1. Preamble
Kalinga University is committed to fostering a supportive, inclusive, equitable, safe, and family-friendly working environment for its employees. The University recognizes that pregnancy, childbirth, and motherhood are important stages in the personal and family life of an employee and that women may require adequate leave, healthcare support, workplace flexibility, and institutional assistance during pregnancy, childbirth, recovery, breastfeeding, and the early care of a child. The University recognizes the importance of protecting the health, dignity, employment, and professional interests of women employees during maternity. It further recognizes that pregnancy and maternity should not become a basis for discrimination, unfair treatment, exclusion, or disadvantage in matters relating to employment, professional growth, workplace participation, or institutional opportunities.
Through this Policy, Kalinga University seeks to establish a transparent framework for maternity leave and related institutional support, promote the well-being of women employees, facilitate work-life balance, support responsible parenting, and ensure a smooth transition before, during, and after maternity leave. The Policy shall be implemented in accordance with applicable laws, government regulations, statutory requirements, and University rules.
2. Principles
The University shall be guided by the following principles:
2.1 Equality and Non-Discrimination
- Eligible women employees shall be treated fairly and without discrimination in matters relating to pregnancy, maternity leave, childbirth, breastfeeding, childcare responsibilities, or maternity-related circumstances.
2.2 Health and Well-Being
- The University recognizes the importance of protecting the physical and emotional well-being of women during pregnancy, childbirth, and the postnatal period and shall promote a supportive environment for eligible employees.
2.3 Dignity and Respect
- Employees shall be treated with dignity, sensitivity, empathy, privacy, and respect when requesting or availing maternity leave or related institutional support.
2.4 Work-Life Balance
- The University shall encourage appropriate measures that enable employees to balance professional responsibilities with pregnancy, maternity, breastfeeding, and childcare responsibilities.
2.5 Job Security
- Availing approved maternity leave shall not, by itself, result in termination, victimization, retaliation, or unfair disadvantage, subject to applicable law and University regulations.
2.6 Privacy and Confidentiality
- Personal, medical, pregnancy-related, childbirth-related, and supporting information submitted in connection with maternity leave shall be handled with appropriate confidentiality.
2.7 Institutional Support
- The University shall provide appropriate administrative, health, welfare, and workplace support to facilitate the legitimate maternity-related needs and responsibilities of eligible employees.
3. Objectives
The Policy aims to:
- Provide a clear and transparent framework for maternity leave and related support.
- Ensure that eligible women employees receive maternity leave in accordance with applicable laws and University rules.
- Support women employees during pregnancy, childbirth, recovery, breastfeeding, and early childcare responsibilities.
- Promote the health, safety, dignity, and well-being of women employees.
- Promote a healthy work-life balance among employees.
- Prevent discrimination, harassment, retaliation, or unfair treatment arising from pregnancy or maternity.
- Facilitate a smooth transition to and from maternity leave.
- Promote a supportive, inclusive, equitable, and family-friendly workplace environment.
- Provide appropriate information regarding available maternity, health, welfare, and childcare support.
- Protect the privacy and confidentiality of employees and their families.
- Encourage appropriate institutional arrangements for breastfeeding and childcare support, where feasible.
- Promote gender equality and equal opportunity in employment and professional development.
4. Guidelines
4.1 Eligibility
- Maternity leave shall be available to eligible women employees in accordance with applicable statutory provisions and University rules.
- Eligibility and conditions for availing maternity leave shall be determined in accordance with applicable laws, government regulations, and the leave rules applicable to the employee.
- The duration and conditions of maternity leave shall be governed by applicable statutory provisions and University regulations.
- Where applicable, maternity-related provisions may also extend to eligible employees in circumstances recognized under applicable University regulations or law, including adoption or other legally recognized circumstances.
4.2 Application for Maternity Leave
- An employee intending to avail maternity leave shall submit an application through the prescribed University procedure.
- Wherever reasonably possible, the application shall be submitted sufficiently in advance to facilitate departmental and administrative arrangements.
- The employee may be required to provide appropriate medical or other supporting documentation in accordance with University rules and applicable statutory requirements.
- Personal, medical, and maternity-related information shall be handled confidentially.
4.3 Duration of Maternity Leave
- The duration of maternity leave shall be governed by applicable statutory provisions and University regulations.
- The employee shall be entitled to avail maternity leave in accordance with the eligibility conditions and period prescribed under applicable law and University leave rules.
- The leave may be availed before and after childbirth in accordance with applicable statutory provisions and prescribed procedures.
- Any extension beyond the approved maternity leave period shall be governed by the University’s applicable leave rules, statutory provisions, and approval procedures.
