Rhode Island’s Landmark Menopause Accommodation Law Impacts, Employer Obligations, and National Implications

Table of Contents

1. Executive Summary
2. Introduction: Background and Legislative Rationale
3. Legal Framework: Codified Statute and Key Provisions
4. Employer Obligations Under the Menopause Accommodation Law
   • Notification and Policy Requirements
   • Reasonable Accommodation Process
   • Prohibited Practices
5. Legislative Intent: Quotes from Lawmakers and Advocates
6. Implementation Guidance for Employers
7. National Implications: Rhode Island as a Model for U.S. States
8. Conclusion
9. References

Executive Summary

In June 2025, Rhode Island enacted the first state law in the United States mandating workplace menopause accommodations for employees experiencing menopause and related conditions. Amending the Rhode Island Fair Employment Practices Act, this law establishes new employer obligations and recognizes menopause as a protected medical status. The statute requires “reasonable accommodations” and explicit anti-discrimination measures, reflecting a growing national movement to support the health and retention of women in the workforce.

Introduction: Background and Legislative Rationale

Menopause affects nearly half the population in their working lifetimes, and symptoms such as hot flashes, insomnia, and cognitive changes can significantly impact workplace attendance and productivity. Until now, almost no state recognized menopause as an employment-protected condition.

Recognizing the stigma, absenteeism, and attrition linked to this stage of life, Rhode Island lawmakers advanced legislation to address gaps in workplace health and retention. As Rep. Karen Alzate, the bill’s primary sponsor, observed:

“Menopause is not something that women choose to experience and its effects on a woman’s mind and body can pose significant challenges in daily life and the workplace. This bill was introduced because women should not have to risk being penalized or discriminated against at their job due to a naturally occurring phenomenon that they have no control over.”
— Rep. Karen Alzate (D-Dist. 60, Pawtucket, Central Falls)

Legal Framework: Codified Statute and Key Provisions

Statutory Language (§ 28-5-7.4, as of June 24, 2025)

Accommodation of Pregnancy-Related and Menopause-Related Conditions

• 28-5-7.4. Accommodation of Pregnancy-Related and Menopause-Related Conditions

(a) It shall be an unlawful employment practice for an employer, as defined in § 28-5-6, to do the following:

1. To refuse to reasonably accommodate an employee’s or prospective employee’s condition related to pregnancy, childbirth, menopause, or a related medical condition, including, but not limited to, the need to express breast milk for a nursing child, if she so requests, unless the employer can demonstrate that the accommodation would pose an undue hardship on the employer’s program, enterprise, or business;
2. To require an employee to take leave if another reasonable accommodation can be provided to an employee’s condition related to the pregnancy, childbirth, menopause, or a related medical condition;
3. To deny employment opportunities to an employee or prospective employee, if such denial is based on the refusal of the employer to reasonably accommodate an employee’s or prospective employee’s condition related to pregnancy, childbirth, menopause, or a related medical condition;
4. To fail to provide written notice, including notice conspicuously posted at an employer’s place of business in an area accessible to employees, of the right to be free from discrimination in relation to pregnancy, childbirth, menopause, and related conditions, including the right to reasonable accommodations for conditions related to pregnancy, childbirth, menopause, or related conditions pursuant to this section to:
   • (i) New employees at the commencement of employment;
   • (ii) Existing employees within one hundred twenty (120) days after the effective date of June 25, 2015;
   • (iii) Any employee who notifies the employer of her pregnancy or menopause, within ten (10) days of such notification;
5. For any person, whether or not an employer, employment agency, labor organization, or employee, to aid, abet, incite, compel, or coerce the doing of any act declared by this section to be an unlawful employment practice; or to obstruct or prevent any person from complying with the provisions of this section or any order issued pursuant to this section; or to attempt directly or indirectly to commit any act declared by this section to be an unlawful employment practice.

(b) For the purposes of this section, the following terms shall have the following meanings:

1. “Qualified employee or prospective employee” means a “qualified individual” as defined in 42-87-1(3)(i);
2. “Reasonably accommodate” means providing reasonable accommodations, including, but not limited to, more frequent or longer breaks, time off to recover from childbirth, acquisition or modification of equipment, seating, temporary transfer to a less strenuous or hazardous position, job restructuring, light duty, break time and private non-bathroom space for expressing breast milk, assistance with manual labor, or modified work schedules;
3. “Related conditions” includes, but is not limited to, lactation or the need to express breast milk for a nursing child, or the need to manage the effects of vasomotor symptoms;
4. “Undue hardship” means an action requiring significant difficulty or expense to the employer. In making a determination of undue hardship, the factors that may be considered include, but shall not be limited to, the following:
   • (i) The nature and cost of the accommodation;
   • (ii) The overall financial resources of the employer; the overall size of the business of the employer with respect to the number of employees, and the number, type, and location of its facilities; and
   • (iii) The effect on expenses and resources or the impact otherwise of such accommodation upon the operation of the employer.
   • (A) The employer shall have the burden of proving undue hardship.
   • (B) The fact that the employer provides, or would be required to provide, a similar accommodation to other classes of employees who need it, such as those who are injured on the job or those with disabilities, shall create a rebuttable presumption that the accommodation does not impose an undue hardship on the employer.

(c) No employer shall be required by this section to create additional employment that the employer would not otherwise have created, unless the employer does so, or would do so, for other classes of employees who need accommodation, such as those who are injured on the job or those with disabilities.

(d) No employer shall be required to discharge any employee; transfer any employee with more seniority; or promote any employee who is not qualified to perform the job, unless the employer does so, or would do so, to accommodate other classes of employees who need it, such as those who are injured on the job or those with disabilities.

