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Handling Service User Belongings and Valuables Policy

1. Purpose

This policy outlines the procedures and responsibilities for managing the belongings and valuables of the people we support in our care home. It ensures that personal items are handled with respect, securely stored when necessary, and transparently managed in accordance with CQC regulations and best practices.

This policy supports the principles of dignity, person-centred care, and safeguarding by:

• Ensuring that individuals retain ownership and control over their personal items whenever possible.
• Providing secure and accountable storage for valuables when requested or required for safety reasons.
• Preventing loss, theft, or unauthorised use of belongings through clear procedures and record-keeping.
• Investigating and addressing any concerns related to missing or damaged items.

It aligns with Regulation 10 (Dignity and Respect), Regulation 9 (Person-Centred Care), and Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment)​​​.

2. Scope

This policy applies to:

• All staff members, including care workers, managers, administrative staff, and external contractors handling personal belongings.
• The people we support, ensuring their right to retain and manage their possessions is respected.
• Family members, legal representatives, and advocates who may oversee or assist in managing a person’s belongings.
• External professionals, such as social workers or financial guardians, who may have an interest in a person’s financial and property management.

It applies to all personal belongings, including:

• Clothing, accessories, and footwear.
• Electronic devices such as phones, tablets, hearing aids, and mobility aids.
• Sentimental and high-value items, including jewellery and watches.
• Financial assets such as cash, bank cards, and important documents.

3. Principles

Our approach to handling belongings and valuables is based on the following core principles:

3.1 Respect and Dignity

• Each person’s belongings are treated with respect and care, acknowledging their sentimental and financial value.
• People have the right to choose how their belongings are stored and used, where it does not pose a safety risk.

3.2 Security and Accountability

• Secure storage is available for individuals who prefer not to keep valuables in their rooms.
• A clear record of all stored valuables is maintained, and access is controlled.

3.3 Transparency and Communication

• People and their families are informed and consulted about the handling of their belongings.
• Any changes, such as storage arrangements, are communicated and documented.

3.4 Person-Centred Approach

• The management of belongings aligns with the individual’s care plan and personal preferences.
• We support autonomy and independence, ensuring individuals retain control over their possessions where possible.

4. Managing Service User Belongings

4.1 Inventory of Personal Belongings

• Upon admission, a detailed inventory is recorded, listing:
  • All significant personal items.
  • Items of high financial or sentimental value.
  • Clothing and personal effects.
  • Medical aids such as glasses, dentures, and hearing aids.
• The inventory is updated every six months or when significant changes occur.
• The individual (or their representative) must sign to confirm agreement with the inventory.

4.2 Safe Storage of Valuables

• People can choose to keep their valuables in their rooms or request secure storage.
• Secure storage includes:
  • Lockable drawers/cabinets in personal rooms.
  • A central safe managed by the Registered Manager.
• A recorded log is maintained for all stored items, including access logs.

4.3 Handling Cash and Financial Assets

• Staff must not hold or manage personal funds unless it is part of an authorised financial support plan.
• Large sums of money should not be stored onsite unless necessary.
• All financial management must align with the Managing Service User Finances Policy (CH41)​.

5. Protecting Against Loss, Theft, or Damage

5.1 Preventative Measures

• Staff must not borrow, accept, or use a person’s belongings or money.
• Regular inspections and reconciliations of stored items are conducted.
• Suspicious incidents are immediately reported and investigated.

5.2 Procedure for Missing Items

1. Report immediately to the Registered Manager.
2. Conduct an internal investigation, including reviewing CCTV (if applicable).
3. Log the incident and notify the individual and/or their family.
4. Escalate concerns to safeguarding teams if theft or abuse is suspected.
5. Resolve the issue and take corrective actions as required.

6. Disposal or Transfer of Belongings

6.1 When a Person Leaves the Service

• The individual (or their representative) must sign for all returned belongings.
• Items left behind will be stored for 28 days, after which they may be:
  • Collected by a family member or legal representative.
  • Donated or disposed of following legal requirements.

6.2 Handling Belongings After a Death

• The next of kin or legal representative is contacted.
• Personal effects are handled with dignity and sensitivity.
• If unclaimed after 60 days, items may be:
  • Transferred to legal authorities for handling.
  • Donated or disposed of in accordance with regulations.

7. Related Policies

This policy aligns with and should be read in conjunction with:

• Dignity and Respect Policy (CH08)​.
• Person-Centred Care Policy (CH07)​.
• Safeguarding Adults from Abuse and Improper Treatment Policy (CH13)​.
• Managing Service User Finances Policy (CH41)​.
• Confidentiality and Data Protection (GDPR) Policy (CH34)​.

8. Training and Staff Responsibilities

• All staff must complete mandatory training on:
  • Ethical handling of personal belongings.
  • Security procedures for valuables.
  • Identifying and reporting financial abuse.
• The Registered Manager is responsible for:
  • Overseeing compliance with this policy.
  • Conducting spot checks and audits.
  • Addressing any breaches of procedure.

9. Policy Review

This policy is reviewed annually or sooner if:

• CQC regulations change.
• Organisational needs evolve.
• New best practices emerge.

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