Baby Loss Support Guidance

[Content Advisory: This guidance contains sensitive information regarding baby loss, which could be triggering for some individuals].

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Introduction

The University recognises that losing a baby can be a deeply distressing experience—whether it happens to the you, your partner, or a surrogate carrying your baby.  We understand that pregnancy loss is, sadly, more common than many realise, and that it can affect people in a wide variety of emotional and physical ways. The impact can be profound and long-lasting, and the challenges individuals face at work during this time are often underestimated or misunderstood.

The University is committed to giving all colleagues who have experienced baby loss the support that they may need. Baby loss can be a very lonely and isolating experience, and we want to reassure colleagues of the support available.

This guidance is developed in support of: 

  • Colleagues who experience baby loss, including partners. 

What is baby loss?

There are different terms for the different types of pregnancy or baby loss. We know that losing a baby is devastating at any stage of pregnancy.

  • Miscarriage: This loss takes place during the first 24 weeks of pregnancy. If your baby loss takes place before the 24th week, you are entitled to request a baby loss certificate which formally recognises your loss. 
  • Recurrent miscarriage - When a couple or individual experiences three miscarriages in a row, affecting around one in every hundred couples.  
  • Stillbirth: The loss takes place after 24 weeks of pregnancy and before birth. 
  • Ectopic pregnancy:   An ectopic pregnancy occurs when a fertilised egg implants outside the womb, most commonly in a fallopian tube. This condition can become life-threatening and often requires urgent medical attention. Even when detected early, the situation may escalate quickly, requiring intensive monitoring—such as blood tests and scans every 48 hours—and restrictions on physical activity.  Treatment may involve medication (commonly methotrexate, a type of chemotherapy drug) or surgery, depending on the severity and stage of the ectopic pregnancy. Both forms of treatment typically require a recovery period and may delay any future attempts to conceive, which can add to the emotional toll of the experience. It is important for managers and colleagues to be aware of the potential physical and emotional impact, and to offer support and flexibility during this time.
  • Molar pregnancy: A rare condition in which abnormal tissue develops inside the uterus instead of an embryo. 
  • Neonatal Loss: The loss of a live-born baby up to 28 days after the birth. 

Additionally, a missed miscarriage is a type of pregnancy loss where an individual only becomes aware of the loss during a routine appointment, often at the 12-week scan. In these cases, there are typically no prior signs that the baby has stopped developing, and pregnancy symptoms may continue as normal. This can be particularly distressing, as the news often comes as a shock. It is important to be mindful that someone may leave work expecting a routine check-up and return having received unexpected and devastating news. Sensitivity and support in these situations are essential.

Understanding the Medical Process After Pregnancy Loss
It is important to be aware that the medical process following a pregnancy loss is not always immediate or straightforward. Depending on the nature of the loss, individuals may require time away from work over a number of weeks to attend follow-up appointments or to recover both physically and emotionally. For those experiencing this—and for managers supporting colleagues through it—this extended timeline can be unexpected. Being aware of this helps ensure responses are empathetic, informed, and appropriately flexible.

Confidentiality

If you decide to inform your manager about your own or your partner’s baby loss, they will keep this information confidential and will not share it without your consent, except in cases where there are serious concerns for your welfare or that of others. 

Why is the 24th week so important?

The 24th week of pregnancy marks the point at which a foetus has the potential to survive outside the womb. Before the 24th week, lungs and other vital organs are not mature enough for life to sustain itself. Beyond this point, there is a higher chance of survival if a baby is born prematurely, and so it's seen as a different stage of pregnancy. 

Experiencing the loss of a baby between 14-24 weeks of pregnancy is referred to as a late miscarriage.

If you have experienced baby loss, we encourage you to contact your manager as soon as you feel ready, so they can support you you may need.  Sharing your experience is not mandatory but doing so may help you receive support at the point that this most beneficial for you.

We understand that everyone’s situation is unique, and we don’t presume to know how much leave you might need. This guide is not about a one-size-fits-all approach but about offering various ways we can support you, so you can choose what works best for you. 

