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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Temperature Extremes (Heat/Cold) and Adverse Weather Policy

1. Purpose

The purpose of this policy is to set out how {{org_field_name}} will manage the health, safety, and well-being of all temporary staff during periods of extreme temperatures (both heat and cold) and adverse weather conditions, including snow, ice, flooding, storms, and other significant weather events. The policy is designed to protect Registered Nurses (RNs), Healthcare Assistants (HCAs), and all other temporary workers engaged on behalf of {{org_field_name}}, ensuring they are adequately supported and that their work assignments are undertaken safely during challenging weather and climate conditions. This policy provides guidance to staff, clients, and external bodies on how the agency fulfils its duty of care and ensures compliance with relevant legal and regulatory frameworks. The director(s) of {{org_field_name}} will oversee the implementation, monitoring, and review of this policy in the absence of a Registered Manager.

2. Scope

This policy applies to:

• All temporary workers engaged by {{org_field_name}}, including RNs and HCAs on zero-hours contracts.
• All directors and administrative staff responsible for the allocation and coordination of shifts.
• All client organisations receiving services from {{org_field_name}}.
• Situations where workers are exposed to significant heat, cold, or adverse weather during assignments, travel to work, or in the execution of their duties.

The policy covers:

• Heatwaves and extreme heat conditions.
• Extreme cold and freezing conditions.
• Snow, ice, heavy rain, flooding, storms, and other significant adverse weather events.

3. Related Policies

• Health and Safety Policy
• Temporary Staffing Handbook
• Lone Working Policy
• Staff Well-being Policy
• Safeguarding Policy
• Risk Assessment Policy
• Training and Development Policy

4. Legal and Regulatory Framework

This policy aligns with:

• The Health and Safety at Work etc. Act 1974
• The Management of Health and Safety at Work Regulations 1999
• The Workplace (Health, Safety and Welfare) Regulations 1992
• The Employment Rights Act 1996
• The Working Time Regulations 1998 (Amended 2005)
• The Care Quality Commission’s Fundamental Standards
• The Equality Act 2010
• The Human Rights Act 1998

5. Principles

{{org_field_name}} has a legal and moral duty to:

• Protect workers from health and safety risks associated with temperature extremes and adverse weather.
• Minimise disruption to services while prioritising the safety and well-being of workers and service users.
• Promote safe working practices during extreme environmental conditions.

Temporary staff must not be placed at unnecessary risk due to exposure to severe weather conditions or unsafe environments.

6. Managing Extreme Heat Conditions

6.1 Risks of Heat Exposure

Excessive heat can cause:

• Heat stress and heatstroke.
• Dehydration.
• Fatigue and reduced concentration.
• Exacerbation of pre-existing health conditions.
• Increased risk for vulnerable groups, including older adults and individuals with chronic illnesses.

6.2 Director(s) Responsibilities During Extreme Heat

The director(s) will:

• Monitor official weather warnings issued by the Met Office.
• Communicate alerts and heat-related advice to staff promptly.
• Review assignments where heat risk may be high, especially for outdoor work or non-air-conditioned environments.
• Liaise with client organisations to confirm that adequate cooling, ventilation, hydration, and breaks are provided.
• Support staff who report feeling unwell due to heat and adjust shifts where needed.

6.3 Temporary Worker Responsibilities

All staff must:

• Follow agency and client guidance during heatwaves.
• Stay hydrated and take regular breaks.
• Wear suitable light clothing and PPE, as appropriate.
• Inform the client or {{org_field_name}} if they feel unwell due to heat.

6.4 Clients’ Responsibilities

Clients are expected to:

• Implement their own heat management procedures in line with statutory requirements.
• Provide shaded or cooled areas and adequate drinking water.
• Adjust workloads where possible during periods of excessive heat.

7. Managing Extreme Cold Conditions

7.1 Risks of Cold Exposure

Exposure to cold can lead to:

• Hypothermia.
• Frostbite.
• Slips, trips, and falls due to ice and snow.
• Exacerbation of respiratory and circulatory conditions.

7.2 Director(s) Responsibilities During Cold Weather

The director(s) will:

• Monitor weather warnings and distribute guidance to staff and clients.
• Assess travel risks associated with ice, snow, or cold-related hazards.
• Discuss contingency plans with clients to avoid unnecessary exposure of staff to cold environments.
• Support staff to manage travel safely and consider shift reallocation where travel is deemed unsafe.

