Adverse Weather Policy
Crystal Care Solutions recognises that adverse weather conditions can prevent employees from reaching their normal place of employment. All employees are expected to make every reasonable effort to attend for work, but without compromising their health and safety. However the priority of all employees when this happens should be to maintain services wherever possible, whilst taking into account their own personal safety. The purpose of this document is to provide guidance and outline the responsibilities for employees and managers for attendance at work in the event of adverse weather conditions and/or major disruptions to public transport.
In applying the guidelines Crystal Care Solutions recognises the need to safely maintain services during adverse weather conditions, whilst properly discharging its duty of care to employees. Employees should not put themselves at unnecessary risk and in this regard employees should use their own judgement and give due consideration to severe weather warnings. A manager’s decision will seek to take account of any advice issued or sought from the police; weather centre; public transport and motoring organisations in relation to prevailing weather conditions and the advisability of travel.
It is appreciated that there may be operational and service delivery considerations in working during periods of adverse weather. Managers are expected to ensure that employees are treated in an equitable and consistent manner and that the safety of employees is not compromised in any way. The Safety of Young People in our care is also paramount.
Managers also need to consider individual requests from people with a disability and/or caring responsibilities that may present additional barriers to attendance at work in bad weather conditions.
If there are no specific local instructions, employees should report that they are unable to attend for work as early as possible, and no later than 1 hour after the time they would be expected to start work.
The manager should consider the following options and agree with the employee that either:
- Working from home;
In certain circumstances line Managers may agree that an employee can work from home. This would be on the understanding that the employee can perform duties that are relevant to their normal workload and grade. This must be the subject of prior agreement (either general or specific) with the employee’s line manager. The work to be undertaken at home must be agreed with the line manager and be the subject of normal managerial procedures on return to work; - Ensure that office phones are diverted to appropriate people;
- To take the day/s as annual leave;
- To take the day/s as lieu time;
- To work the appropriate extra hours unpaid;
- To take unpaid leave;
- A combination of the above;
- Flexitime (where a scheme is operating);
Where the line manager is satisfied that an employee has genuinely been prevented from attending work by his/her normal starting time, as a result of adverse weather, any lateness will not be penalised in term of sanctions under any of Crystal Care Policies and Procedures. Any loss of time should be managed by giving consideration to use of the appropriate options detailed above.
On Shift workers should communicate as early as possible and to the appropriate home in which they are to complete their shift. Any major concerns should be directed to Deputy Care managers and Managers of the homes. Every effort should be made to arrive on time or at the earliest opportunity.
It may be possible for staff member to swap where your place of work (home) should be for the shift. To do this please ensure that you speak with all Deputy Care Mangers and this is only done with the approval of on Duty Care Managers and all homes are aware of where staff are to be located. COMMUNICATION in this instance is paramount. It is better to double check arrangements than not check at all.
Staff need to maintain correct ratio’s for all homes.
For workers preparing to leave shifts, staff are to consider their health and safety in returning home and ensure that they have been informed by local media of the weather conditions. Staff need to make sure it is safe to leave the home, and communicate with the on shift staff team, family members and mangers.
In the extreme case where staff are unable to get to their place of work the current staff team need to ensure that provisions are in place to ensure the safety of the young people. It may mean that the current staff team will have to remain on shift until such a time where relief staff can be drawn in to take over. Staff should ensure they inform their own family members of the situation and ensure they are kept informed.
Staff should ensure that young people who are at school/ college or out on activities have support and are able to return home. If young people are at education staff need to ensure that they are kept up to date with the weather condition and communicate with their manager and the education authority to decide whether to collect the young person at an earlier opportunity, ensuring yours and the young person’s safety is maintained.
All staff need to take reasonable steps to ensure the home and driveway of the home are free from risks. There are sand/rock salt bags available from head office if it is needed to ensure that paths are free from ice/ Snow. If you are unable to attend the office please make reasonable efforts to purchase rock salt from a local proprietor. In the case where you are unable to do this staff are to make efforts to clear the path using shovels/ tools at the home.
While snow can be fun staff need to be aware of the safety concerns and should ensure young people are provided with opportunities to enjoy the snow but also making sure that the ‘play’ does not turn into more aggressive actions and become a ‘fight’. Staff need to make sure that any activity the young person is participating in is done so freely and that the young people are not being cajoled into being in the snow.
Staff need to ensure that after any activity the home is free from snow and water and that any excess water is cleared up at the earliest opportunity.
Staff need to make sure young people are properly prepared for any ‘outdoor play’ and are dressed appropriately for the day. Hats, scarves, gloves should be worn and a warm coat.
Leaving early (Off shift managers and Office Based Staff.)
Line managers will be responsible for deciding whether any request to leave early as a result of adverse weather is warranted, bearing in mind all available information including the infrastructure, home address and mode of transport of the employee concerned.
In circumstances where the Line Manager is satisfied that early release is justified, the loss of time will be managed by giving consideration to use of the appropriate options detailed above.
Crystal Care Solutions care for the young people is paramount as is the care of the staff team. Communication with the line manager and the staff team coming on shift is needed if you are to consider leaving early for your shift. You much have prior agreement from your line manager who will have spoken to the senior manger to make a decision as to whether it is practical for you to leave early. Consideration of the needs of your family, the young people, and the staff coming on shift as well as the remaining staff will have to be taken into account before a decision is made.
Crystal Care Solutions recognise that under such adverse weather all possibilities have to be considered and as such this policy is not exhaustive and any changes in weather conditions and staff teams will be under constant review as such times as the condition of the weather changes.
Staff may be called on shift early to ensure their and other peoples safety.
Managers will do their best to keep all staff updated and informed of any changes in situations.
Last Updated: July 9, 2024
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