Shepherds Retreat Farm Policies & Procedures
Contents
Animal Death Procedure
Shepherds Retreat Farm is committed to handling the death of any animal with dignity, safety, and care.
Immediate Response
Confirm the animal has passed and alert management.
Restrict access to the area and use protective equipment when handling the animal.
Record Keeping
Note the date, time, animal details, and circumstances.
A vet may be consulted to confirm cause of death where necessary.
Handling and Removal
Move the animal carefully using appropriate equipment.
If immediate disposal is not possible, store securely and hygienically.
Disposal Options
Follow legal requirements for burial, incineration, or rendering.
Burial must be away from water sources and deep enough to prevent disturbance.
Cleaning and Monitoring
Disinfect the area and remove contaminated bedding or feed.
Monitor other animals if illness may have been a factor.
Communication and Support
Inform staff and, where relevant, authorities.
Provide support to staff affected by the loss.
Animal Introduction and Monitoring Policy
To protect the wellbeing of all animals, Shepherds Retreat Farm ensures new arrivals are introduced carefully and gradually.
Preparation
Health checks and vaccinations before arrival.
Minimum 30-day quarantine for all new animals.
Behaviour assessments during quarantine.
Introduction Process
Start with visual and scent contact through adjacent pens.
Gradually allow short, supervised interactions in neutral areas.
Move towards full integration once behaviour is calm and positive.
Monitoring
Keep detailed notes on behaviour during and after integration.
Step in quickly if aggression or stress is observed.
Problem Resolution
Separate and reassess if introductions fail.
Consult a vet or behaviourist where needed.
This approach ensures a calm, safe, and harmonious environment for every animal.
Animal Welfare Code of Practice
Shepherds Retreat Farm follows the Animal Welfare Act 2006 and the principle of the Five Freedoms:
Freedom from hunger and thirst
Freedom from discomfort
Freedom from pain, injury, or disease
Freedom to behave naturally
Freedom from fear and distress
Care and Housing
Clean, secure shelters with space, ventilation, and enrichment.
Daily cleaning and safe environments free from hazards.
Health
Regular vet visits, vaccinations, and preventative treatments.
Monitoring for illness or injury with prompt response.
Handling and Interaction
Gentle, respectful handling at all times.
Animal encounters supervised by trained staff.
Training and Enrichment
Positive reinforcement training only.
Regular activities to encourage natural behaviours.
Records and Oversight
Up-to-date health and welfare records for every animal.
Welcoming inspections by authorities and vets.
Animal Welfare Policy
Shepherds Retreat Farm is dedicated to the highest standards of animal care.
Nutrition
Balanced diets suited to species, age, and individual needs.
Housing and Exercise
Safe, clean, and spacious living areas.
Secure exercise areas for physical and mental wellbeing.
Healthcare
Preventative care including vaccinations and parasite control.
Prompt vet treatment for illness or injury.
Socialisation and Training
Opportunities for safe social interaction with animals and people.
Training based on kindness and positive reinforcement.
Monitoring
Daily observation of health and behaviour.
Accurate records kept for each animal.
Education and Awareness
Training for staff and volunteers.
Guidance for visitors on respecting animal welfare.
Behaviour Management Policy
Shepherds Retreat Farm promotes respect, kindness, and responsibility in all activities.
Principles
Treat everyone with dignity.
Use positive reinforcement to encourage good behaviour.
Communicate clear, age-appropriate expectations.
Managing Behaviour
Prevent problems by setting routines and boundaries.
Praise and reward positive behaviour.
Support children and adults to resolve conflicts calmly.
Challenging Behaviour
Provide individual support and, where needed, tailored behaviour plans.
Work closely with families and professionals.
Staff Support
Training in de-escalation and conflict resolution.
Clear systems for recording and reporting incidents.
This policy ensures a safe, supportive, and positive environment for all.
Cleaning Procedure
Cleanliness is vital to animal health and visitor safety at Shepherds Retreat Farm.
General Guidelines
Wear gloves and protective gear when cleaning.
Clean animal areas daily, with deep cleans monthly.
Dispose of waste securely to deter pests.
Weekly Tasks
Disinfect feeding and watering areas.
Remove manure and replace bedding.
Keep walkways tidy and swept.
Monthly Deep Clean
Thorough disinfection of housing and equipment.
Check for pests and act quickly if found.
Animal-Specific Care
Goats/Sheep: Daily water refresh, weekly bedding change.
Alpacas: Clean dung piles weekly, disinfect troughs.
Chickens: Daily feeder checks, weekly coop cleaning.
Rabbits: Daily litter cleaning, weekly full hutch scrub.
Horses/Donkeys: Daily muck-out, weekly stable deep clean.
Additional Points
Ensure good ventilation in housing.