Time off

Pregnancy Loss Before 24 Weeks

If a colleague sadly experiences a pregnancy loss before 24 weeks, any time off should be recorded as sickness absence under the ‘pregnancy-related’ category. This period of sick leave will not count towards sickness absence review points.

For absences longer than seven days, a Fitness for Work statement should be obtained from a doctor, midwife, or hospital health professional.

In cases of surrogacy/partners, grandparents, and close relatives who require time off following the loss may consider using the University’s emergency time off to care for dependents or special leave policies.

Pregnancy Loss After 24 Weeks

If a baby sadly dies after 24 weeks of pregnancy (a stillbirth),or is born alive at any stage and then dies (a neonatal death), the colleague is usually entitled to full parental rights and benefits.

We understand that by this stage in pregnancy, many parents have already begun making significant preparations and may be emotionally and practically invested in welcoming their baby. In recognition of the profound impact of such a loss, and the preparations already underway, maternity leave will begin immediately after the birth if it occurs before the intended start date or before formal notice of maternity leave was given.

Stillbirth or Neonatal Death

In the event of the death of a child, colleagues with parental responsibility can access the University’s Bereavement Leave Policy, which provides up to 10 days of paid parental bereavement leave. This leave may be taken in separate blocks of five days.

Colleagues who meet the eligibility criteria may also be entitled to Neonatal Care Leave in the event of the loss of their child.

Managers are encouraged to offer flexibility wherever possible to support colleagues who have experienced baby loss. This may include accommodating requests for time off or temporary adjustments to working arrangements, recognising that support may be needed at different stages and periods. Any agreed arrangements should be reviewed regularly to ensure they continue to meet the colleague’s needs while balancing operational requirements.

Counselling and wellbeing support

We understand that baby loss can have a profound emotional and psychological impact. Grief is deeply personal, and everyone processes loss in their own way and at their own pace.

We are committed to fostering a compassionate and supportive environment where colleagues feel seen, heard, and supported. Emotional wellbeing is just as important as physical recovery, and we encourage colleagues to prioritise their mental health and wellbeing during this time.

Your manager may suggest speaking to our independent Employee Assistance Programme or visiting your GP for further support. They might also recommend a referral to Occupational Health to better understand your needs and how they can assist you, in for example a phased return to work. 

Counselling and wellbeing support 

Help and support is also available through our Employee Assistance Programme (EAP). Our EAP provides free and confidential support to all University of Glasgow colleagues and their immediate family members. Support and advice is available 24 hours a day, 365 days a year.  The EAP provides a support network that offers expert advice and compassionate guidance 24/7, covering a wide range of issues helping colleagues through challenging periods either at work or home. 

To access this service call 0800 028 0199.  

Wisdom App 

Wisdom provides an enhanced set of wellbeing tools and engaging features to support wellbeing and wellness. The features are designed to improve the user’s mental and physical health by using personal metrics to set goals and achievements, which include, interactive mood trackers, four-week plans, mini health checks, personalised wellbeing contact, access to their helpline 24/7, 365 days a year and the live chat feature allows colleagues to contact a wellbeing counsellor using live messaging and video calls. Download the app via the app store or google play store and enter unique code: MHA23726. 

If you need further support 

There are lots of charities and other specialist support groups who offer information and support about pregnancy loss. Here are some that you might find helpful: 

  • The Miscarriage Association– an organisation which offers support and information for those affected by miscarriage, ectopic or molar pregnancy as well as signposting for counselling services. 
  • Petals – provides specialist support and counselling after pregnancy loss 
  • SANDS can offer you support if your baby dies during pregnancy or after birth. 
  • ARC a national charity offering parents support through antenatal screening and its consequences, including bereavement. 
  • Abortion Talk - a new charity offering people the chance to talk about abortion in a non-judgemental and supportive environment. 
  • The Fertility Network – a charity offering resources and support for those affected by fertility issues 
  • Child Bereavement UK - helps families to rebuild their lives when a child grieves or when a child dies.
  • Saying Goodbye - provides support to anyone affected by baby loss.

