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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Accessing the Garden Area Policy

1. Purpose

The purpose of this policy is to ensure that individuals living at {{org_field_name}} are supported to access and enjoy the garden and other suitable outdoor areas safely, in accordance with their wishes, preferences, assessed needs, personal outcomes and personal plan.

{{org_field_name}} recognises that access to outdoor space can contribute to an individual’s physical, mental, emotional and social well-being and can support independence, autonomy, recreation, relationships and participation in everyday life.

The service will provide access to outdoor areas in accordance with the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, and relevant statutory guidance issued by the Welsh Ministers.

In particular, the service will ensure that:

• care and support protects, promotes and maintains individuals’ safety and well-being;
• individuals are supported to achieve their personal outcomes and to exercise choice and control over their daily lives;
• positive risk-taking and independence are supported where appropriate;
• any identified risks associated with accessing outdoor areas are assessed, managed and reviewed;
• any restriction on an individual’s access to an outdoor area is necessary, proportionate, individually assessed and legally authorised where required;
• the premises and outdoor areas used as part of the service are suitable, accessible, appropriately maintained and, so far as is reasonably practicable, free from hazards to health and safety; and
• individuals’ rights, dignity, privacy and autonomy are respected when decisions are made about outdoor access.

Outdoor access will not be restricted solely because an individual is older, has a disability, experiences cognitive impairment, has a history of falls or requires support to manage risk.

2. Scope

This policy applies to all individuals using the service, including those with physical, sensory, or cognitive impairments. It also applies to all staff involved in supporting outdoor access, including care staff, activities coordinators, maintenance personnel, domestic staff, and management. The policy also informs visitors, families, and professionals of the procedures in place to ensure safe and inclusive use of garden areas.

3. Related Policies

This policy should be read in conjunction with:
CHW07 – Person-Centred Care Policy
CHW08 – Dignity and Respect Policy
CHW11 – Safe Care and Treatment Policy
CHW13 – Safeguarding Adults from Abuse and Improper Treatment Policy
CHW16 – Health and Safety at Work Policy
CHW18 – Risk Management and Assessment Policy
CHW24 – Management of Accidents, Incidents, and Near Misses Policy
CHW40 – Assisting with Personal Care Policy

4. Policy Statement

{{org_field_name}} is committed to ensuring that outdoor spaces, including gardens, courtyards, patios, and any designated outdoor seating areas, are accessible, safe, and welcoming to all individuals. We recognise the therapeutic, emotional, and physical benefits of time spent outdoors. As such, individuals are supported and encouraged to use garden areas independently or with assistance, as appropriate to their needs, preferences, and risk assessments. Outdoor access is promoted throughout the day and integrated into care planning, activity programmes, and daily routines.

5. Accessibility and Inclusivity

Garden and outdoor areas will, so far as is reasonably practicable, be accessible and suitable for the needs of the individuals using the service. The design, layout, maintenance and use of outdoor areas will take account of individuals’ assessed mobility, sensory, cognitive, communication and other care and support needs.

Appropriate arrangements may include, according to the needs of individuals using the service:

• level or ramped access;
• suitable pathways for wheelchairs, walking aids and other mobility equipment;
• accessible seating and rest areas;
• shaded areas;
• handrails or other appropriate support;
• adequate lighting;
• appropriate signage, orientation or visual prompts; and
• adaptations identified through an individual’s assessment or personal plan.

Pathways and access routes will be appropriately maintained and, so far as is reasonably practicable, kept free from hazards which could present a risk to individuals or other people using the area.

Individuals will be supported to enter and leave the building and to access appropriate outdoor areas as independently as possible.

Access arrangements must not unnecessarily restrict an individual’s freedom of movement. Doors, gates, keypads or other security arrangements must not be used to impose a blanket restriction on individuals for staff convenience or solely because an individual has a particular diagnosis, disability or assessed need.

Where controlled access or another restriction is necessary to prevent a risk of harm, the restriction must:

• relate to an identified individual risk;
• be necessary and proportionate to that risk;
• represent the least restrictive practicable option;
• take account of the individual’s wishes, feelings and capacity;
• be recorded in the relevant risk assessment and personal plan;
• be reviewed regularly and when circumstances change; and
• have appropriate lawful authority where the arrangement amounts to a deprivation of liberty.

Individuals requiring staff assistance to access the garden will be provided with appropriate support in accordance with their assessed needs, personal plan and preferences.