(e) The provisions of this section shall not be construed to affect any other provision of law relating to sex discrimination, or pregnancy, or menopause, or to preempt, limit, diminish, or otherwise affect any other law that provides greater protection or specific benefits with respect to pregnancy, childbirth, menopause, or medical conditions related to childbirth or menopause.

(f) Nothing in this section shall be construed to require an individual with a need related to pregnancy, childbirth, menopause, or a related medical condition to accept an accommodation which such individual chooses not to accept.

Employer Obligations Under the Menopause Accommodation Law

Notification and Policy Requirements under the new Rhode Island Mandate

Employers must:

• Provide written notice of the right to accommodations for menopause and related conditions:
  • At the start of employment.
  • Within 120 days of the law’s effective date for existing employees.
  • Within 10 days of notification regarding an employee’s menopause-related need.
• Post conspicuous workplace notices reflecting these rights.
• Update employee handbooks and hiring documentation to include the new protections.

Reasonable Accommodation Process

• Employers must engage in a good-faith interactive process with employees requesting accommodation.
• Examples of reasonable accommodations may include:
  • More frequent or longer breaks.
  • Modified work schedules or duties.
  • Physical modifications (e.g., access to fans, private spaces).
  • Temporary job transfers or restructuring.
• No requirement to accept leave if a reasonable accommodation is available and preferable to the employee.

Prohibited Practices

Employers may not:

• Refuse reasonable accommodations (unless undue hardship is established).
• Deny employment opportunities based on the need for such accommodations.
• Require an employee to take leave when other accommodations are possible.
• Discriminate or retaliate against employees for requesting accommodations.
• Fail to post or distribute required statutory notices.

Table: Timeline of Employer Actions

Legislative Intent: Quotes from Lawmakers and Advocates

“Menopause is a difficult and personal subject that has been stigmatized in this country. But as something that affects half our population, it is time we recognize that it is a workforce issue, especially as our workforce is aging along with our population. Our current lack of workplace protections for women going through the menopause transition is both an equity issue, contributing to inadequate retirement savings and lost leadership opportunities for our female workers, and an economic drag on our state’s businesses and agencies, as employers face workforce shortages and risk losing female workers at the height of their institutional knowledge and skill. Today, we have taken the first step toward setting a nationwide example by protecting our workers, retaining our talent, and helping women achieve their highest potential.”
— Sen. Lori Urso (D-Dist. 8, Pawtucket)

Advocacy Group Comments at Time of Passage

“Women’s health care is a vital component of a healthy workplace, and that is why it is critical to extend the fair employment practices law to cover menopause and menopause-related conditions. All workers should be treated with dignity and respect, regardless of their health status. On behalf of the Rhode Island AFL-CIO, thank you to Senator Urso and Representative Alzate for proposing this important update to our laws.”
— Patrick Crowley, President of the Rhode Island AFL-CIO

“Addressing menopause in employment practices is crucial because it impacts employee well-being, retention and productivity, ultimately benefiting both employees and employers through better health outcomes and a more engaged workforce.”
— Angela Lima, Policy & Advocacy Program Director, Women’s Fund of Rhode Island

“By extending protections to those experiencing menopause, we will ensure that they are given the necessary accommodations to continue performing their jobs effectively.”
— Madalyn McGunagle, Policy Associate, ACLU of Rhode Island

Implementation Guidance for Employers

Employers should:

1. Audit and update policies to reflect the new menopause protections.
2. Train HR and supervisors to recognize and appropriately respond to accommodation requests.
3. Personalize accommodations: Engage openly with each employee to find solutions that minimize disruption.
4. Recordkeeping: Document all interactive process steps and accommodation arrangements.
5. Communication: Foster an open dialogue and encourage employees to request support without fear of stigma or retaliation.

National Implications: Rhode Island as a Model for U.S. States

Rhode Island’s law is the first in the nation to recognize menopause as a protected employment category, setting a legal precedent for other states considering similar mandates. Legal and HR experts have noted that this law may serve as a blueprint for lawmakers in states facing labor shortages or seeking to promote women’s health and inclusion.

As workplace gender equity continues to advance and as awareness of menopause’s impact on productivity and retention grows, other state legislatures are closely monitoring Rhode Island’s model. Anticipated outcomes include:

• Broader adoption of menopause accommodation laws—with similar anti-discrimination, notification, and reasonable accommodation provisions—in states such as New York, California, and Massachusetts.
• National conversation shift: Mainstreaming menopause in HR and corporate policy discussions.
• Potential for federal action: Growing support for replicating the model language at the federal level.

Conclusion

Rhode Island has taken a pioneering step by mandating menopause accommodations in the workplace, aiming to foster a more inclusive, productive, and fair environment for all employees. Employers must proactively revise their policies, train staff, and implement equitable practices to comply with the new law. As this statute inspires other jurisdictions, it may represent a turning point in the legal and cultural recognition of menopause as a vital workplace issue.

References

1. Rhode Island General Assembly, News Release, June 2025
2. Rhode Island General Laws, § 28-5-7.4 / Senate Bill S0361 (2025)
3. The Providence Journal, “Rhode Island becomes first state to require menopause workplace accommodations” (2025)
4. Littler Mendelson, Employer Alert on RI Menopause Law (2025)
5. Law and the Workplace, “Rhode Island Adds New Protections for Menopause” (2025)
6. Bowditch & Dewey, “Rhode Island’s Menopause Accommodation Law as a National Model” (2025)