 

Podcasts

Returning to Work

We recognise that returning to work after a pregnancy loss can be emotionally and physically challenging. Each individual’s experience is unique, and we are committed to providing the necessary support. 

Temporary Adjustments:

If you need temporary changes to your working arrangements, please discuss this with your line manager.

Together, you can explore suitable arrangements in line with section 5.5 of the University’s Flexible Working Policy. For more details on supportive adjustments, refer to our Guide to Reasonable Adjustments. 

 Your manager may suggest speaking to our independent Employee Assistance Programme or visiting your GP for further support. They might also recommend a referral to Occupational Health to better understand your needs and how they can assist you. 

Manager Guide - Supporting colleagues who have experienced baby loss

This guide provides advice on how to manage and support employees who have experienced pregnancy or baby loss. How you respond as a manager will make a big difference to how effectively your team member will be able to fulfil their role and how supported they feel.

Line managers have an important role in supporting the wellbeing and work needs of colleagues who have experienced baby loss.  


This is because managers are:  

  • usually the employee’s first contact point  
  • responsible for the day-to-day management of the employee and the tasks required of them
  • key to providing access to work adjustments such as a change in duties or a new flexible working arrangement
  • able to prevent additional stress, or anxiety, particularly in those who are feeling less confident in their abilities due to the impact of their loss.

Supporting an employee who has experienced such a loss requires compassion, flexibility and sensitivity.  Whilst this is a very difficult time for the employee, pregnancy and baby loss may also have affected managers who need to provide support for employees during this time. If you have been personally affected and find this situation challenging, please also seek your own support or further guidance from your manager or People and OD team.

Supporting an employee who has experienced baby loss requires compassion, flexibility and sensitivity:

Pregnancy and baby loss can be a very difficult time and can have a major impact on someone’s health and wellbeing.  Everyone is different and therefore will have different needs after pregnancy and baby loss. Their needs might be practical, such as adjustments or time off, or they may need more general wellbeing or emotional support. 

Managers therefore need to take a flexible and open-minded approach. There is no one single way to support a colleague who has experienced a loss of this kind. Demonstrating an open, respectful, kind and empathetic approach will help colleagues to talk openly about their situation and their unique needs.

The key behaviours which will assist in supporting people are:

  • Building and sustaining relationships, including showing empathy, concern and consideration for all colleagues, taking an interest in them as individuals and offering opportunities to speak on a one-to-one if they wish to.
  • Providing knowledge, clarity and guidance, including giving advice and guidance if a colleague needs it – for example, around the University’s related policies and support to help them cope with their loss and its impact on work, including adjustments that can be made.
  • Being open, fair and consistent, will help bring respect and openness, consistency, kindness and fairness to managing both the person who has experienced the loss and the rest of the team, even when managers are under pressure themselves.

Pregnancy and baby loss can be a very difficult time and unfortunately, it’s more common than many people think:

Pregnancy and baby loss is often a hidden issue within the workplace. People may be reluctant to tell their manager or colleagues that they are trying for a baby for fear of being overlooked for career opportunities or being seen as not committed at work.

Offering compassionate support can have a significant impact, helping someone to balance work demands with recovery and the grief of loss. If employees feel supported and can access helpful adjustments at work, resources and/or flexibility, they are more likely to feel able to carry on working to the best of their ability. Conversely, having to negotiate appeal for time off and pay can add to someone’s emotional distress. This can result in them needing to take a longer period off work or even leaving the organisation.

Remember, it’s not just the mother or birth parent who may require support; their partner’s feelings often get forgotten, and they are very likely to be grieving too.

Have a sensitive and supportive conversation

It can be difficult to know what to say to someone who has experienced pregnancy or baby loss. Some people worry about saying the wrong thing and so say nothing at all, which could feel very isolating for someone.

As soon as you are aware that someone you manage has lost a pregnancy or baby, it’s important you acknowledge it. They may or may not want to talk about the situation in detail but acknowledging that it has happened is very important. Saying ‘I’m very sorry for your loss’ and asking open questions such as ‘how are you?’ will help them feel they can talk to you about their situation if they need to or want to.