4.4 Support During Pregnancy and Maternity
The University recognizes that employees may require time, support, and reasonable accommodation during:
- Pregnancy;
- Medical consultations and maternity-related healthcare requirements;
- Childbirth and postnatal recovery;
- Breastfeeding and nursing responsibilities;
- Early childcare responsibilities; and
- Other legitimate maternity-related circumstances recognized under applicable law or University rules.
Reasonable institutional support shall be provided within the framework of applicable University rules and available institutional facilities.
4.5 Maternity-Related Leave in Other Recognized Circumstances
Where recognized under applicable statutory provisions or University rules, eligible employees may avail maternity-related leave or benefits in circumstances such as adoption, miscarriage, medical termination of pregnancy, or maternity-related illness. The University shall administer such leave in accordance with applicable laws, regulations, prescribed procedures, and documentation requirements.
4.6 Workplace Support
The University shall promote a safe and supportive workplace environment for pregnant and nursing employees. Where appropriate and feasible, reasonable workplace support or flexibility may be considered based on the nature of the employee’s duties, health requirements, institutional requirements, and applicable University rules.
Such support may include reasonable flexibility for maternity-related medical appointments, appropriate workplace arrangements, and other support considered feasible and appropriate under applicable regulations.
4.7 Breastfeeding and Nursing Support
The University recognizes the importance of supporting nursing mothers and shall, where feasible and appropriate, provide or facilitate access to suitable institutional arrangements for breastfeeding or nursing-related requirements. Where institutional facilities permit, reasonable support may include:
- Access to an appropriate private and hygienic space;
- Reasonable nursing or breastfeeding breaks in accordance with applicable provisions;
- Access to suitable sanitation and health facilities; and
- Appropriate workplace flexibility, subject to the nature of duties and University requirements.
4.8 Continuity of Employment and Professional Responsibilities
- An employee shall not be unfairly disadvantaged solely because she is pregnant or has availed approved maternity leave.
- Departments shall make reasonable arrangements for continuity of teaching, research, administrative, examination, and other institutional responsibilities during the employee’s approved absence.
- Maternity leave shall not be used as a basis for discriminatory treatment in professional or employment-related matters.
- Performance assessment, professional development, promotion, and other employment-related opportunities shall be addressed fairly and in accordance with applicable University rules.
4.9 Return to Work
The University shall facilitate a smooth, respectful, and supportive return to work following approved maternity leave. Departments and supervisors shall make reasonable efforts to ensure that employees are able to resume their professional responsibilities effectively. Where appropriate and feasible, reasonable support or flexibility may be considered during the transition period following maternity leave, subject to the nature of the employee’s duties, institutional requirements, and applicable University rules.
4.10 Childcare Support
Where institutional facilities or arrangements are available, the University may provide or facilitate access to childcare support, crèche facilities, or appropriate information regarding available family-support resources. The University may periodically assess the need for strengthening family-friendly and childcare-related facilities for employees.
4.11 Health and Wellness Support
The University recognizes that pregnancy and maternity may involve physical and emotional health requirements. Eligible employees may access available institutional health, counselling, wellness, or referral mechanisms, subject to the availability of such facilities and applicable institutional procedures. Employees requiring support may approach the appropriate University authority, Human Resources/Administration, or designated welfare mechanisms, as applicable.
4.12 Confidentiality and Privacy
- Information relating to pregnancy, childbirth, maternity, breastfeeding, medical circumstances, or supporting documentation shall be treated as confidential.
- Such information shall be accessed only by authorized personnel on a need-to-know basis.
- Supervisors and administrative personnel shall avoid unnecessary disclosure of personal or medical information.
- Employees shall be treated with sensitivity and respect when discussing maternity-related matters.
4.13 Non-Discrimination and Protection from Harassment
The University shall not tolerate:
- Discriminatory treatment because an employee is pregnant or has availed maternity leave;
- Harassment, derogatory comments, or adverse treatment concerning pregnancy, motherhood, breastfeeding, or childcare responsibilities;
- Retaliation for applying for or availing approved maternity leave;
- Unfair employment-related disadvantage arising solely from pregnancy or maternity; and
- Any conduct that undermines an employee’s dignity because of maternity-related or childcare responsibilities.
Complaints shall be addressed through appropriate University grievance-redressal mechanisms and other applicable institutional procedures.
4.14 Academic and Administrative Arrangements
Heads of Departments and administrative authorities shall make reasonable arrangements to ensure continuity of academic, research, examination, administrative, and other institutional responsibilities during an employee’s maternity leave. Such arrangements should be managed fairly and should not result in unnecessary pressure, discrimination, or unfair disadvantage to the employee availing approved maternity leave.
