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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Reducing Carbon Footprint in Domiciliary Care Office Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} operates in an environmentally responsible manner by minimising its carbon footprint within the domiciliary care office and service delivery operations. Our commitment to sustainability supports safe, well-run service delivery and is implemented through our governance arrangements and policies which are kept aligned to current legislation and national guidance applicable in Wales. This policy forms part of our wider management system overseen by the Responsible Individual and Registered Manager, and is reviewed and updated in response to legislative or guidance changes.

We aim to:

• Reduce energy consumption and waste within the office environment.
• Promote sustainable travel and vehicle use in domiciliary care operations.
• Encourage staff engagement in carbon reduction efforts.
• Comply with environmental legislation and promote eco-friendly practices.
• Incorporate sustainable procurement and recycling measures.

2. Scope

This policy applies to:

• All employees, including care workers, managers, and administrative staff.
• The Registered Manager and Responsible Individual, responsible for ensuring compliance.
• Third-party suppliers, contractors, and external agencies interacting with the business.
• Service users and their families, where applicable, in relation to sustainability awareness.

3. Legal and Regulatory Framework

This policy is implemented in line with the legal and regulatory framework that applies to our regulated service in Wales and to our workplace operations, including:

Social care regulation and CIW/Welsh Ministers requirements

• The Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended).
• The Welsh Ministers’ Statutory Guidance for service providers and responsible individuals (Version 3 – March 2024) on meeting the service regulations for domiciliary support services.
• Our duty to ensure relevant policies and procedures are aligned to current legislation and national guidance and kept up to date.

Climate and environmental policy context in Wales

• The Environment (Wales) Act 2016 (Wales carbon budgeting framework and emissions reduction pathway).
• Welsh Government net zero target for 2050 and interim targets/carbon budgets (policy pathway for Wales).
• The Well-being of Future Generations (Wales) Act 2015 (sustainable development principles which inform Welsh public policy and commissioning expectations).
• The Climate Change Act 2008 (UK-wide climate framework).

Waste, recycling, and duty of care (workplace compliance)

• Workplace recycling separation requirements: the Waste Separation Requirements (Wales) Regulations 2023, in force from 6 April 2024, and the Welsh Government Code of Practice on separate collection of waste materials for recycling.
• The Environmental Protection Act 1990 (waste duty of care – storage, transfer to authorised persons, documentation).
• Requirements relevant to electrical waste (WEEE) and hazardous/clinical waste handling and disposal, where applicable, using authorised contractors and maintaining the required transfer/consignment documentation.

4. Energy Efficiency and Reducing Consumption in the Office

4.1 Reducing Electricity and Heating Usage

To reduce carbon emissions related to energy consumption, {{org_field_name}} will:

• Encourage the use of natural light where possible.
• Install energy-efficient LED lighting and motion sensors in offices and communal spaces.
• Ensure heating systems are used efficiently, keeping temperatures at a recommended 19-21°C in winter.
• Switch off all non-essential electrical equipment when not in use.

How we manage this efficiently:

• Staff training on energy conservation is provided during induction and refresher sessions.
• Monthly office energy audits track and reduce unnecessary consumption.

4.2 Smart Energy Management

• Office computers and printers will be set to energy-saving mode when idle.
• A ‘last person out’ policy ensures all equipment is switched off at the end of the day.
• Smart thermostats and timers will be used to optimise heating and air conditioning.

How we manage this efficiently:

• An assigned sustainability lead oversees energy efficiency improvements.
• Quarterly reports assess progress in reducing energy use.

5. Sustainable Travel and Vehicle Use

Welsh Government has a net zero by 2050 target for Wales supported by interim targets for 2030 and 2040 and 5-year carbon budgets; our travel planning and emissions reduction actions will be reviewed against these national directions.

5.1 Reducing Carbon Emissions from Work-Related Travel

• Encourage carpooling and public transport use for office-based staff.
• Introduce a cycle-to-work scheme for employees.
• Minimise unnecessary travel by using virtual meetings and digital communication.

5.2 Transitioning to Low-Emission Vehicles

• Where possible, adopt hybrid or electric vehicles for domiciliary care visits.
• Encourage staff to use fuel-efficient driving techniques to reduce emissions.
• Ensure company vehicles are regularly maintained to optimise fuel efficiency.