Comments that could be helpful:

  • ‘I’m very sorry that you have lost your baby.’
  • ‘This must be really difficult for you.’
  • ‘I don’t know what to say.’

Things not to say:

  • ‘Don’t worry, you’re young. You can always have another baby.’
  • ‘It wasn’t meant to be.’
  • ‘It was probably for the best.’
  • ‘At least you have other children.’

Although often meant with the best intentions and with the aim of helping the person stay positive, they may be upsetting to hear. Also refrain from offering advice; even if this is meant to be helpful it may be unwelcome. 

Source: Miscarriage Association.

When appropriate, it’s important to have a sensitive and supportive discussion about the employee’s needs. You might find the conversation checklist below helpful.

Conversation checklist 

  • Avoid interruptions: switch off phones; ensure colleagues can’t walk in and interrupt.
  • Be caring and show concern for the employee’s wellbeing.
  • Ask simple, open questions, such as, ‘How are you doing at the moment?’
  • Ask, ‘What support do you think might help?’
  • Avoid judgemental or patronising responses.
  • Speak calmly.
  • Maintain good eye contact.
  • Listen actively and carefully.
  • Encourage the employee to talk.
  • Be prepared for some silences and be patient.
  • Focus on the person, not the problem.
  • Avoid making assumptions or being prescriptive – the individual is the best person to know what support, if any, may help them.
  • Thank the employee for talking to you about their loss.
  • Follow up in writing, especially agreed actions or support.

This checklist has been adapted from the CIPD and MIND people manager's guide to mental health .

Confidentiality

Assure the individual that any conversation is confidential, but it’s also important to discuss what information, if any, they would like communicated to work colleagues about their loss.

Support if someone experiences pregnancy loss at work

It’s possible that someone could miscarry at work or experience serious pregnancy related symptoms that concern them.

If anyone is concerned about their pregnancy, if they feel something is wrong or they are worried about their baby, they should be encouraged to get medical help. The NHS has advice on the symptoms of pregnancy and baby loss and when/how to seek urgent medical help. 

If it’s a medical emergency, the individual will need to go to hospital. You should offer practical support, such as asking if you can contact their partner or another family member or friend, as well as calling an ambulance or taxi. Depending on the circumstances, the individual is likely to feel very distressed and will need emotional support.

If a colleague finds out that their partner is losing a pregnancy/baby, or is experiencing worrying health symptoms related to pregnancy, they will want to leave work to be with them. Provision for this time is available through the Emergency Time Off to Care for Dependents Policy.

Manage sensitive situations  

Having awareness and sensitivity around certain events that could be upsetting, such as Mother’s Day or Father’s Day, pregnancy announcements and baby showers will go some way in supporting colleagues. Actively support team members who may be living through very contrasting personal situations. This doesn’t mean that an colleague who is expecting a child can’t share their experience and anticipation, but you and other colleagues can show compassion and sensitivity if you know another team member has not been so fortunate.

For example, you could anticipate certain events that could be upsetting for someone who has lost a pregnancy or baby and have a conversation about how best to support them. You could develop an agreement around pre-warning, allowing the individual to excuse themselves or be busy elsewhere at points that could be particularly upsetting.

Managing absence and leave

Very often, an employee who experiences pregnancy or baby loss during the earlier stages of pregnancy may not have told you they were expecting. Therefore, informing you of their loss could be particularly challenging for them.

Experiencing pregnancy or baby loss at any stage can affect people’s health and wellbeing in a number of different ways, including their mental and physical health. For the mother or birth parent, there may be ongoing physical health issues after a pregnancy loss that require future time off for medical appointments or treatment. It is important to take a flexible approach to these needs. These absences should recorded in accordance with the University’s managing attendance policy but excluded from any absence monitoring / review processes.

Being offered time away from work to deal with the effects of their loss and grief can help individuals to deal with these impacts.