6. Risk Assessment, Personal Planning and Positive Risk-Taking

An individual’s ability and preferences regarding access to the garden and other outdoor areas will be considered as part of their assessment, risk assessment and personal planning where this is relevant to their care and support needs or personal outcomes.

Assessments will take account of the individual’s particular circumstances and may include, where relevant:

• their wishes, preferences and personal outcomes;
• mobility and risk of falls;
• ability to use mobility aids or equipment safely;
• sensory impairment;
• cognitive impairment or disorientation;
• communication needs;
• health conditions which may be affected by weather or temperature;
• risks associated with leaving the premises or garden;
• environmental hazards;
• the individual’s ability to recognise or respond to risks;
• any support or supervision required;
• opportunities to maintain or increase independence; and
• the benefits associated with positive risk-taking and outdoor activity.

Risk assessment must not be used automatically to prevent an individual from accessing the garden or undertaking an activity. Staff will balance the individual’s safety with their rights, wishes, independence, autonomy and personal outcomes and will support positive risk-taking where appropriate.

Where an identified risk can reasonably be managed by providing assistance, equipment, environmental adaptation, supervision or another proportionate measure, those options will be considered before restricting the individual’s access.

Where an individual requires support or supervision to access an outdoor area, the level and nature of that support will be clearly recorded in the individual’s personal plan and relevant risk assessment so that staff understand how the individual is to be supported.

Any restriction on access to an outdoor area must:

• be based on an identified and current risk;
• be necessary to prevent harm;
• be proportionate to the likelihood and seriousness of that harm;
• be the least restrictive practicable intervention;
• take account of the individual’s wishes and feelings;
• be documented in the individual’s personal plan and relevant risk assessment;
• be reviewed regularly and whenever the individual’s needs or circumstances change; and
• comply with the Mental Capacity Act 2005 and the Deprivation of Liberty Safeguards where applicable.

Where an individual lacks capacity to make a particular decision about their outdoor access, staff will act in accordance with the Mental Capacity Act 2005, including the statutory principles of the Act and the requirement to act in the person’s best interests and choose the least restrictive practicable option.

An individual must not be deprived of their liberty for the purpose of receiving care and support without lawful authority.

Personal plans and associated risk assessments will be reviewed when required and following any significant change in the individual’s needs, circumstances, mobility, cognition or risk. The individual’s personal plan will in all cases be reviewed in accordance with the timescales required by the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

7. Supervision and Support

Individuals will be supported to access and use outdoor areas in accordance with their wishes, assessed needs, personal outcomes, personal plan and relevant risk assessments.

An individual who is able to access and use the garden independently must not be required to have staff supervision solely because of their age, disability, diagnosis or residence in a care home.

Where an individual requires assistance or supervision, staff will provide the level of support identified through assessment and recorded in the individual’s personal plan and relevant risk assessment.

Support may include:

• assistance entering or leaving the garden;
• support with mobility equipment;
• staff remaining nearby or carrying out agreed observations;
• direct staff supervision where this is necessary and proportionate;
• assistance with appropriate clothing;
• support with hydration;
• communication support; or
• other individually assessed measures.

Requests for support to access the garden will be responded to in a timely manner, taking account of the individual’s wishes, care and support needs and the safety of individuals receiving the service.

Staff will promote independence and positive risk-taking and must not introduce additional restrictions or levels of supervision which are not justified by the individual’s current assessed needs.

Where access requires a restriction because of an identified risk of harm, staff must follow Section 6 of this policy and the individual’s personal plan and risk assessment. Any restriction must be necessary, proportionate, the least restrictive practicable option and legally authorised where required.

Staff must report any significant change in an individual’s ability to access outdoor areas safely so that the individual’s assessment, risk assessment and personal plan can be reviewed.

8. Weather and Environmental Considerations

Outdoor access is promoted year-round, with appropriate adaptations for weather. During warm weather, shaded areas, sun hats, and sunscreen are provided. In colder conditions, warm clothing and blankets are offered. The garden area is maintained to be safe and accessible in all seasons, including snow or wet weather checks by maintenance staff. During extreme weather conditions, staff assess risks and advise individuals appropriately, but outdoor access is not automatically restricted unless necessary for safety.

9. Maintenance and Safety Checks

The garden area is subject to regular safety inspections by the maintenance team and/or the Health and Safety Lead. These checks ensure that walkways are clear, furniture is stable, plants are non-toxic, and no hazards are present. Any damage, overgrowth, or obstruction is reported immediately and rectified as a priority. The area is cleaned regularly and kept free of litter or debris. Lighting is checked to ensure adequate visibility for early evening access.

