CH224-Shared Accommodation Management Policy
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{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Shared Accommodation Management Policy
1. Purpose
The purpose of this policy is to set out {{org_field_name}}’s approach to managing care and support in shared accommodation environments, where two or more individuals receive home care services while living together in the same residence. This includes supported living, house-sharing arrangements, and multiple occupancy care environments. The policy ensures that individuals’ rights to privacy, dignity, autonomy, and safety are maintained while promoting respectful and safe shared living. It supports compliance with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 (as amended) including, as relevant to shared accommodation: Regulation 9 (Person-centred care), Regulation 10 (Dignity and respect), Regulation 11 (Need for consent), Regulation 12 (Safe care and treatment), Regulation 13 (Safeguarding service users from abuse and improper treatment), Regulation 15 (Premises and equipment – where the provider is responsible for, or controls, equipment used to deliver care), Regulation 16 (Receiving and acting on complaints), Regulation 17 (Good governance), Regulation 18 (Staffing), Regulation 19 (Fit and proper persons employed), and Regulation 20 (Duty of candour).
The service also aligns its assurance processes with the CQC’s current assessment approach, including quality statements and evidence requirements.
2. Scope
This policy applies to all care and support staff, including management, permanent, temporary, and agency workers who provide services to people living in shared accommodation supported by {{org_field_name}}. It covers practical, ethical, and safeguarding considerations in managing shared living spaces and individual needs.
3. Legal framework and definitions
Shared accommodation means a living arrangement where two or more people receive care and/or support while living in the same property (for example supported living or house-share arrangements). In such settings, people’s rights to privacy, autonomy and choice must be balanced with the rights and wellbeing of others living in the home.
Mental Capacity and consent: Staff must work in line with the Mental Capacity Act 2005 and the requirement in Regulation 11 (Need for consent) to obtain valid consent before providing care or support. Where a person lacks capacity for a specific decision, staff must complete and record a decision-specific capacity assessment and follow best-interest decision-making, ensuring any restrictions are the least restrictive option and are proportionate to the risk.
Safeguarding: All staff must follow organisational safeguarding procedures and the requirements of Regulation 13 (Safeguarding service users from abuse and improper treatment).
Duty of candour: Where a notifiable safety incident occurs, the service will meet the requirements of Regulation 20 (Duty of candour) including openness, apology and written follow-up.
4. Related Policies
- CH07 – Person-Centred Care Policy
- CH08 – Dignity and Respect Policy
- CH11 – Safe Care and Treatment Policy
- CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy
- CH16 – Health and Safety at Work Policy
- CH18 – Risk Management and Assessment Policy
- CH30 – Equality, Diversity, and Inclusion Policy
- CH42 – Communication and Engagement with Service Users and Families Policy
5. Policy Statement and Principles
{{org_field_name}} is committed to delivering high-quality, individualised care to all people supported in shared accommodation settings. We promote a culture of inclusion, mutual respect, and positive co-existence. Each individual’s care is designed around their personal needs and preferences while balancing the rights and responsibilities of all residents. Shared accommodation is managed in a way that promotes safety, autonomy, privacy, and a homely environment.
5.1 Person-Centred Living in Shared Settings
Each person in shared accommodation must have their own personalised care plan that reflects their lifestyle, health needs, daily routines, cultural preferences, relationships, and personal goals. Care plans must also acknowledge the dynamics of shared living, including agreed boundaries, routines, and shared responsibilities where appropriate. Plans are developed in consultation with the individual, their families, and relevant professionals, and are reviewed regularly.
5.2 Respect for Privacy and Personal Space
All individuals have a right to privacy and control over their own space within shared accommodation. Bedrooms must not be entered without consent unless there is an emergency or specific agreement in the care plan. Staff must knock and wait for a response before entering any private area. Shared bathrooms and communal areas must be used respectfully, with individual preferences and schedules taken into account. Staff must ensure that personal care, medication, and confidential discussions are conducted discreetly.
Staff must obtain consent before entering a person’s room and before providing any personal care or support. If a person lacks capacity to consent to entry or care for a specific decision, staff must follow the Mental Capacity Act 2005, record the capacity assessment and document the lawful basis for entry/care (for example, best interests or immediate risk/emergency). Any restrictions (including use of monitoring devices, enhanced supervision, or limits on access to shared areas) must be risk assessed, recorded, reviewed, and be the least restrictive option.
5.3 Safety, Hygiene, and Shared Responsibilities
Health and safety in shared settings is a priority. Staff are responsible for ensuring that shared spaces such as kitchens, bathrooms, and lounges are kept clean, safe, and fit for use. Risk assessments are carried out for all shared accommodation environments, and measures are implemented to manage hazards such as fire, infection, or equipment misuse. Where individuals participate in household tasks, they are supported to do so safely, with guidance that promotes independence and skills development.
In shared accommodation, staff must ensure risks are assessed and mitigated for each person and for communal living. This includes (where applicable) fire safety arrangements, infection prevention and control, safe food hygiene practices, safe storage and use of cleaning substances, sharps safety, and safe use of shared equipment. Where responsibility for care is shared with other providers or health professionals, staff must work with relevant parties to ensure timely information sharing and coordinated care planning to protect people’s health, safety and welfare.
5.4 Conflict Resolution and Mediation
Living with others may sometimes lead to disagreements or conflicts. Staff must be proactive in identifying early signs of tension and use de-escalation and mediation techniques where appropriate. Residents are supported to express their views respectfully and resolve disputes constructively. Serious incidents or ongoing concerns must be escalated to the Deputy Manager {{org_field_deputy_manager_first_name}} {{org_field_deputy_manager_last_name}} and may require multidisciplinary input or safeguarding interventions.
