Maternity leave policy & procedure

Updated April 2026

1. Purpose

Loughborough University aims to support employees in managing work and family responsibilities, promoting wellbeing, and creating a supportive work environment.  

2. Scope

The maternity leave policy & procedure covers leave for the birth parent, offering up to 52 weeks off and occupational/statutory pay for eligible employees.  

3. Policy Statement

This policy and procedure applies to all employees of Loughborough University, regardless of contract type or duration, other than those employed on an irregular casual basis.  It has been written following consultation with employee representatives. The procedures outlined within this policy have been developed to ensure that family leave is dealt with fairly, sympathetically and effectively.  

4. Roles and Responsibilities

Employee responsibilities:

• Ensure the correct policy & procedure for requesting maternity leave is followed.
• To discuss your request with the line manager prior to notifying HR Services
• Prior to commencing the leave, agree on a suitable form of communication with your line manager
• To maintain contact with your manager during periods of leave
• Ensure return to work as expected and your line manager is informed of changes to return to work plan if applicable.

Line Managers responsibilities:  

• Remind the employee of the requirement to notify HR Services and refer them to the maternity leave policy & procedure
• Ensure that risk assessments are carried out for your pregnant employee. Please contact HR Services for support if necessary
• Maintain reasonable contact with your employee during prolonged periods of leave and ensure that your employee is kept informed with changes and important updates in the workplace
• Seek advice from HR Services if you have questions

Human Resources responsibilities:

• Advise managers and employees in accordance with the maternity leave policy and procedure
• Process all request for maternity leave promptly and accurately
• Update employee records as appropriate and inform Payroll

5. Maternity Leave Entitlement

Mandatory Two-Week Compulsory Leave

Employees must take at least two weeks of compulsory maternity leave immediately following the birth of their child.

Total Maternity Leave

Employees are entitled to up to 52 weeks of maternity leave, comprised of:

• Ordinary Maternity Leave (OML): The first 26 weeks of leave
• Additional Maternity Leave (AML): A further 26 weeks of leave, following OML
• The maternity leave period cannot be broken by any other manner of leave and must be a continuous period.

Flexibility to Combine with Shared Parental Leave

• Employees may have the option to curtail their maternity leave and opt into Shared Parental Leave (SPL) arrangements
• Any reference to Shared Parental Leave in this policy is high-level, and employees are advised to consult the University’s Shared Parental Leave Policy for specific details and HR for further information.  Shared Parental Leave

 6. Maternity Pay and Eligibility  

Eligibility Criteria

Employees are eligible for Statutory Maternity Pay (SMP) if they meet the following criteria:  

• A minimum of 26 weeks of continuous service by the end of the 15th week before the expected week of childbirth (referred to as the qualifying week)
• Earn a minimum of the Lower Earnings Limit (LEL) on average for 8 weeks before the qualifying period LEL rate 

Maternity Pay Entitlement

Maternity pay is paid as follows:

• 18 weeks: Full contractual pay. This ‘top up’ of SMP is called Occupational Maternity Pay (OMP)
• 21 weeks: Statutory Maternity Pay (SMP) or 90% of average weekly earnings (whichever is lower)
• 13 weeks: Unpaid leave

Entitlement for less than 26 weeks service

Entitlement for more than 26 weeks service

*Subject to LEL, please see above

Entitlement for Fixed-Term Contract Employees  

If an employee is on a fixed-term contract:

• Occupational Maternity Pay (OMP) will be provided until the contract end date
• Statutory Maternity Pay (SMP) will continue to be paid beyond the contract end date, for the remainder of their entitlement, provided eligibility requirements are met.

Baby Loss After 24 Weeks  

In cases of baby loss after 24 weeks of pregnancy you are entitled to the full maternity leave period and associated pay entitlements.

7. Notification Requirements  

Notification of Pregnancy

You must formally notify your line manager & HR Services of your pregnancy by the 15th week before the expected week of childbirth (known as the qualifying week), by completing the Parental Leave Notification form.  Parental Leave Notification Form – Fill out form

The notification must include:

• The expected week of childbirth (supported by a medical certificate such as the MAT B1 form)
• The intended start date of maternity leave (this can be no earlier than the 11th week before the expected week of childbirth).

Changes to the Start Date

• You can change the start date of your maternity leave by providing your line manager & HR Services with at least 28 days’ notice in writing (or as much notice as is reasonably practicable).  

Return to Work Before 52 Weeks

• If you wish to return to work before the full 52 weeks of maternity leave you must provide at least 8 weeks’ written notice, to your line manager & HR Services, of your intended return date
• If less than 8 weeks’ notice is given, your line manager may postpone the return date to ensure adequate operational planning

8. Antenatal and Hospital Appointments  

Entitlement to Paid Time Off

You are entitled to reasonable paid time off during working hours to attend antenatal and hospital appointments. This includes appointments with a registered medical practitioner, midwife, or health visitor. This must be discussed with your line manager when making such arrangements and where possible this time off should be taken at the beginning or end of the working day to cause as little disruption as possible. 

9. Sickness Triggering During Maternity Leave  

If you experience pregnancy-related sickness after the beginning of the fourth week prior to the expected week of childbirth, your maternity leave will begin automatically.  

10.  Annual Leave  

As a minimum, you are required to take any accrued annual leave before your maternity leave begins.

While annual leave should normally be taken in the year it is accrued, if you are unable to use all your leave due to maternity leave or a premature birth, any remaining leave, including bank holidays and concessionary days, can be carried over to the next leave year and must be used immediately following your maternity leave. This annual leave carry over is not subject to the usual carry-over limits in the Conditions of Service.

You will continue to accrue annual leave, statutory (bank holiday), and closure days during your maternity leave, with part-time staff accruing these on a pro-rata basis.   

11.    Pay and Pension  

Contributions During Paid Maternity Leave

• If you are a member of the Universities Superannuation Scheme (USS) or Local Government Pension Scheme (LGPS), contributions are deducted to the amount of occupational and statutory pay during the period of maternity leave
• During the statutory pay period, pension contributions are made up by the University to the full salary equivalent (USS members) or deemed to have been paid at that level in the LGPS
• To ensure continuity of reckonable service during the unpaid period you may wish to continue to pay contributions for the maternity leave period and it is advised that you contact the Payroll Team, who will advise and make the necessary arrangements.    

Salary Increases During Maternity Leave

• If you are eligible for a salary increase during maternity leave, any adjustments will be applied to the calculation of maternity pay and pension contributions
• The Payroll Team will be available to provide guidance on pension contribution adjustments and repayment options if required.  

12. Keeping in Touch (KIT) Days  

KIT Days

You have the option to work up to 10 Keeping in Touch (KIT) days without ending your maternity leave by prior agreement with your line manager.  

KIT days cannot be utilised during the first two weeks following childbirth due to the mandatory maternity leave period.  

Payment for KIT Days

The payment for KIT days depends on the phase of maternity leave:

• During the 18 weeks of full pay: No additional payment will be made, as you would already be receiving full contractual pay
• During the 21 weeks of Statutory Maternity Pay (SMP): Payment will be made to “top up” your earnings to your full contractual rate for the hours worked on KIT days
• During the 13 weeks of unpaid leave: Payment will be made at your full contractual rate for the hours worked on KIT days.  

Pension Contributions on KIT Day Payments

Any payment received for KIT days will be considered pensionable. Both employee and employer pension contributions will be deducted and paid as per normal pay practices.   

13. Review Period  

This policy & procedure will be reviewed by the policy owner every 3 years or to align with any changes in statutory requirements.