10. Enhancing Quality of Life Through Outdoor Access

The outdoor area is used as an extension of the care environment, with space for gardening, bird-watching, walking, socialising, and relaxation. Residents are invited to participate in planting or garden-based activities, which are risk-assessed and supported where appropriate. Mealtimes, recreational activities, and family visits are held in outdoor areas when weather permits. Feedback from residents is gathered regularly to improve the garden experience.

11. Family and Visitor Use

Families and visitors are encouraged to use outdoor spaces with residents. Seating is arranged to allow for privacy and socialisation. Staff provide assistance when individuals wish to meet visitors outside. Signage for visitors reinforces safety and respect for all users. Children and pets accompanying visitors must be supervised.

12. Safeguarding, Incidents and Statutory Notifications

Any accident, incident, safeguarding concern or environmental safety concern arising in connection with the garden or another outdoor area will be responded to promptly and recorded in accordance with the service’s relevant policies and procedures.

This includes, but is not limited to:

• falls or injuries;
• an individual becoming missing or leaving an agreed safe area where this creates a concern;
• abuse, neglect or improper treatment;
• incidents involving another individual, visitor or member of staff;
• unsafe equipment;
• environmental hazards;
• incidents involving restraint or restrictive practice; and
• any event which may meet the criteria for statutory notification to Care Inspectorate Wales or another relevant authority.

Where there is an allegation, evidence or suspicion of abuse, neglect or improper treatment, staff must take immediate action to protect the individual and any other person who may be at risk and must follow CHW13 – Safeguarding Adults from Abuse and Improper Treatment Policy and the Wales Safeguarding Procedures.

Appropriate referrals must be made to the local authority safeguarding service, police or other relevant agencies where required.

All accidents and incidents will be reported, recorded, reviewed and investigated as appropriate in accordance with CHW24 – Management of Accidents, Incidents and Near Misses Policy.

Where an event meets the statutory criteria for notification to Care Inspectorate Wales or another regulatory or statutory body, the service provider or responsible person will ensure that the required notification is made within the applicable statutory timescale. Internal reporting does not replace any statutory notification requirement.

Following a significant accident, incident or safeguarding concern, the individual’s risk assessment and personal plan will be reviewed where appropriate. Any learning or necessary changes arising from the incident will be implemented and monitored.

13. Training and Staff Responsibilities

All staff receive training in safe supervision, manual handling, communication, and enabling independence. They are expected to promote and facilitate outdoor access as part of holistic, person-centred care. They are also responsible for checking appropriate clothing, hydration, and sunscreen use. Supervisors monitor staff attitudes and practice around access to the garden, ensuring no unnecessary barriers are placed between residents and outdoor spaces.

14. Monitoring, Quality Assurance and Continuous Improvement

The service provider and Responsible Individual will monitor the implementation and effectiveness of this policy as part of the service’s arrangements for monitoring, reviewing and improving the quality of care and support.

The quality and accessibility of outdoor areas and individuals’ experience of using them will be considered through relevant quality assurance processes. These may include:

• feedback from individuals using the service;
• feedback from representatives, where appropriate;
• feedback from staff;
• relevant feedback from service commissioners;
• analysis of accidents, incidents, falls and near misses occurring in outdoor areas;
• safeguarding concerns;
• complaints and concerns relating to outdoor access;
• use of restrictions or restrictive practices;
• environmental and health and safety audits;
• maintenance records;
• reviews of relevant personal plans and risk assessments; and
• observations and findings arising from Responsible Individual visits.

Methods used to obtain individuals’ views will be appropriate to their communication needs, level of understanding and circumstances. Individuals requiring support to communicate their views will be provided with appropriate assistance.

Where monitoring identifies that an individual is unable to access the garden or another outdoor area because of an avoidable environmental, staffing, procedural or organisational barrier, the service will consider what reasonable and proportionate action is required to remove or reduce that barrier.

Relevant information arising from monitoring of garden and outdoor access will contribute to the Responsible Individual’s quality of care review where appropriate.

The Responsible Individual will ensure that the quality of care and support provided by the service is reviewed as often as required and at least every six months, in accordance with Regulation 80 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

Where monitoring identifies deficiencies, unnecessary restrictions, recurring incidents or opportunities for improvement, appropriate action will be identified, implemented and monitored to completion.

15. Policy Review

This policy will be reviewed annually, or sooner in response to changes in CIW guidance, health and safety legislation, or service user feedback. Any updates will be communicated to staff through meetings, training, and internal communications.

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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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