5.5 Safeguarding in Shared Accommodation
Living with others can increase vulnerability to abuse, exploitation, or coercion. Staff must remain vigilant and follow the CH13 – Safeguarding Policy in all interactions. Signs of financial, emotional, physical, or psychological abuse must be reported immediately. Particular attention must be paid to imbalances of power, manipulation, or restrictions imposed by other residents. Staff must ensure each individual’s voice is heard and their concerns taken seriously.
Staff must assess and monitor risks of harm between people living together (including bullying, coercive control, financial abuse, sexual safety concerns, exploitation, and discriminatory abuse). Where risks are identified, the service will implement proportionate controls (for example staffing adjustments, increased supervision, behaviour support plans, clear shared-living agreements, incident monitoring, and referral to safeguarding authorities). Concerns must be escalated immediately in line with safeguarding procedures and recorded appropriately.
5.6 Compatibility and Group Dynamics
Where {{org_field_name}} is involved in placements or referrals into shared living environments, compatibility assessments are carried out to determine whether individuals are suited to cohabitation. This considers lifestyle, communication styles, routines, care needs, and behavioural factors. Placement decisions are made in consultation with social workers, families, advocates, and the individuals themselves. Ongoing reviews are conducted to monitor the success of the arrangement.
Compatibility assessments must be reviewed at least monthly for the first three months of any new shared placement and thereafter at least quarterly, and immediately following any significant incident, safeguarding concern, repeated conflict, police involvement, or sustained decline in wellbeing. Where compatibility is failing, the service will convene a multi-disciplinary review and agree actions, including relocation planning where required to keep people safe.
5.7 Equality, Diversity and Inclusion
All people supported in shared accommodation are treated with fairness and respect regardless of age, gender, disability, race, religion, sexuality, or background. Staff must be sensitive to cultural, religious, and dietary needs when managing shared spaces. Any form of discrimination, bullying, or marginalisation must be reported and addressed in line with CH30 – Equality, Diversity, and Inclusion Policy.
5.8 Medication and Care Tasks in Shared Settings
Medication must be stored, administered (where applicable), and recorded in a way that maintains confidentiality and safety and follows the service’s medicines policy. Each person must have an individual medicines record (for example MAR/eMAR), a medicines risk assessment, and (where required) a medicines support plan that clearly states the level of support (prompting, assisting, or administering). Medicines must be stored securely, with separate locked storage where required, and access must be controlled.
Staff competence must be assessed and reviewed at agreed intervals, and any medicines errors, near misses or concerns must be reported, investigated and used for learning and improvement. Administration of medicines and personal care must be delivered in a way that maintains privacy and dignity and avoids unnecessary exposure in communal areas, unless there is a documented risk-assessed reason and the person has agreed (or it is in their best interests where they lack capacity).
5.9 Staff Conduct and Boundaries
Staff must remain professional and impartial at all times. They must not take sides during resident disputes or allow group dynamics to influence care delivery. Staff must respect boundaries and promote equal attention to all residents. Personal relationships with individuals must remain appropriate and professional in accordance with CH28 – Staff Conduct and Code of Ethics Policy.
5.10 Record-Keeping and Confidentiality
All care records must be kept confidential and maintained in accordance with CH34 – Confidentiality and Data Protection Policy. Shared logbooks may be used for environmental or group updates but must not contain individual confidential information. Each individual has their own private file stored securely and only accessible to authorised personnel.
5.11 Receiving and acting on complaints
People living in shared accommodation must be able to raise concerns and complaints safely and in a way that suits them (including privately, with advocacy support, and without fear of repercussions). Staff must respond promptly, record the concern, and follow the service complaints procedure including timescales, investigation, outcome, and learning. Where a complaint indicates a safeguarding risk or a notifiable safety incident, staff must also follow safeguarding and duty of candour procedures.
5.12 Staffing, competency and supervision
The service will ensure there are sufficient, suitably skilled and experienced staff to meet the assessed needs of each person in the shared accommodation, including increased staffing where risks between residents or environmental risks require it. Staff must receive induction and ongoing training relevant to shared living (including MCA/consent, safeguarding, de-escalation, infection prevention and control, equality/diversity, and medicines where applicable). Supervision and competency assessments must be completed and recorded. Recruitment and ongoing checks must ensure staff are fit and proper for their roles.
5.13 Duty of candour
Where a notifiable safety incident occurs, the service will act in an open and transparent way by informing the relevant person (or their representative) as soon as practicable, offering an apology, explaining what is known at the time, documenting actions taken to investigate and reduce the risk of recurrence, and providing written follow-up within required timescales, in line with the duty of candour procedure.
5.14 Premises and equipment responsibilities in shared accommodation
The service will clearly document and review which party is responsible for property safety and maintenance (for example landlord/housing provider, provider, or individual tenant) and will ensure that risks affecting care delivery are managed. Where the service provides or controls equipment used to deliver care (including assistive technology), it will ensure equipment is safe, maintained, fit for purpose and used correctly. Environmental risks in communal areas (including kitchen safety, infection risks, trips/slips, and fire safety arrangements) must be assessed and reviewed.
5.15 Shared living agreements / house rules
The service will support people to agree clear, person-centred shared living arrangements (for example routines, visitors, noise, shared space use, food storage, smoking/vaping rules, and respecting belongings). Any agreed rules must be proportionate, non-discriminatory, and must not unlawfully restrict a person’s rights. Individual preferences must be reflected in care plans and reviewed when needs change.
6. Policy Review
This policy will be reviewed annually or sooner if there are changes in CQC guidance, legislation, or internal practice developments. Updates will be communicated to all relevant staff and incorporated into ongoing training and supervision.
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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