Snow Planning Guide

This guide outlines the steps managers should take when snow or severe winter weather is forecast. Work through each section systematically to ensure we are suitably prepared.

For all of the steps here we should make sure to maintain communication with staff. Amongst other methods, you can use the portal banner system to send out updates and alerts.

1. Monitor the Weather

Stay engaged with weather reporting throughout any period of severe weather. The Met Office should be your primary source for forecasts and warnings. Please note that snow in the United Kingdom is difficult for weather stations to accurately predict.

Met Office Reports

Other Resources

Our Own Tools

Understanding Warning Levels

Level	Meaning	Action
Yellow	Be aware	Weather may affect travel and daily activities
Amber	Be prepared	Increased likelihood of impacts from severe weather
Red	Take action	Dangerous weather expected with significant risk to life

What to Track

Keep a note of the current warning level, when it’s valid from and until, expected snowfall amounts, expected temperatures, and set a time to review the forecast again.

2. Understand Service Priorities

Different services have different levels of flexibility during severe weather. Use this guidance when making operational decisions.

Community Support

Priority: Flexible

Community support visits may be rearranged or cancelled during heavy snow. Prioritise essential visits and consider whether welfare checks can be done by phone instead. Staff safety during travel is paramount.

Supported Living

Priority: Essential

Supported living services must be suitably and safely staffed at all times. These services cannot close. Plan ahead for staff to stay over if travel becomes impossible.

Short Breaks

Priority: Essential

Short breaks must be suitably and safely staffed. Anyone already in residence must be cared for. Consider whether new admissions should proceed if weather is worsening, and communicate early with families about collection arrangements.

Our Happy Place (Day Service)

Priority: Non-essential

Day services will likely be cancelled during significant snow. Early communication with families is essential so they can make alternative arrangements.

3. Plan Staffing

Work out who can get to work and how. Document this clearly so you have options if conditions worsen.

Identify Your Walkers

Work out which staff live close enough to walk in safely. Consider:

How far is it? (Be realistic about distances in snow)
Is the route safe? (Hills, ungritted roads, exposed paths)
Is it reasonable to ask them to walk given their personal circumstances?

Identify Staff with Suitable Vehicles

Some staff may have vehicles better suited to snow conditions:

4x4 or all-wheel drive vehicles
Vehicles with winter tyres
Staff experienced in driving in snow

Consider Individual Circumstances

Assess staff and service users on a case-by-case basis:

Is anyone at particular higher risk? (Health conditions, pregnancy, caring responsibilities)
Are there staff who absolutely cannot travel in snow?
Are there service users who would be particularly vulnerable to service disruption?

Make a Staffing Plan

Based on your assessment:

What is the minimum safe staffing level?
Who is confirmed available and how will they get in?
Who are your contingency staff if someone can’t make it?
Do you need staff to sleep in or stay over?
Who is willing and able to do this?

4. Communicate with Families and Clients

Prompt, clear communication prevents confusion and helps families plan.

We are able to use our alerts system, Facebook, email, and other means of communication.

Key Actions

Notify families as soon as decisions are made about service changes
Confirm attendance – who is definitely coming, who is cancelling?
Identify maybes – who might cancel depending on how the weather develops?
Record everything – keep a clear record of who you’ve contacted and what was agreed
Discuss alternatives – if a service is cancelled, does the family need any support?

For Day Services

Contact all families to confirm whether they will be attending. Don’t assume – the weather at their location may be different to yours.

5. Check Medication Stocks

If pharmacies become inaccessible, you need enough medication to last.

Review All Medication

Check stock levels for all regular medications
Check PRN (as needed) medication supplies
Identify anything running low

Take Action Early

If supplies won’t last through the forecast period, arrange prescriptions now
Identify your nearest accessible pharmacy (consider walking distance)
For essential medications, don’t wait – get supplies in before the weather hits

6. Check Food and Supplies

Ensure you have enough provisions to manage if shops become inaccessible.

Food Stock Check

How many days of food do you have?
Do you need to do a big shop before the weather arrives?
Do you have emergency/backup food supplies?
What are the nearest accessible shops if you need to top up?

Other Essential Supplies

Don’t forget:

Cleaning supplies
PPE
Toiletries
Any specialist supplies for service users

7. Make Our Locations Safe

Snow and ice create slip hazards.

Decide What to Close

Some areas may be too dangerous to use. For each area you close, decide:

What is being closed (e.g., the main driveway)
Why it’s being closed (e.g., steep and slippery when icy)
How it will be closed off (e.g., sign and parked car blocking access)

Be clear and visible – don’t assume people will know an area is closed.

Plan Gritting

Identify which paths and areas will be gritted:

Is grit and/or salt available at all locations?
Which paths must be kept clear? (Main entrances, fire exits, essential routes)
Where is grit/salt stored?
Who is responsible for gritting?
How often will it need doing?

Examples:

Front path to main entrance – grit bin by front door
Garden path to lodge – grit stored in garden shed
Driveway – closed, not gritted (too large/steep)

Check Your Equipment

Do you have enough grit/salt?
Do you have snow shovels?
Does everyone know where equipment is stored?

8. Document and Review

Keep Records

Complete the Snow Planning Form to document your decisions. This provides:

A clear record of what was planned
Evidence of your risk assessment
Information to hand over between shifts
Learning for future events

After the Event

Once the weather has passed, review what happened:

What worked well?
What could be improved?
Were there any incidents or near misses?
What would you do differently next time?

Keep this review with your completed planning form to inform future snow planning.

Quick Reference Checklist

Use this checklist to ensure you’ve covered everything: