidance from their Faculty PGR Support Manager or from the Birkbeck Graduate Research School in order to establish their entitlement during the additional maternity leave period.

7.4 The College will not normally make maintenance payments for internally funded PhD studentships during the additional maternity leave period.

8. Paternity leave

8.1 A student whose spouse, civil partner or partner gives birth to a child, or who is the biological father of the child, is entitled to two weeks' paternity leave. To qualify for paternity leave, the student must also have, or expect to have, responsibility for the upbringing of the child and be making the request to help care for the child or to support the child's mother.

8.2 For PhD students in receipt of a studentship which includes a stipend, maintenance payments will be made at the usual rate during Ordinary Paternity Leave.

8.3 Paternity leave is granted in addition to a student's normal annual holiday entitlement.

8.4 Paternity leave may be taken in up to two blocks of one week. Paternity leave can start either from the date the child is born or placed for adoption or from a chosen number of days or weeks after that date. Leave must be taken within 52 weeks of the birth or adoption placement

8.5 Students who wish to take both paternity leave and shared parental leave must take their period of paternity leave first. A student cannot take paternity leave if he/she has already taken a period of shared parental leave in relation to the same child.

8.6 Students should provide notification as soon as possible that they wish to take paternity leave, but no later than the end of the 15th week before the expected week of childbirth. Students must also give at least 28 days notice of when they want their period of leave to start. They should say when the baby is due, if they are going to take one or two weeks off, and when they expect their paternity leave to start.

9. Shared parental leave

9.1 Students may be entitled to take shared parental leave e.g PhD students in receipt of a Research Council funded studentship who receive a stipend as part of their award. In these cases shared parental leave may be taken by either parent during the first year of birth or adoption of their child.

9.2 Shared parental leave enables mothers to commit to ending their maternity leave and pay at a future date, and to share the untaken balance of leave and pay as shared parental leave and pay with their partner, or to return to work early from maternity leave and opt in to shared parental leave and pay at a later date.

9.3 The amount of shared parental leave to which an individual is entitled will depend on when the mother brings her maternity leave period to an end and the amount of leave that the other parent takes in respect of the child.

9.4 Where students are entitled to take shared parental leave, arrangements for shared parental leave will be handled in accordance with the Birkbeck Family Leave Policy for staff but, unlike staff, students who are eligible do not have to meet the qualifying period stated in the HR advice e.g. Research Council funded PhD students.

9.5 For further details please refer to the terms and conditions of the funder and seek guidance from your Faculty PGR Support Manager or from the Birkbeck Graduate Research School.

10. Adoption leave

10.1 Student is eligible for Adoption Leave if the Student has been newly matched with a child through an adoption agency, or if the Student has used a surrogate during their Studentship.

10.2 Leave during the Studentship for a main adopter of a child in the UK begins when the child's placement starts, or an agreed period of time before the child’s placement starts to support preparation. The support available for the main adopter is commensurate to Maternity Leave. The support available for a Student who is the partner of the main adopter of the child or is the co-adopter, is commensurate with Paternity Leave.

11. Still births and miscarriages

11.1 In the event of a student suffering a miscarriage, a still birth or neonatal death, they are encouraged to contact the Counselling Service for support during that difficult time. In this circumstance, students are encouraged to take leave. The length of the leave will depend on the needs of the student and should be discussed with the Supervisor.

12. Returning to study

12.1 A student may not return to the College having taken less than two weeks leave immediately after the birth of the baby. This is known as Compulsory Maternity Leave (CML). This period is extended to 4 weeks for those who work in factories.

12.2 The student will have been formally advised in writing by the College of the date on which they are expected to return to their research studies if taking the full 52-week entitlement to maternity leave. The student is expected to return on this date, unless they notify the College otherwise.

12.3 If returning before the end of the 26 week Ordinary Maternity Leave period or before the end of the Additional Maternity Leave period the student must inform Birkbeck in writing at least eight weeks’ before the intended date of return. The College reserves the right not to re-commence the studentship, or to delay studentship payments should insufficient notice be given.

12.4 If the student is unable to return to studies at the end of maternity leave due to sickness or injury, the student may apply for a Break in Study in accordance with the College's Break in Study Policy. In any other case, late return without prior authorisation will be treated as unauthorised absence.

12.5 Should a student fail to return to the College without explanation on the expected return date Birkbeck will treat this matter as unauthorised absence and will follow the relevant policies.

12.6 In advance of any planned return to studies, we recommend that you contact your Supervisor and School PGR lead to think about the support you might need to return to study.

12.7 If you have a disability, an existing mental health condition or are struggling with your mental wellbeing, it is recommend that you contact Wellbeing Services.

13. Withdrawing from a studentship

13.1 Students who know that they do not wish to return to their project at the end of their Maternity Leave should notify the College as soon as possible. Students who have claimed maintenance payments during their period of maternity leave, will be required to repay maintenance payments to the College – this will be calculated on a sliding scale.

14. Maintenance increases

14.1 Absence due to maternity will not affect the nature or timing of maintenance payment increases.

15. Keeping in touch

15.1 The College will offer anyone taking maternity leave a contact who will remain in touch to keep the individual up-to-date with developments on their project, where applicable. This will normally be the student’s supervisor. The student is also encouraged to keep in touch contact throughout the maternity leave.

15.2 A formal discussion should take place between the student and supervisor prior to the beginning of the maternity leave period to discuss the contact arrangements and any other relevant issues.

16. Children on campus

16.1 In this document, a child is defined as anyone who has not yet reached their 18th birthday. ‘Children’ therefore means ‘children and young people.’

16.2 In exceptional circumstances, such as last-minute cancellation of childcare arrangements, the parent might be able to bring their child to campus as long as their planned activity that does not pose any risk to the child. The parent is responsible for ensuring that the child’s behaviour does not interrupt the given activity. Please note that children are not permitted in laboratories and in addition, some non-College external buildings, for example the British Medical Association.

16.3 Children are welcome on campus for short periods of time and for specific activities when a parent’s participation isn’t required, such as returning a library book.

16.4 New parents are welcome to breastfeed their babies on campus. The Students’ Union is currently working with the different university cafes and to become supporters of the ‘Breastfeeding Welcome Here’ Scheme.

16.5 Following the Working Together to Safeguard Children Act, 2018 we all have duty to safeguard children by protecting children from maltreatment, preventing impairment of children’s mental and physical health or development, ensuring that children grow up in circumstances consistent with the provision of safe and effective care and taking action to enable all children to have the best outcomes. If anyone becomes concerned about a child, please contact the safeguarding team.

17. Disputes and claims

17.1 If a disagreement arises between a student and academic or professional support staff on how this policy should be implemented in respect of their circumstances, or if students are dissatisfied with the College’s handling of this policy in respect of their circumstances, students can make a complaint using the Student Complaints Policy and Procedure.

Policy review

  • Originally created: September 2017
  • Latest update: October 2025
  • Date of next review: 2030-31 academic year
  • Owner: Graduate Research School Manager
  • SLT owner: DVC Research, Innovation and Knowledge Exchange
  • Committee oversight: Research Committee for Academic Board