Observe animals for signs of illness during cleaning.
Complaints Procedure
Shepherds Retreat Farm values feedback and is committed to resolving concerns fairly.
Raising a Complaint
Complaints may be made in person, by phone, email, or in writing. Please include:
Name and contact details
Nature of the complaint
Date and time (if relevant)
Any supporting evidence
Acknowledgement
Complaints will be acknowledged quickly, with details of who is handling it and an expected timeline.
Investigation and Response
Complaints are investigated promptly and fairly.
A response will be provided as soon as possible, with updates if delays occur.
Outcome
Actions taken will be explained.
Apologies offered where appropriate.
Steps may be taken to prevent recurrence.
Appeals
If unsatisfied, complainants can request a review by someone not involved in the first investigation.
All complaints are treated confidentially.
Emergency Procedure
Shepherds Retreat Farm maintains procedures to protect animals, staff, and visitors in emergencies such as fire, flood, severe weather, animal disease, hazardous spills, or security threats.
General Guidelines
Emergency contacts clearly displayed.
First aid kits available for people and animals.
Staff trained in emergency responses.
Example Actions
Fire: Raise alarm, call 999, evacuate visitors to a muster point, and move animals to safe areas.
Flood: Move visitors and animals to higher ground.
Severe Weather: Shelter visitors indoors and secure animals.
Animal Disease: Isolate affected animals and consult a vet.
Hazardous Spill: Evacuate and alert emergency services.
Security Threat: Notify police and secure people and animals.
After incidents, damage is assessed, authorities notified, and staff debriefed.
Environmental Policy
Shepherds Retreat Farm values sustainability and protecting the countryside.
Commitments
Conserve water and energy.
Reduce waste through recycling and composting.
Prevent pollution by careful handling of materials.
Protect local biodiversity with habitat management and planting.
Education and Awareness
Provide training and resources on sustainable practices.
Encourage visitors to support conservation efforts.
The farm is committed to continuous improvement in environmental care.
Equality Policy
Shepherds Retreat Farm celebrates diversity and inclusion.
Principles
No discrimination based on any characteristic.
Equal opportunities for all to access services.
Respect for individual needs with reasonable adjustments.
Responsibilities
Management ensures equality is built into planning.
Staff must act with respect and report issues.
Visitors are expected to treat others fairly.
Awareness
Training provided for staff and volunteers.
Complaints about discrimination are taken seriously.
Everyone should feel welcome and respected at the farm.
Escaped Animals Procedure
Shepherds Retreat Farm takes steps to prevent escapes and respond quickly if they occur.
Risks
Stress or injury to animals
Risk to public safety
Property damage
Prevention
Regularly check enclosures for security.
Train staff to spot risks.
Monitor animals closely.
Response
Alert all staff immediately.
Secure gates and use barriers to contain the animal.
Approach calmly and with suitable equipment.
After Capture
Check the animal’s health.
Investigate the cause and fix weaknesses.
Record the incident and review procedures.
Fairness and Dignity (Anti-Bullying) Policy
Shepherds Retreat Farm fosters respect and kindness. Bullying, harassment, or discrimination will not be tolerated.
Unacceptable Behaviour
Verbal abuse or intimidation
Exclusion or gossip
Cyberbullying
Discrimination based on any protected characteristic
Reporting
Reports may be made verbally or in writing, anonymously if preferred.
All reports will be taken seriously and investigated fairly.
Support
Counselling or mediation may be offered.
Action taken against perpetrators may include removal from the programme.
Prevention
Regular awareness and training for staff and volunteers.
Everyone deserves fairness, dignity, and respect.
GDPR and Data Protection Policy
Shepherds Retreat Farm is committed to protecting personal data in line with UK GDPR.
Principles
Data processed lawfully and fairly.
Collected only for specific purposes.
Kept accurate and up to date.
Retained only as long as necessary.
Stored securely with restricted access.
Rights
Individuals can request access, correction, or deletion of their data.
They can object to processing or request data transfer.
Security
Access limited to authorised staff.
Breaches reported promptly in line with GDPR rules.
Awareness
Staff receive training on data protection and privacy.
Health and Safety Policy
Shepherds Retreat Farm provides a safe environment for all.
Responsibilities
Management provides leadership and resources.
Staff follow procedures and report hazards.
Visitors follow safety instructions.
Approach
Regular risk assessments.
Training for safe animal handling, emergency response, and hazard awareness.
Regular equipment checks and facility maintenance.
Emergency plans for accidents, injuries, and fire.
Promotion of good hygiene to prevent illness.
All concerns are taken seriously and improvements made where needed.
Infection Control Procedure
Shepherds Retreat Farm prioritises hygiene and reducing infection risks.