4.15 Awareness and Communication
The University shall communicate information regarding maternity leave provisions and applicable procedures to eligible employees.
The concerned administrative authority shall provide appropriate guidance regarding:
- Eligibility;
- Application procedures;
- Leave duration;
- Documentation requirements;
- Available maternity-related support;
- Return-to-work procedures; and
- Available health, welfare, breastfeeding, and childcare support resources.
5. Roles and Responsibilities
5.1 University Authorities
The University authorities shall:
- Ensure effective implementation of this Policy.
- Provide appropriate institutional resources and support.
- Ensure compliance with applicable statutory requirements.
- Promote a supportive, safe, and non-discriminatory workplace.
- Review maternity and family-support mechanisms periodically.
- Encourage an institutional culture of gender equality, dignity, and respect.
5.2 Human Resources/Administration
The concerned administrative authority shall:
- Process maternity leave applications efficiently and fairly.
- Maintain appropriate leave records.
- Ensure confidentiality of employee information.
- Communicate applicable leave rules and procedures.
- Provide appropriate administrative guidance regarding maternity-related entitlements.
- Facilitate appropriate return-to-work arrangements.
- Support coordination with relevant departments and institutional welfare mechanisms.
5.3 Heads of Departments/Supervisors
Heads of Departments and supervisors shall:
- Treat employees with dignity, sensitivity, empathy, and fairness.
- Facilitate legitimate maternity leave and related institutional support.
- Make reasonable departmental arrangements during the employee’s approved absence.
- Avoid discriminatory treatment or unnecessary disclosure of personal or medical information.
- Support a smooth and respectful return to work.
- Ensure that employees are not subjected to unfair professional disadvantage solely because of pregnancy or maternity leave.
5.4 Employees
Employees shall:
- Follow the prescribed procedure for applying for maternity leave.
- Provide required documentation in accordance with applicable laws and University rules.
- Communicate relevant information necessary for reasonable administrative arrangements.
- Comply with applicable institutional leave and attendance procedures.
- Inform the appropriate authority of relevant changes, wherever reasonably possible and required for administrative purposes.
6. Health, Wellness and Support Infrastructure
The University shall utilize and, where necessary, strengthen appropriate institutional infrastructure to support women employees during pregnancy and maternity, including:
- University Medical Room/health facilities;
- Employee welfare mechanisms;
- Human Resources/Administration;
- Counselling and wellness services;
- Appropriate referral and support mechanisms;
- Childcare or crèche facilities, where available;
- Breastfeeding or nursing support arrangements, where feasible;
- Workplace support mechanisms; and
- Grievance-redressal mechanisms.
The University’s existing policy framework recognizes the importance of medical support, counselling, wellness, referrals, gender equality, and a safe, dignified, and supportive institutional environment.
7. Monitoring and Review
- The concerned University authorities shall oversee the implementation of this Policy.
- Periodic review may be undertaken to assess the effectiveness of maternity leave and related support mechanisms.
- Feedback from employees may be considered for improving maternity, health, wellness, breastfeeding, childcare, and family-support arrangements.
- Emerging statutory requirements and government regulations shall be incorporated as applicable.
- The University shall periodically review the availability and adequacy of maternity-friendly and family-friendly workplace facilities.
- The Policy shall be reviewed at least once every three years or earlier, if required.
8. Accountability and Transparency
- The University shall ensure transparent, fair, and sensitive administration of maternity leave.
- Eligible employees shall be informed of applicable maternity leave provisions, entitlements, and procedures.
- Maternity-related grievances shall be addressed through appropriate institutional mechanisms.
- The University shall take appropriate action where discrimination, harassment, retaliation, or unfair treatment is established.
- Personal and medical information shall be protected while ensuring appropriate administrative transparency.
- University authorities shall ensure adequate institutional support for the effective implementation of this Policy.
9. Policy Compliance
This Policy shall be read together with applicable Central and State Government laws, statutory regulations, University service rules, leave regulations, and other applicable institutional policies. Where any provision of this Policy is inconsistent with a mandatory statutory requirement, the applicable law or statutory requirement shall prevail.
10. Approval and Implementation
This Policy on Maternity Leave and Support shall come into effect from the date of approval by the competent authority of Kalinga University and shall apply to eligible employees of the University in accordance with applicable laws, regulations, and University rules. The University shall communicate the Policy through appropriate institutional channels and shall take reasonable measures to ensure its effective implementation. The concerned authorities shall facilitate maternity leave and related support in a fair, respectful, confidential, and non-discriminatory manner.
