You are not required to automatically approve all requests, if there is a good reason not to, such as if doing so would be impractical or unreasonably costly. But you must give proper consideration to any requests – not doing so could amount to discrimination under the Equality Act. You should try to cater for all dietary requirements, if you do refuse a request you would need to be able to objectively justify this decision.

You can find information online about how allergens and dietary requirements are managed by Warwick Food and Drink, the University’s in-house catering team.

There are some things you can think about in supporting staff and students who are fasting:

• Be understanding: Staff and students who are fasting, especially over a longer period, may be lethargic, irritable, and/or have reduced productivity (especially towards the end of the day). Colleagues supporting staff and students should be understanding and sympathetic to this, for example, allowing staff or students to have a period of rest when tired. Criticising the staff member’s or student’s productivity or performance while they are fasting could be discriminatory.
• Try to schedule meetings/more challenging work earlier in the day: As above, staff and students who are fasting are likely to become more tired or less productive as the day goes on, so consider their energy levels when arranging meetings or more challenging tasks, it can be easier for staff and students to focus on more routine tasks later in the day. Avoid arranging evening meetings or events where possible.
• Be flexible: If staff or students request time off or some changes to their working hours, pattern, or location, consider these thoroughly (see the section on time off above for more); for example, if staff request to start work earlier, finish earlier, or take shorter lunch breaks (bearing in mind staff’s right to an uninterrupted 20 minute rest break during their working day if they work more than 6 hours).

If a staff or student approaches you as they feel that fasting may affect their work or academic performance, discuss the situation with them to consider if there are adjustments that can be made.

Departments are encouraged to take a pragmatic approach to specific extension requests from both undergraduate and postgraduate students who may require an extension for reasons of religious observance. Students can also be advised that for eligible assessments, they can apply for an extension of 5 working days, without the need for evidence, via the self-certification policy.

Students are expected to attend examinations; presenting for an exam is taken to imply fitness to undertake the examination. If a student feels that observance of a fast will have a significant adverse health effect on their examination performance, they should submit mitigating circumstances or consider requesting a deferral of examinations in advance of the examination period.

Reasonable religion, faith, or belief-based exam or assignment extension requests or flexibility should be considered for both centrally and departmentally scheduled deadlines.

Please note that this is guidance only, please see the University’s policies for full details on mitigating circumstances and exam deferral.

When you consider whether or not a staff member’s or student’s request can be approved the impact on other staff or students is a relevant factor in that assessment e.g., would it put too much work on other staff if colleagues are required to cover a fasting staff members work if they leave early? However, the fact that others think a request is unfair does not in itself constitute a reason to refuse the request. You should consider the request thoroughly and approve it where possible and reasonable.

If you approve requests, it may help to explain to colleagues or other students why the request is being approved e.g., telling team members that a staff member will be leaving work early during a period of fasting, but this is temporary, and they will be making up the hours at other times. You should discuss this with the individual making the request first to check what they are comfortable with being shared.

You might find the following links helpful in considering requests around dietary requirements and fasting:

• Mitigating Circumstances.
• Self-Certification.
• Examinations – Statement on Ramadan.
• Deferral of Examinations.
• PhD Life Blog: “Not even water…” How to survive writing your PhD during Ramadan.