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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staffing Levels and Rotas Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains appropriate staffing levels and an effective rota system to provide high-quality, person-centred care in compliance with the Health and Social Care Standards (Scotland) and Care Inspectorate Scotland regulations. Ensuring sufficient staffing levels is critical to meeting the needs of the people we support while maintaining staff well-being, regulatory compliance, and operational efficiency.

This policy outlines the procedures for planning, monitoring, and adjusting staffing levels and rotas. It aims to ensure that people receiving care experience consistent and reliable service delivery while staff work in a structured and supportive environment.

2. Scope

This policy applies to all employees within {{org_field_name}}, including care workers, senior carers, supervisors, managers, and administrative staff responsible for rota planning and workforce management. It also applies to agency and bank staff used to cover staffing shortages when necessary.

3. Legal and Regulatory Framework

This policy aligns with the following legislation and best practice guidelines:

• Health and Social Care Standards (Scotland) – Ensuring a consistent, high-quality workforce is available to meet care needs.
• Care Inspectorate’s Quality Framework for Care at Home Services – Regulating safe staffing levels and continuity of care.
• Scottish Social Services Council (SSSC) Codes of Practice – Setting workforce expectations for care service providers.
• Working Time Regulations 1998 – Governing working hours and rest breaks for employees.
• Equality Act 2010 – Ensuring fair treatment in rota planning and shift allocation.
• Employment Rights Act 1996 – Covering contractual obligations related to working hours and rota expectations.

4. Principles of Safe Staffing Levels

Staffing levels must be appropriate to meet the needs of the people we support, ensuring that care is delivered in a safe, effective, compassionate, and high-quality manner. {{org_field_name}} determines staffing levels based on the following principles:

• Person-centred care needs: Staffing levels are determined by the assessed care needs of individuals, ensuring each person receives the right level of support at the right time.
• Continuity of care: Rotas are designed to minimise disruption and maintain consistency in care delivery.
• Regulatory compliance: Staffing ratios comply with Care Inspectorate Scotland guidance.
• Workforce well-being: Rotas are developed to provide staff with appropriate work-life balance, ensuring adequate rest periods in line with Working Time Regulations.
• Flexibility and responsiveness: The rota system allows for adjustments to respond to unforeseen changes, such as staff absences or fluctuations in care demand.

5. Rota Planning and Management

5.1 Responsibilities in Rota Planning

The rota system is managed by the Registered Manager ({{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}). Their responsibilities include:

• Ensuring sufficient cover for all care visits, based on assessed care needs.
• Allocating shifts fairly and equitably among staff.
• Providing staff with sufficient notice of their working hours.
• Ensuring compliance with working time regulations and contractual agreements.
• Managing unplanned absences and arranging cover as needed.

5.2 Rota Development Process

Rotas are developed using a person-centred and staff-focused approach:

1. Assess Care Needs: Review the support plans and care packages of individuals receiving care to determine staffing requirements.
2. Match Staff to Clients: Assign staff based on skills, experience, and continuity of care preferences.
3. Balance Workload: Ensure equitable distribution of shifts to prevent excessive workloads.
4. Allow for Adequate Breaks and Rest Periods: Ensure compliance with Working Time Regulations.
5. Finalise and Communicate Rotas: Publish rotas at least two weeks in advance, where possible, to give staff adequate time to plan.
6. Monitor and Adjust: Continuously review staffing needs and make adjustments as required.

5.3 Shift Patterns

Shift patterns are structured to ensure sufficient coverage throughout the day and night while balancing staff availability. {{org_field_name}} uses a variety of shift patterns, including:

• Morning shifts – Covering early care needs such as personal care and medication administration.
• Afternoon/evening shifts – Covering meal support, companionship, and additional care.
• Overnight shifts – Where required for individuals needing 24-hour care or waking night support.
• On-call support – Providing assistance in case of emergencies or last-minute absences.

6. Managing Staffing Shortages

Despite careful planning, staffing shortages can occur due to sickness, emergency leave, or unexpected demand changes. {{org_field_name}} manages staffing shortages through the following steps:

6.1 Preventative Measures

• Robust recruitment strategies to ensure a sufficient workforce is available.
• Use of bank and agency staff as a contingency plan.
• Encouraging internal shift swaps, where appropriate.
• Offering additional shifts to part-time staff, ensuring compliance with working time regulations.
• Cross-training staff to increase workforce flexibility and adaptability.

6.2 Immediate Actions for Shortages

When unexpected shortages occur:

1. Identify the impact on service delivery.
2. Contact available staff to fill the gap.
3. Use bank or agency staff as a last resort.
4. Prioritise care visits to ensure critical needs are met first.
5. Communicate with affected individuals and families regarding any necessary changes to their care schedules.

7. Monitoring and Reviewing Staffing Levels

To ensure safe and effective staffing, {{org_field_name}} implements an ongoing monitoring system:

• Weekly staffing audits to review capacity and gaps.
• Quarterly workforce planning meetings to assess long-term staffing needs.
• Annual reviews to evaluate rota effectiveness and adjust scheduling procedures where necessary.
• Incident and complaints analysis to determine whether staffing levels contribute to service issues and take corrective action.

8. Staff Well-being and Support

A well-supported workforce delivers better care. {{org_field_name}} supports staff through:

• Regular supervision and check-ins to discuss workload concerns.
• Providing adequate rest periods to prevent fatigue and burnout.
• Offering flexible working arrangements where possible.
• Ensuring staff receive fair pay for additional or overtime work.
• Providing mental health and well-being support, including access to confidential counselling services if required.

9. Emergency Response Planning

In the event of significant disruption, such as extreme weather conditions, illness outbreaks, or other unforeseen circumstances, {{org_field_name}} follows an emergency rota plan:

• Prioritise essential care visits to ensure the most vulnerable individuals receive support.
• Mobilise additional resources, such as management and office staff, to assist with care provision.
• Communicate with families and external agencies to coordinate alternative care arrangements.
• Review and adapt the rota daily based on staff availability and client needs.

10. Related Policies

This policy should be read alongside:

• Recruitment and Retention Policy
• Supervision and Appraisal Policy
• Health and Safety Policy
• Workforce Well-being and Support Policy
• Contingency Planning and Business Continuity Policy

11. 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.

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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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.