Hygiene Measures
Handwashing stations with soap and water.
Hand sanitiser at key points.
Clear signs reminding visitors when to wash hands.
Animal Interactions
Staff supervise visitor contact with animals.
Restricted areas clearly marked.
Eating and drinking not permitted in animal areas.
Cleaning
Regular cleaning and disinfection of enclosures and equipment.
Daily cleaning of toilets.
Animal Health
Regular vet care and vaccinations.
Sick animals isolated immediately.
New arrivals quarantined.
Visitor Safety
Visitors asked not to attend if unwell.
First aid kits available and staff trained.
Lone Working Policy
Shepherds Retreat Farm recognises that some tasks may involve staff or volunteers working alone.
Guidelines
Lone working must be approved in advance.
Individuals must carry a reliable means of communication.
Regular check-ins required during lone working.
Staff must be familiar with emergency procedures.
Adequate first aid kits provided.
Training is given on lone working safety, and incidents must be reported immediately.
Risk Assessment Policy
Shepherds Retreat Farm is committed to managing risks.
Process
Regularly review all activities to identify hazards.
Assess risks based on likelihood and severity.
Implement control measures prioritising elimination or reduction of risks.
Keep written records accessible to staff.
Responsibilities
Management ensures assessments are carried out.
Staff participate in identifying hazards and implementing controls.
Continuous Improvement
Risk assessments reviewed regularly.
Staff trained on risk awareness and reporting.
Safeguarding Policy
Shepherds Retreat Farm safeguards children, young people, vulnerable adults, and animals.
Principles
Protect all individuals from harm, neglect, or abuse.
Prevent harm through training, risk assessments, and supervision.
Work in partnership with agencies when needed.
Responsibilities
A Designated Safeguarding Lead coordinates safeguarding.
Staff and volunteers must report any concerns immediately.
Visitors are expected to follow safeguarding rules.
Measures
Recruitment checks for all staff and volunteers.
Regular training and awareness sessions.
Clear procedures for reporting concerns.
Safer Recruitment Policy
Shepherds Retreat Farm ensures recruitment protects vulnerable groups.
Approach
All adverts highlight safeguarding.
Applications require full history and references.
Interviews include safeguarding questions.
Pre-appointment checks include enhanced DBS, references, ID, and qualifications.
Volunteers
Volunteers in regulated activities undergo the same checks.
Ongoing Practice
Single Central Record maintained.
Safeguarding induction and training for all new staff and volunteers.
Site Security Policy
Shepherds Retreat Farm protects its people, animals, and property.
Measures
Secure fencing and barriers.
Controlled visitor access with sign-in.
Buildings and gates locked outside opening hours.
CCTV and lighting where appropriate.
Alarm systems if required.
Responsibilities
Staff and visitors report suspicious behaviour.
Emergency numbers displayed.
Security training included in staff induction.
Special Educational Needs (SEN) Policy
Shepherds Retreat Farm provides inclusive learning for individuals with SEN.
Principles
Equal access and opportunities for all.
Remove barriers and provide reasonable adjustments.
Provide tailored support through Individual Education Plans.
Support
Access to specialist services where appropriate.
Ongoing staff training on SEN awareness.
Close partnership with parents and professionals.
The farm fosters an inclusive, respectful, and supportive environment.
Staff Behaviour Policy
Shepherds Retreat Farm sets clear expectations for staff and volunteers.
Expectations
Prioritise the welfare of children, vulnerable adults, animals, and visitors.
Maintain professional boundaries.
Speak respectfully and avoid discriminatory language.
Dress appropriately for farm work.
Limit mobile phone use to emergencies.
Do not post sensitive information or photos on personal social media.
Never work under the influence of drugs or alcohol.
Reporting Concerns
All concerns about conduct must be reported immediately.
Breaches may result in disciplinary action or removal.
Staff Training Policy
Shepherds Retreat Farm promotes continuous learning.
Framework
Annual appraisals to review performance and set goals.
Personal development plans for each staff member.
Opportunities for online courses, workshops, and reading.
Specialised training for specific species.
Support
Funding and resources provided where possible.
Encouragement to engage with professional networks.
Improvement
Policies and training updated regularly based on feedback and new research.
Whistleblowing Procedure
Shepherds Retreat Farm encourages openness and integrity.
Scope
Covers concerns about illegal activities, safety risks, financial misconduct, or unethical behaviour.
Reporting
Concerns may be reported to a line manager or designated officer.
Anonymous reports accepted.
Investigation
Concerns investigated confidentially and fairly.
Updates shared where possible.
Protection
No retaliation against anyone raising concerns in good faith.
Retaliation treated as a disciplinary offence.
This policy protects individuals who speak up and helps maintain trust and accountability.