CHW148-Cold Weather and Winter Safety Policy
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Registration Number: {{org_field_registration_no}}
Cold Weather and Winter Safety Policy
1. Purpose
This policy outlines how {{org_field_name}} prepares for and manages the risks associated with cold weather and winter conditions to ensure the safety, well-being, and comfort of all individuals using our care services. In line with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, this policy demonstrates our commitment to proactive seasonal planning, safeguarding vulnerable adults, and maintaining high-quality care delivery throughout winter.
Winter poses a heightened risk to older adults and those with health conditions. Cold temperatures, ice, snow, and interruptions to utilities can result in serious illness, accidents, or increased vulnerability. This policy ensures that all necessary preventative and responsive measures are in place to protect individuals from harm and preserve the quality of care.
2. Scope
This policy applies to all staff employed by {{org_field_name}}, including care staff, domestic, maintenance, administration, management, and any external contractors operating on our premises during the winter season. It is relevant to all residents receiving care and support within our service and to visiting family members and professionals.
3. Related Policies
This policy should be read in conjunction with the following:
- CHW11 – Safe Care and Treatment Policy
- CHW12 – Meeting Nutritional and Hydration Needs Policy
- CHW16 – Health and Safety at Work Policy
- CHW17 – Infection Prevention and Control Policy
- CHW18 – Risk Management and Assessment Policy
- CHW19 – Emergency and Business Continuity Plan
- CHW20 – Fire Safety and Evacuation Procedures
- CHW24 – Management of Accidents, Incidents, and Near Misses Policy
4. Policy Details
4.1 Winter Risk Assessment and Preparedness
From October each year, the Registered Manager will oversee the development of a Cold Weather Risk Assessment and ensure that the service is fully winter-ready. This assessment includes potential risks such as heating failure, snow or ice blocking access routes, staff shortages due to weather conditions, increased incidence of falls, hypothermia, and seasonal flu outbreaks. The plan will ensure that contingency measures are in place for all identified risks.
We will maintain stocks of grit, snow shovels, portable heaters, blankets, bottled water, and essential food and medicine supplies in anticipation of severe weather events. The Emergency and Business Continuity Plan (CHW19) includes specific winter emergency scenarios and will be reviewed and tested annually.
4.2 Building and Environmental Safety
All external walkways, driveways, emergency exits, and access paths will be regularly inspected and gritted to prevent ice-related accidents. Snow will be cleared promptly by the designated maintenance team. Heating systems will be serviced before winter begins to ensure safe and effective function, and temperature monitors will be installed in each room to ensure a consistent internal environment between 21–24°C.
Windows, doors, insulation, and roofing will be assessed for energy efficiency and weatherproofing annually, with repairs carried out promptly. Regular audits will ensure all areas of the care home remain safe, warm, and accessible throughout the season.
4.3 Protecting Service Users
Residents are particularly vulnerable to cold and flu-related illnesses, slips and falls, and social isolation during the winter months. To counter this, staff must ensure each resident has appropriate clothing, including warm nightwear and outerwear, and that bedding is sufficient and hygienic.
Healthcare plans will be reviewed to include any specific winter-related risks (e.g., chronic obstructive pulmonary disease, arthritis). Flu and COVID-19 vaccinations will be encouraged and facilitated with local health services.
Residents will be regularly checked for signs of cold-related illnesses such as confusion, shivering, or skin discolouration. In-room thermometers will help ensure temperatures do not drop below the safe range. Nutritional intake will be monitored to ensure individuals are receiving adequate warm meals and fluids, helping them to stay nourished and hydrated.
4.4 Infection Control
Winter months coincide with a higher incidence of viral infections. Enhanced infection prevention and control procedures (linked to CHW17) will be in place, including additional hand hygiene reminders, cleaning protocols, and monitoring for respiratory symptoms.
Where necessary, cohorting, isolation, or temporary restrictions on visiting may be implemented to protect the health of all residents. We follow advice from Public Health Wales and the local Health Protection Team: {{org_field_outbreaks_support_local_health_protection_team_website}}.
4.5 Staffing and Rota Contingency Planning
Anticipating adverse weather that may hinder staff attendance, we maintain an on-call list and prepare rotas that ensure adequate cover. Staff are encouraged to raise travel concerns early and to make arrangements for alternative transport or early arrival in advance of forecasted disruptions. Where required, accommodation may be offered to essential staff onsite.
Training refreshers will be provided annually to all staff on winter health and safety, cold weather illness indicators, and infection control procedures.
4.6 Communication and Family Engagement
Families will be notified of the home’s winter preparedness, and we will maintain open lines of communication should visiting arrangements need to change due to weather or outbreak precautions. Regular updates will be shared via {{org_field_website}} and by telephone or email.
In line with CIW’s core values of caring, respect, and integrity​, our communications during winter will be transparent, empathetic, and inclusive, ensuring residents and their families feel informed and supported.
4.7 Collaboration with Health and Local Authorities
We will work in partnership with GPs, community health services, and local authorities to coordinate access to vaccinations, urgent care, and resources in extreme weather. We maintain regular contact with our local authority and health board during periods of disruption and follow CIW, NHS Wales, and Public Health Wales guidance.
4.8 Monitoring and Continuous Improvement
All incidents relating to winter weather, including falls, illness, or disruption to service, will be logged, reviewed, and used to inform future cold weather planning. This will support continuous improvement as part of our Quality of Care Review framework​.
Feedback from residents, relatives, and staff is actively sought and used to refine our winter safety protocols year-on-year.
5. Policy Review
This policy will be reviewed annually, or sooner if required due to changes in legislation, CIW guidance, emerging best practices, or specific cold weather events that warrant procedural updates.
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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