Contingency Plan Policy

The registered person must prepare and implement a policy which sets out what would happen to the young people accommodated at the undertaking/premises in the event of the undertaking ceasing to provide accommodation (either temporarily or permanently). Ceasing to provide accommodation could be as a result of closure or due to cancellation or suspension of the registration by Ofsted, or the imposition of restrictions on particular settings or conditions imposed by Ofsted. The Contingency Plan Policy must set out the measures that would be undertaken to ensure the appropriate transfer of records.

The Contingency Plan Policy must be provided by the person applying for registration as a registered provider with the application for registration.

The registered person should ensure that disruption to young people's lives is kept to a minimum in the event of setting closure, that young people are kept informed of what is happening and why and that there is consistency of support throughout.

The registered person must provide the Contingency Plan Policy to the accommodating authority. The registered person should work with the accommodating authority to ensure that alternative accommodation is provided in the event of temporary or permanent closure.

Regulation 23 Supported Accommodation (England) Regulations 2023

Contingency Plan Policy

Regulation 23 of the Supported Accommodation (England) Regulations 2023 stipulates that the registered person must prepare and implement a policy which sets out what would happen to the young people living in semi-independence within a Staying Close Supported Accommodation Home in the event of the service ceasing to provide accommodation (either temporarily or permanently). Ceasing to provide accommodation could be as a result of closure or due to cancellation or suspension of the registration by Ofsted, or the imposition of restrictions on particular settings or conditions imposed by Ofsted. 

Derby City Council as a Local Authority have a duty to accommodate the young person either as a child looked after or a child in need, or an eligible care leaver. Therefore, if the Staying Close service was terminated, either temporarily or permanently, the Local Authority would have a responsibility to find an alternative safe and regulated home for the young person to live in. 

The registered person for Derby City Council will ensure that disruption to young people's lives is kept to a minimum in the event of a closure, and the young people affected will be kept informed of what is happening and why and that there is consistency of support throughout.

1. Planning for Disruption

In the event of staff shortages, property damage etc, address the risk and any immediate resident safety needs which may involve relocation or additional staffing.

• Ensure all staff have training in emergency procedures and responding to disruption;
• Document young person's support networks, needs and risk assessments to aid relocation if required;
• Review and update this plan annually and whenever changes are made to the Staying Close properties or services;
• Ensure cross training of staff and the preparation for staff and management to form part of the solution to staffing shortages. 

2. Temporary Closure

In the event of a temporary closure of one or more Staying Close properties, the following steps will be taken:

• Notify Ofsted immediately of the closure and reasons;
• Ensure residents are informed and understand what is happening;
• Make arrangements for them to stay with foster families, in other supported housing sites, Access the D2N2 supported accommodation framework through the local authority placements team or with family if safe;
• Secure the property and ensure no unauthorised access during closure;
• Transfer essential resident records securely to the service provider facilitating alternative support;
• Transfer of essential information to ensure continuity of care;
• Offer additional support to residents to minimise distress through any transition;
• Confirm timescales and action plan for reopening the property/reinstating full service.

3. Permanent Closure

If a permanent closure of a property is required, the following will occur:

• Promptly inform Ofsted and residents of the closure and reasons;
• Support residents in identifying suitable alternative supported accommodation;
• Arrange safe transportation of residents and belongings to new accommodation;
• Transfer all resident records to new accommodation providers;
• Terminate property lease agreement and return keys following inspection; 
• Confirm all residents have secured appropriate accommodation before fully ceasing operations;
• Conduct closure review to identify lessons learned for improvement.

4. Registration Suspension/Cancellation

If registration is suspended or cancelled by Ofsted, the following steps will be taken:

• Fully comply with restrictions/requirements set by Ofsted;
• Notify and work to place residents in appropriate alternative accommodation;
• Secure properties and restrict access as directed by Ofsted during suspension;
• Transfer essential records as instructed by Ofsted;
• Develop action plan for addressing issues identified by Ofsted in order to reinstate registration.

5. Monitoring and Review

• Log details of all closures/suspensions/cancellations and review incidents;
• Update contingency plan annually and whenever service model changes;
• Discuss contingency protocols regularly with staff and local authority.

The priority is ensuring minimum disruption and continued support for vulnerable young residents. Working closely within the local authority across internal department will be key to facilitating smooth transitions if closures occur. By clearly outlining contingency plans, we aim to ensure continuity of care and minimal disruption for young people if disruptions occur. This plan will be reviewed annually and updated as needed.