7.3 Temporary Worker Responsibilities

All staff must:

• Dress appropriately for cold conditions.
• Follow health and safety guidance regarding safe working in cold environments.
• Report unsafe conditions (e.g., icy pathways, malfunctioning heating) immediately to the client and {{org_field_name}}.
• Inform {{org_field_name}} of any difficulties attending work due to extreme cold or associated travel hazards.

7.4 Clients’ Responsibilities

Clients are expected to:

• Ensure heating systems are functional.
• Maintain safe access routes free from snow and ice.
• Allow temporary staff to take breaks and warm up as needed.

8. Managing Adverse Weather Events

Adverse weather may include:

• Heavy snow.
• Storms and high winds.
• Flooding.
• Dense fog.
• Lightning or other extreme weather events.

8.1 Travel Disruption and Attendance

Temporary workers are not required to place themselves at risk when travelling to assignments during severe weather. If travel is disrupted or unsafe, workers must:

• Notify {{org_field_name}} and the client as soon as possible.
• Follow any diversionary travel advice issued by local authorities.

The director(s) will:

• Risk-assess travel requirements and recommend shift cancellations where necessary.
• Prioritise the safety of workers above service continuation.

8.2 On-Assignment Emergencies

If adverse weather occurs during a shift:

• Workers must follow the client’s emergency procedures.
• Report concerns immediately to {{org_field_name}}.
• Remain in a safe environment until it is safe to travel home or alternative arrangements are made.

8.3 Contingency Planning

The director(s) will:

• Encourage clients to develop adverse weather contingency plans.
• Maintain up-to-date staff contact details to issue emergency communications.
• Support clients and staff to manage safe staffing levels during periods of severe weather.

9. Communication

The director(s) will:

• Issue timely communications via text, email, or telephone regarding weather warnings and guidance.
• Update staff about any cancellations, changes to assignments, or additional health and safety advice.
• Liaise with clients to coordinate service delivery adjustments during extreme weather events.

Temporary workers must:

• Ensure their contact information is current.
• Acknowledge receipt of weather alerts and guidance.

10. Supporting Staff

{{org_field_name}} recognises that extreme weather may affect staff well-being. The director(s) will:

• Support staff experiencing stress or health issues resulting from working during temperature extremes or adverse weather.
• Offer debriefing and advice where needed.
• Make adjustments to shift patterns or assignments where possible.

11. Training

All temporary workers will receive:

• Induction covering this policy and associated health and safety procedures.
• Annual refresher training on safe working practices during extreme weather.
• Access to additional information and support during heatwaves or adverse weather incidents.

12. Roles and Responsibilities

12.1 Director(s)

The director(s) will:

• Oversee full implementation of this policy.
• Monitor weather conditions using trusted sources such as the Met Office.
• Support staff and clients to manage risks associated with temperature extremes and adverse weather.
• Review this policy annually or following any significant incident.

12.2 Temporary Workers

Staff must:

• Actively participate in training.
• Follow health and safety guidance issued by {{org_field_name}} and clients.
• Report any concerns about unsafe conditions or health risks.
• Cooperate with changes to assignments during adverse weather.

12.3 Clients

Clients are expected to:

• Take responsibility for maintaining safe working environments during extreme weather.
• Communicate any changes to shift requirements or safety procedures to {{org_field_name}}.

13. Record-Keeping

The director(s) will:

• Maintain records of all communications issued during heatwaves or adverse weather incidents.
• Record any incidents, staff concerns, or adjustments made due to weather conditions.
• Include weather-related safety considerations in audits and incident reviews.

14. Equality, Diversity, and Inclusion

{{org_field_name}} will:

• Consider additional support for staff who may be at increased risk due to health conditions, disability, or pregnancy.
• Make reasonable adjustments during temperature extremes or adverse weather when needed.
• Ensure that no staff member is unfairly penalised for being unable to attend work due to genuine travel disruption or health concerns during adverse weather.

15. Policy Review

This policy will be reviewed annually by the director(s) of {{org_field_name}}, or sooner if:

• Relevant legislation, guidance, or best practice changes.
• Learning from incidents, staff feedback, or audits indicates a need for revision.
• Requested by commissioners or regulators.

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