{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Cold Weather and Winter Safety Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} provides safe, effective, and person-centred care during cold weather and winter conditions. This policy outlines measures to protect the health, safety, and well-being of people receiving care and staff, ensuring continuity of care and compliance with Care Inspectorate Scotland regulations, Health and Social Care Standards (Scotland) 2018, and Scottish Social Services Council (SSSC) Codes of Practice.

This policy ensures that:

• People receiving care are protected from the health risks associated with cold weather.
• Staff are equipped to deliver safe and effective care during winter conditions.
• Emergency preparedness plans are in place to maintain continuity of care.
• Preventative measures are implemented to reduce risks associated with cold weather.
• Appropriate clothing, heating, and safety measures are in place for both staff and people receiving care.

2. Scope

This policy applies to:

• All employees, including care workers, supervisors, and management, ensuring they are prepared to work safely in winter conditions.
• Agency and temporary staff, ensuring they adhere to the same safety and winter preparedness protocols.
• People receiving care, their families, and representatives, ensuring they are supported in maintaining warmth and safety.
• External professionals, emergency services, and partner organisations involved in winter response and crisis management.

3. Legal and Regulatory Framework

This policy aligns with:

• Health and Social Care Standards (Scotland) 2018 – Ensuring high-quality, person-centred care during all seasons.
• Care Inspectorate’s Quality Framework – Providing guidelines for care services in adverse weather conditions.
• Scottish Social Services Council (SSSC) Codes of Practice – Ensuring professional and ethical responsibilities for staff.
• The Workplace (Health, Safety and Welfare) Regulations 1992 – Governing safe working environments during cold conditions.
• The Management of Health and Safety at Work Regulations 1999 – Requiring risk assessments for winter hazards.
• The Public Health etc. (Scotland) Act 2008 – Outlining public health measures for cold weather risks.
• The Adults with Incapacity (Scotland) Act 2000 – Ensuring vulnerable individuals receive adequate winter care.

4. Winter Risk Assessment and Preparedness

4.1 Identifying Risks for People Receiving Care

Winter conditions can increase risks for people receiving care, including:

• Hypothermia and cold-related illnesses.
• Slips, trips, and falls due to ice and snow.
• Disruptions in home heating and power supplies.
• Increased isolation due to poor weather conditions.
• Difficulties accessing essential services, including medical care and supplies.

Risk assessments must be updated before and during winter months, ensuring:

• Home heating is functional and sufficient.
• Emergency contacts are available for extreme weather conditions.
• Medication, food, and essential supplies are stocked in case of disruption.
• People receiving care have adequate warm clothing and bedding.

4.2 Staff Winter Readiness Plan

To maintain safety and service continuity:

• Staff must dress appropriately for cold weather, including warm, non-slip footwear.
• Adequate staffing levels must be maintained to prevent disruption to care services.
• Alternative travel arrangements should be planned for staff unable to commute due to severe weather.
• Emergency shift cover procedures should be in place in case of unexpected absences.
• Weather updates should be regularly monitored, and action plans adjusted accordingly.

5. Practical Cold Weather Measures

5.1 Ensuring Safe and Warm Environments for People Receiving Care

• Room temperatures should be maintained at a minimum of 18°C (64°F).
• Checks should be made on heating systems and fuel supplies before winter.
• Portable heaters should be used safely, avoiding fire risks.
• Windows and doors should be draught-proofed to retain warmth.
• People receiving care should be encouraged to wear layers and use blankets.
• Hot meals and warm drinks should be provided to maintain body temperature.

5.2 Preventing Slips, Trips, and Falls

• Pathways, driveways, and entrances should be cleared of ice and snow.
• Grit and salt should be applied to high-risk outdoor areas.
• Footwear with non-slip soles should be worn by both staff and people receiving care.
• Handrails and grab rails should be checked for stability.

5.3 Emergency Preparedness for Extreme Weather

• A winter emergency contact list should be maintained for quick response.
• Backup power sources or generators should be identified for essential medical equipment.
• Contingency plans should be in place for alternative accommodation in case of heating failure.
• Regular welfare checks should be conducted on vulnerable individuals.
• Emergency food and medical supply kits should be prepared.

6. Supporting Staff Safety and Well-being

6.1 Safe Travel and Transport

• Staff should avoid unnecessary travel in extreme weather unless essential for care provision.
• Travel routes should be planned in advance, considering road closures and disruptions.
• Company vehicles should be winter-ready, with appropriate tyres and emergency supplies.
• Staff should be encouraged to car-share or use public transport where safe and practical.

6.2 Cold Stress Prevention for Staff

• Staff should dress in warm, layered clothing to prevent cold stress.
• Breaks should be provided for staff working in cold conditions.
• Hand-warming packs or heated gloves may be provided for outdoor tasks.
• Hot drinks and warm spaces should be available at care sites.

7. Staff Training and Responsibilities

To ensure effective winter safety management, all staff must:

• Complete mandatory cold weather safety training before winter.
• Follow infection control measures to prevent cold-related illnesses such as flu.
• Be aware of emergency response procedures.
• Conduct regular welfare checks on vulnerable individuals.
• Report any concerns about heating, safety, or well-being.

8. Communication and Coordination

8.1 Internal Communication

• Regular weather updates should be shared with staff and people receiving care.
• Emergency contacts should be made available to all staff members.
• A winter response team should be designated to oversee safety measures.

8.2 Coordination with External Agencies

• Local emergency services should be notified of high-risk individuals.
• Collaboration with local authorities should ensure access to gritting services.
• Coordination with pharmacies and GPs should ensure medication continuity.

9. Related Policies

This policy should be read alongside:

• Health and Safety Policy
• Risk Assessment and Incident Reporting Policy
• Infection Prevention and Control Policy
• Staff Well-being and Support Policy
• Emergency Preparedness and Business Continuity Plan

10. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

---

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.