CHW180-Refurbishment and Building Structure Works Policy

Registration Number: {{org_field_registration_no}}

Refurbishment and Building Structure Works Policy

1. Purpose

The purpose of this policy is to ensure that any refurbishment, structural alteration, or building works carried out at {{org_field_name}} are planned, implemented, and managed efficiently, safely, and in full compliance with the Regulation and Inspection of Social Care (Wales) Act 2016, The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, and CIW expectations regarding premises, health and safety, and service continuity. The policy ensures that all refurbishment or structural work preserves the safety, privacy, dignity, and well-being of individuals using the service and minimises disruption to their daily lives. It outlines how we ensure suitable risk management, effective communication, contractor oversight, and regulatory compliance throughout all building projects, whether minor or major.

2. Scope

This policy applies to all structural and internal refurbishment projects at {{org_field_name}}, including but not limited to redecoration, installation of new equipment or systems, room reconfigurations, flooring replacement, plumbing or electrical upgrades, extensions, adaptations for accessibility, and health and safety upgrades. It applies to staff, contractors, maintenance personnel, visitors, and any external professionals involved in the planning or delivery of the work. It also guides the Registered Manager and Responsible Individual in managing compliance and reporting to CIW.

3. Related Policies

This policy should be read in conjunction with:
CHW04 – Good Governance
CHW11 – Safe Care and Treatment 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. Planning and Risk Assessment

Before any building work is commissioned, a comprehensive risk assessment is completed by the Registered Manager and/or Responsible Individual in consultation with relevant professionals, including fire safety officers, infection control advisors, and contractors. The assessment considers potential risks to health, safety, noise, access, security, fire safety, evacuation, infection control, and continuity of care. A detailed refurbishment or works plan is created, outlining the scope, timeframes, contractor responsibilities, contingency plans, and mitigation strategies. The plan is reviewed and approved by senior management before commencement.

5. Notification to CIW and Regulatory Compliance

In accordance with CIW regulations, the Responsible Individual notifies CIW in writing before commencing any significant refurbishment or structural changes that may impact the use of premises or delivery of regulated care. This includes extensions, changes to room layouts, use of new care areas, and major upgrades to facilities. Where required, planning permission, building control approval, and environmental health input are sought. All work is carried out in accordance with the Building Regulations (Wales) and relevant health and safety law, including the Construction (Design and Management) Regulations 2015. Fire safety systems and emergency access remain compliant throughout.

6. Communication and Consent

Before refurbishment work begins, a communication plan is put in place to inform individuals using the service, families, staff, visiting professionals, and stakeholders of the scope and expected duration of the works. Residents are consulted where possible, and preferences are respected, particularly where changes affect personal spaces. Where temporary relocation is necessary, consent is obtained and clearly documented. Clear signage and regular updates are displayed, and designated points of contact are established to respond to queries or concerns.

7. Minimising Disruption and Promoting Safety

Work is planned to minimise disruption to individuals’ daily lives, care routines, and emotional well-being. Where possible, noisy or disruptive activities are scheduled for times when they cause the least impact. Sensitive areas such as lounges, bathrooms, and bedrooms are refurbished in phases to ensure alternatives are always available. Dust, noise, fumes, and movement of materials are controlled through physical barriers, signage, ventilation, and regular cleaning. Contractors are briefed on safeguarding, confidentiality, infection control, and dignity protocols and must wear identification while on-site.

8. Contractor Management and Supervision

Only approved, competent contractors who can demonstrate compliance with health and safety, DBS checks (if required), and professional standards are engaged. Contractors must provide risk assessments, method statements, insurance documents, and evidence of relevant training or certification. The Registered Manager or nominated staff member oversees the presence of contractors on-site and ensures all staff are informed of their presence and area of work. Staff are trained to challenge unidentified individuals or report any concerns immediately.

9. Infection Prevention and Waste Disposal

All refurbishment or building works are planned and carried out in line with CHW17 – Infection Prevention and Control Policy. Measures are taken to prevent cross-contamination, especially in care and communal areas. Barriers, signage, and cleaning protocols are enforced, and work areas are kept clean and debris-free. Waste materials are disposed of safely and in accordance with environmental and health guidelines. Tools and equipment are secured when not in use.

10. Fire Safety and Emergency Planning

Where building works impact fire exits, alarms, or evacuation routes, temporary arrangements are put in place and clearly communicated to all staff, residents, and contractors. The Fire Safety Lead, {{org_field_the_fire_safety_lead_name}}, ensures that fire safety procedures remain robust, with any adjustments documented and tested. Emergency drills are conducted if changes affect layout or exits. Any changes to the fire safety system are commissioned and certified by a qualified fire safety engineer.

11. Completion, Handover and Inspection

Upon completion of the works, a formal inspection is carried out to confirm that the area is safe, clean, and suitable for care use. Any defects or outstanding work are documented and followed up before reopening the space to residents. Updated floor plans, equipment manuals, compliance certificates, and maintenance instructions are filed. Staff are briefed on any new features, changes to layout, or equipment installed. CIW is notified of the completion of significant works where they have previously been informed of the project.

12. Documentation and Records

A record is maintained of all refurbishment and structural work, including quotes, invoices, planning documents, approvals, risk assessments, contractor information, inspections, communications, and compliance evidence. These records are available for CIW inspection upon request and retained in line with our records management procedures. All related policies are cross-referenced to ensure compliance and accountability.

13. Policy Review

This policy will be reviewed annually or sooner if there is a change in legislation, guidance from CIW or local authorities, or following a significant refurbishment project or incident. The review will be led by the Registered Manager in consultation with the Responsible Individual, maintenance lead, and Health and Safety representative. Any updates will be shared with staff through meetings, training, and internal communications.

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.