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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Public Holidays Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} effectively plans, manages, and supports residents and staff during public holidays. Public holidays play a significant role in the wellbeing, social engagement, and cultural expression of residents and staff. This policy ensures that services remain fully operational, residents receive high-quality care, and staff are treated fairly and equitably in terms of scheduling, pay, and time off.

This policy aligns with The Regulation and Inspection of Social Care (Wales) Act 2016, the Working Time Regulations 1998, and CIW guidance on service continuity and workforce management. It also ensures that public holiday celebrations are inclusive and person-centred, supporting the rights, preferences, and cultural beliefs of all residents.

2. Scope

This policy applies to all individuals within {{org_field_name}}, including:

• Residents, ensuring they have opportunities to celebrate public holidays according to their preferences.
• All staff members, including full-time, part-time, and agency workers, ensuring fair work schedules and entitlements.
• Visitors and families, ensuring they can celebrate public holidays with their loved ones in a safe and welcoming environment.
• External service providers, ensuring continuity of external care, supplies, and emergency services during public holidays.

3. Managing Public Holidays Efficiently

3.1 Continuity of Care During Public Holidays

Public holidays should not affect the quality and consistency of care at {{org_field_name}}. The Registered Manager must ensure that:

• Adequate staffing levels are maintained to meet the care and support needs of all residents.
• All essential services, including medication administration, personal care, and meal provision, continue as usual.
• Contingency plans are in place for any service disruptions (e.g., GP availability, pharmacy closures, emergency response).
• Care plans are reviewed to ensure additional support is available for residents who may struggle with changes to routine during public holidays.

A public holiday action plan is prepared at least one month in advance to ensure seamless service delivery, including staff scheduling, resident activities, and visitor arrangements.

3.2 Resident Wellbeing and Holiday Celebrations

Public holidays should be a time of joy, connection, and inclusion for residents. Person-centred planning ensures that celebrations reflect residents’ cultural, religious, and personal preferences. The following practices are followed:

• Residents are consulted about how they would like to celebrate public holidays, including participation in religious services, special meals, and decorations.
• Special activities, entertainment, and communal events are arranged in collaboration with the activities coordinator.
• Residents who prefer not to celebrate are respected, and alternative quiet spaces are made available.
• Dietary requirements are considered when planning festive meals, ensuring all residents can enjoy food in line with their needs and preferences.
• Relatives and friends are encouraged to visit during public holidays, and visiting hours may be extended to accommodate family celebrations.

For residents who may feel lonely or distressed during public holidays, staff provide emotional support, companionship, and reassurance. Any concerns about increased social isolation are recorded and addressed through personalised care plans.

3.3 Staffing Arrangements and Fair Rotations

Managing staff coverage during public holidays is crucial to ensuring that care standards remain high while maintaining fairness and work-life balance for employees. {{org_field_name}} ensures that:

• Staff schedules are planned in advance, with public holiday shifts fairly distributed among the team.
• Where possible, staff preferences for working or having time off on public holidays are considered.
• A rota system ensures that the same staff members do not always work public holidays unless they choose to.
• Staff working public holidays receive appropriate enhanced pay or time off in lieu (TOIL) in line with employment contracts and statutory regulations.
• Agency staff may be utilised to support core teams during busy periods while ensuring continuity of care.

Staff unable to work due to illness during public holidays must follow the absence reporting procedure, ensuring that alternative cover can be arranged without disrupting care services.

3.4 Staff Wellbeing and Recognition

Working during public holidays can be demanding, and staff morale and recognition are prioritised. To ensure that employees feel valued:

• Staff who work on public holidays receive thank-you recognition, whether through bonuses, small gifts, or appreciation messages.
• Where possible, staff are provided with a festive meal or refreshments during their shift.
• Flexible arrangements are considered, allowing staff to swap shifts where appropriate to accommodate personal and family commitments.
• Team leaders check in on staff wellbeing, ensuring that those working on public holidays feel supported and motivated.

Staff who request time off for religious or cultural observances that do not align with UK public holidays are given reasonable accommodations where possible, ensuring inclusivity and respect for diverse beliefs.

3.5 Visitor Arrangements and Family Involvement

Public holidays are often significant times for families, and {{org_field_name}} aims to create a welcoming environment that allows residents to connect with loved ones. Key measures include:

• Extended visiting hours, where possible, to accommodate family gatherings.
• Private spaces being made available for family celebrations and religious observances.
• Communication with families about holiday meal arrangements and activity schedules, encouraging participation.
• Support for virtual visits via video calls for residents whose families are unable to visit in person.

Families are also invited to provide feedback on how they would like public holidays to be managed, ensuring that celebrations are meaningful and inclusive.

3.6 Emergency Planning for Public Holidays

During public holidays, some external services may be limited, requiring contingency planning. The Registered Manager ensures that:

• Medical and pharmacy services are confirmed in advance, with emergency contact details available for out-of-hours care.
• Supplies and equipment (e.g., continence products, specialist dietary items) are stocked in advance to prevent shortages.
• Staff are briefed on emergency procedures, including who to contact if an urgent issue arises.
• Contact information for local authority safeguarding teams is readily available in case urgent safeguarding concerns arise.

A designated senior staff member is on-call during public holidays to provide leadership, oversight, and emergency response support.

4. Responsibilities

4.1 Management Responsibilities

• Ensuring staffing levels are adequate during public holidays.
• Overseeing holiday activity planning to support resident wellbeing.
• Communicating with families and visitors regarding public holiday arrangements.
• Ensuring staff schedules and entitlements are managed fairly and in compliance with regulations.
• Conducting risk assessments to prepare for public holiday service continuity.

4.2 Staff Responsibilities

• Providing high-quality care during public holidays, maintaining routine services.
• Supporting residents in celebrating or observing holidays in a way that reflects their preferences.
• Ensuring infection control and safety during social gatherings and communal activities.
• Reporting any issues related to staff absences, supply shortages, or resident wellbeing concerns.

4.3 Resident and Family Responsibilities

• Communicating preferences regarding holiday celebrations and activities.
• Respecting the care home’s visitor policies during busy holiday periods.
• Providing feedback to help improve future public holiday experiences at {{org_field_name}}.

5. Related Policies

This policy should be read in conjunction with:

• Staff Rota and Working Hours Policy
• Visiting and Accompanying in Care Homes Policy
• Dignity and Respect Policy
• Emergency and Business Continuity Plan

6. Policy Review

This policy will be reviewed annually or sooner if there are significant changes in public holiday arrangements, legislation, or staff feedback. The Registered Manager is responsible for ensuring ongoing compliance with CIW regulations and employment standards.

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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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