HCS99-Flooding Safety and Contingency Policy

Registration Number: {{org_field_registration_no}}

Flooding Safety and Contingency Policy

1. Purpose

The purpose of this policy is to establish clear procedures for flood prevention, emergency response, and recovery to ensure the safety of people we support, staff, and property. Flooding can pose serious health, safety, and service continuity risks, and {{org_field_name}} is committed to mitigating these risks in line with Care Inspectorate Scotland regulations, SEPA (Scottish Environment Protection Agency) guidance, and Health and Safety legislation.

2. Scope

This policy applies to all employees, agency staff, volunteers, and service users at {{org_field_name}}. It covers:

Flood risk assessment and prevention measures.
Emergency response procedures during a flood.
Evacuation and relocation planning.
Post-flood recovery and service continuity.
Training and awareness for staff and people we support.

3. Related Policies

Health and Safety Policy
Risk Assessment and Management Policy
Crisis Management and Emergency Planning Policy
Fire Safety and Emergency Evacuation Policy
Infection Prevention and Control Policy
Business Continuity Plan

4. Legal and Regulatory Compliance

{{org_field_name}} complies with the following regulations and guidelines:

Health and Safety at Work Act 1974 – Employer’s duty to protect staff and people we support from workplace hazards.
Civil Contingencies Act 2004 – Outlines emergency planning and response responsibilities.
SEPA Flood Risk Management Strategy – Provides national guidance on flood preparedness and response.
Care Inspectorate Scotland’s Emergency Preparedness Standards – Ensures regulated care services maintain resilience in emergency situations.
The Public Health etc. (Scotland) Act 2008 – Governs public health measures in response to flooding events.

5. Flood Risk Assessment and Prevention

5.1. Identifying Flood Risks

{{org_field_name}} conducts regular flood risk assessments to identify potential vulnerabilities in home care settings and office premises. This includes:

Checking SEPA flood risk maps for high-risk areas.
Assessing the impact of heavy rainfall on home care locations.
Reviewing historical flooding incidents in the operational area.

5.2. Preventative Measures

To reduce flood risks, {{org_field_name}} implements the following precautions:

Ensuring drainage systems and gutters are regularly cleared to prevent blockages.
Installing water-resistant barriers, sandbags, and non-return valves where necessary.
Raising critical electrical equipment off the ground in flood-prone areas.
Securing emergency supply kits in locations prone to flooding.

6. Emergency Response Procedures

6.1. Flood Warning System

{{org_field_name}} monitors SEPA flood alerts and Met Office severe weather warnings to take early action. Upon receiving a flood alert, staff will:

Notify all staff, service users, and relevant authorities.
Activate emergency flood response protocols.
Ensure essential supplies and medications are secure.
Prepare for possible evacuation if conditions worsen.

6.2. Immediate Actions During a Flood

If a flood occurs, staff must follow these steps:

Ensure the safety of individuals first – prioritise those with limited mobility or additional care needs.
Avoid contact with floodwater, which may be contaminated.
Turn off gas, electricity, and water supplies where safe to do so.
Evacuate to higher ground if instructed by emergency services.
Maintain communication with emergency response teams and key contacts.

6.3. Evacuation Procedures

If evacuation is required:

People we support and essential belongings must be safely relocated to a predetermined emergency site.
Transport arrangements will be coordinated in advance for service users requiring assistance.
A staff checklist ensures that medications, records, and emergency contact details are carried.
The Incident Response Team will liaise with emergency services to ensure smooth relocation.

7. Post-Flood Recovery and Service Continuity

7.1. Assessing Damage and Safety

Once floodwaters recede, {{org_field_name}} will:

Assess the condition of affected premises for structural safety.
Ensure homes are safe to re-enter.
Dispose of contaminated items following health guidelines.
Conduct deep cleaning and disinfection to prevent infections.

7.2. Restoring Care Services

To ensure continuity of care post-flooding, {{org_field_name}} will:

Reallocate care staff to ensure minimal disruption to service users.
Use temporary locations if premises remain unsafe.
Coordinate with families, local authorities, and emergency services for ongoing support.
Update people we support and their families regularly about recovery progress.

8. Staff Training and Awareness

All employees at {{org_field_name}} will receive annual training on:

Flood risk awareness and emergency response.
Safe evacuation procedures for vulnerable individuals.
Using emergency communication tools and contacts.
First aid and infection control post-flooding.
Mental health support for individuals affected by flooding.

9. Responsibilities of Management

Management at {{org_field_name}} is responsible for:

Ensuring flood risk assessments are updated annually.
Providing resources and equipment to mitigate flood risks.
Coordinating with emergency response teams for flood planning.
Supporting staff and people we support before, during, and after flooding events.
Investigating and learning from flood incidents to improve future responses.

10. Complaints and Reporting

Employees and people we support may report flood-related concerns to their line manager or designated safety officer.
Any failures in response procedures should be reported via the Whistleblowing Policy.
Flood incidents will be logged, investigated, and used for policy improvement.

11. Policy Review

This policy will be reviewed annually or sooner in response to legislative updates, flood events, or feedback from stakeholders. Any amendments will be communicated to all staff and people we support.

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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.