How we manage this efficiently:

• A travel and emissions log is maintained to monitor vehicle carbon output.
• Staff incentives are offered for using low-carbon travel options.

6. Sustainable Office Procurement and Waste Reduction

6.1 Eco-Friendly Purchasing Practices

• Office supplies must be sourced from sustainable suppliers where possible.
• Use recycled paper and reduce unnecessary printing by encouraging digital documentation.
• Choose refillable and biodegradable products for cleaning and kitchen use.

6.2 Waste Separation, Recycling and Evidence of Compliance

From 6 April 2024, it is a legal requirement in Wales for workplaces to separate specified recyclable materials and ensure they are presented for collection in the required separate waste streams (subject to any permitted arrangements in the applicable Code of Practice).

We will ensure our office and “household-like” workplace waste is separated at source into the required streams, including:

• Paper and card
• Glass
• Metal, plastic and cartons (and similar packaging)
• Food waste (where we produce 5kg or more in any 7 consecutive days)
• Unsold small waste electrical and electronic equipment (sWEEE) (where applicable)
• Unsold textiles (where applicable)

Compliance controls and records:

• We will maintain a current waste contract with an authorised waste collector and ensure collections are arranged for the required separated streams.
• We will retain waste transfer notes/consignment notes, contractor details, and any written evidence of collection arrangements as part of our governance records.
• We will brief staff on correct segregation, contamination avoidance, and bin signage as part of induction/refresher training.

6.3 Clinical, Hazardous and Contaminated Waste (service delivery and office)

Where waste arising from our service delivery or office activities is, or may be, clinical, contaminated, or hazardous (for example: PPE contaminated with body fluids, sharps, or other hazardous items), it will not be placed in general waste or standard recycling streams.

We will:

• Segregate such waste safely at the point it arises, using appropriate containers (e.g., approved sharps containers where relevant).
• Use authorised contractors and appropriate documentation for collection/disposal, and retain consignment/transfer records in line with our governance arrangements.
• Ensure staff follow infection prevention and control procedures for safe handling, storage, and disposal, and escalate any uncertainty to management immediately.
• Provide role-appropriate training and refresher briefings on safe disposal routes for any hazardous or contaminated waste streams relevant to the service.

7. Encouraging a Green Workplace Culture

7.1 Staff Engagement and Awareness

• Annual sustainability training for all employees to reinforce eco-friendly practices.
• Encourage staff to submit ideas for improving carbon footprint reduction.
• Organise eco-friendly initiatives, such as tree planting or charity sustainability drives.

7.2 Service User and Community Involvement

• Encourage service users to engage in energy-efficient practices at home.
• Partner with local environmental groups to support green initiatives.

How we manage this efficiently:

• Green Champions are appointed in each department to lead initiatives.
• Sustainability performance updates are included in team meetings.

8. Monitoring and Reporting Progress

8.1 Carbon Footprint Tracking

• Regular assessments of energy, waste, and travel emissions will be conducted.
• Annual carbon footprint reports will be produced, outlining improvements.

Governance and evidence controls:

• The Sustainability Lead will maintain evidence files to demonstrate compliance with legal requirements relevant to this policy (e.g., workplace recycling arrangements, waste transfer documentation, training records).
• Any identified non-compliance (including contamination of recycling streams or missing documentation) will be recorded as a governance action, assigned an owner, and tracked to completion.
• This policy and its supporting procedures will be updated when legislation or national guidance changes to ensure ongoing alignment and “kept up to date” status within our policy framework.

8.2 Continuous Improvement

• Action plans will be developed based on environmental impact assessments.
• Feedback from staff and stakeholders will guide future sustainability efforts.

How we manage this efficiently:

• A sustainability dashboard tracks key performance indicators (KPIs).
• Quarterly management meetings review progress and new targets.

9. Related Policies

This policy aligns with:

• Health and Safety Policy (DCW18)​.
• Procurement and Ethical Sourcing Policy (DCW30)​.
• Risk Management and Sustainability Policy (DCW35)​.
• Workplace Well-being and Staff Engagement Policy (DCW22)​.
• Infection Prevention and Control Policy

10. Policy Review

This policy will be reviewed annually or sooner if required due to legislative changes, business needs, or CIW updates. The Registered Manager and Responsible Individual are responsible for ensuring compliance.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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