Many colleagues will need to take time off work to deal with such an emotionally upsetting, and often traumatic, event. One person’s experience of this kind of loss can be entirely different from another’s. Be responsive to a colleague’s unique needs where they or a partner have experienced pregnancy or baby loss and offer leave aligned with the University’s policy framework.  This could be leave in accordance with our managing attendance policy compassionate or other special leave, emergency time off to care for dependents or bereavement leave.

If someone is absent due to pregnancy or baby loss, have a sensitive conversation with them about how best to keep in touch during their absence. This should be approached with empathy and without the colleague feeling any pressure to return to work before they are ready.

The UK’s statutory framework is very different for employees if they experience pregnancy or baby loss after 24 weeks of pregnancy compared with before 24 weeks. If a child is stillborn after 24 weeks, employers must follow the law and ensure they provide employees with their full employment rights. These include up to 52 weeks of statutory maternity leave/pay for the birth mother and two weeks’ paternity leave/pay for their partner. There is also a two-week parental bereavement leave entitlement at the end of their maternity or paternity leave. This is paid at the statutory rate. 

A supportive return to work

Employees are more likely to return to work safely and productively following a period of sickness absence if they are well supported during their absence and on their return. How you manage these situations will make a difference to whether the individual makes an effective return to work.

You should plan and carry out a return-to-work meeting to help ease the employee back into work when ready.

It’s best to advise someone in advance what to expect at a return-to-work meeting and make it clear that this is a supportive process to help them make a successful and lasting return to work, as well as address any ongoing health and wellbeing needs. It’s important to remember that an employee returning after a loss like this could feel overwhelmed and self-conscious, particularly if they have been absent for a while.

Some employees may require adjustments to their job role, work environment or work schedule following their experience of pregnancy or baby loss.

It’s important to talk to the employee as they will be in the best position to know what adjustments or support can help. These will depend on many factors, including the nature of the employee’s job and their unique needs. One employee’s experience will be very different compared with another’s and so there is no uniform set of adjustments that an organisation can put in place. As the symptoms of loss and grief can be unpredictable and change over time, different work adjustments and/or support may be needed at different times.

It’s important to consider the ‘softer’ range of adjustments that could make a difference, such as allowing for more frequent breaks during someone’s work schedule, or access to a quiet space.

Flexible support and/or adjustments for employees can include a combination of approaches, for example:

  • ensuring they are not working excessively long hours
  • permission to excuse themselves from triggering situations
  • temporary/informal changes to their work schedule (for example, short breaks, leave for appointments)
  • flexible working arrangement (for example, working from home, reduced hours or extended leave)
  • changes to an employee’s role or responsibilities (for example, a reduced workload or temporary change in duties)
  • changes to the work environment (for example, relocation of desk to a quiet space).

Ongoing support

Return to work is often seen as a one-off event, but many people who have experienced pregnancy or baby loss will need ongoing support:

  • Have regular conversations: Have regular conversations with colleagues about how they are coping and what support they might need. As part of those conversations, discuss how any support or adjustments are helping the employee.
  • Take health and wellbeing into account when considering performance: Approach performance conversations supportively and positively. Take any health- and/or wellbeing related issues fully into account where there is underperformance on the part of an individual. Identify any extra support the person may benefit from, such as more training or supervision.
  • Consider the impact on other members of the team: Make sure that other team members are being supported if they have additional work because of sick leave, a phased return or changes in duties.

Depending on the individual circumstances, there may also be ongoing medical appointments.

Support for you as a manager

It’s important to understand what your role is for supporting people who have experienced pregnancy or baby loss. This also means maintaining clear boundaries. For example, you are there to support people and to put in place any workplace adjustments they may need, but you are not a medical expert or counsellor.

Supporting someone who is experiencing a difficult situation like loss can be challenging. It is worth considering what specific support is available within the University that you can draw upon if needed, like expert advice from People & OD or from Occupational Health. You might also want to explore how to develop your capability to remain calm under pressure and your capacity for self-compassion and self-care.

It could be that you feel unable to support a team member who has experienced pregnancy or baby loss. If this is the case, talk to your People & OD Business Partner or your own manager about the situation.