Sample Policy for Inclement Weather

Sample Policy for Inclement Weather

Sample Policy Statement:

Named service is committed to ensuring the safety and welfare of children and staff attending our setting at all times. This policy addresses the situation where employees are unable to work or the service has to close due to weather-related circumstances outside of our control.At all times safety considerations will be paramount.

Rationale:

While there is no legal obligation for employers to pay staff for days that they do not work, it is important to set out any custom and practice within the setting about what happens in the event of extreme weather conditions or unforeseen closures.

Measures to be taken to ensure the safety and welfare of children:

We have a checklist in place outlining all the considerations we will take to ensure that children’s safety is prioritised.
We will adhere to government advice and any weather warnings.
We will undertake a detailed risk assessment to identify whether there are any hazards for children in relation to travel, building, compliance with Regulations.
Depending on the outcome of our Risk Assessment we will consider whether it is necessary to close the service.
We will implement a Communications Plan to ensure that all staff and parents are kept informed as events unfold and to ensure there is no unnecessary travel or risks taken.
We have a procedure in place to contact parents at short notice.

Communication to Parents

Once a decision has been taken to close the service parents willbe informed as soon as possible so they can make alternative arrangements. Parents and staff will be kept informed as events unfold to ensure there is no unnecessary travel. Parents and staff will be informed if this is a matter of consideration and will be informed of how service will contact them in the event thatthe service has to close i.e. by phone text message. Parents will be informed that this decision was taken in light of our risk assessment on the health and safety of children and our ability to comply with Regulations.

Management ofstaff absences due to inclement weather

In the event that the decision was taken to close the service a communication plan will be implemented to ensure that all staff are aware of the implications of this decision.

As the service will be closed staff are advised to stay at home.

The policy set out in the staff contracts and staff handbook will be applied and communicated to staff.

The management will act as reasonable as possible given the circumstances.

In the case that employees are not required to attend work, because management has closed the service for the day or the employer asks them not to come in or to leave early, then employees should be paid as normal for that day(s).Staff will be required to do some work from homeif at all possible.

Where a service remains open and employees are unable to attend due to safety concerns or because they need to take care of children who are off school, then staff will be informed which of the following options will apply:

pay employees as normal;
consider whether the employee was able to work from home;
allow employees to take the missed time from their paid annual leave entitlement; or
agree that employees can make up the missed time at a later date
allow employees to use time in lieu

If a staff member is unavailable to work because their child’s school or creche is closed this is an emergency leave situation. However, this does not fall under the legal definition of force majeure leave. Where the staff member is unable to arrange alternative childcare annual leave or unpaid leave should be considered on a case-by-case basis.

Unexcused Absence

Where an employee fails to attend for work and does not notify the manager then this will be dealt with as an unexplained absence and will be dealt with under the service’s policy on staff absence.

Review and Evaluation - After each event:

The Management and staff of the centre will review and evaluate each event after it has taken place to ensure that all safety measures and procedures were conducted and contributed to the safety, health and welfare of the children, staff and parents attending. Outcomes of these reviews will be recorded and policies and procedures will be updated as appropriate.

Helpful documents:

Critical Incident Plan Toolkit

This policy links withour –

-Child Protection Policy

-Health, Safety & Welfare Policy

-Accident & Incident Policy.

This policy was adopted by (NAME OF SERVICE) on Date: ______

Signed by: ______On behalf of Management

Position in Setting (Manager or Chairperson of Board of Management)

This policy will be reviewed by ______on ______

Please note this is a guide to a policy and procedure. It is not meant to be directly copied and it is highly recommended that all members develop documents specific to their service and needs. This is not an exhaustive list and there may be other essentials required.