OFFICE OF THE SHERIFF ST. MARY'S COUNTY, MD

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1 EFFECTIVE DATE: October 11, 2016 SUBJECT: AFFECTS: OFFICE OF THE SHERIFF ST. MARY'S COUNTY, MD PERSONAL APPEARANCE AND EQUIPMENT All Employees Policy No Section Code: Rescinds: Amends: 1/22/2016 A 3.03 PERSONAL APPEARANCE AND EQUIPMENT A professional and well groomed appearance fosters public trust, respect, and instills esprit de corps. The self-esteem generated in the individual and respect commanded from the public, promotes an excellent reputation of the Office of the Sheriff. Any deviation from this policy must be approved by the Sheriff or his/her designee Appearance All employees will be neat, clean, and well groomed at all times. A. Uniformed Employees Male 1. Hair: All uniformed male employees will wear their hair neatly trimmed and tapered to the sides of the head and to the back of the neck. Hair dye, if used, will be professional in appearance and not of an unnatural color. 2. Sideburns: Sideburns will be neatly trimmed and not extend below the mid-point of the tragus of the ear. The tragus is identified as the prominence in front of the external opening of the ear. 3. Mustaches: No hair will extend over the upper lip or past either side of the mouth, and will be kept trimmed at all times. Handle-bar mustaches are prohibited. 4. Beards: Facial Hair is generally not permitted. However, exceptions may be made for good cause. An employee being treated for a facial skin disorder, aggravated by shaving, may request an exception in writing, via detail report, to the Sheriff and submit medical certification from a 1

2 board certified dermatologist. If an exception is granted, the employee must maintain a close and neatly trimmed appearance with maximum facial hair length of approximately 1/8 inch. Goatees and other styling of facial hair is not permitted. Authorization shall be for a period of six months. Medical certification is required for any extended periods in increments of six months. Supervisors will use their best judgment and discretion to ensure the employee maintains a professional appearance and employees will comply with a supervisor or commanders order to alter their facial hair to meet agency policy. Sheriff s Office Human Resources will maintain a list of employees who have obtained a medical certification of their condition. Supervisors may contact Human Resources to verify if a particular employee is currently on the list and has a valid medical certification on file. 5. Jewelry: Uniformed male employees will not wear exposed necklaces, earrings, or bracelets (other than for medical, military purposes or as approved by the Sheriff or his/her designee). Any ring worn will be of the type which fits on only one (1) finger. Male uniformed employees will wear no more than one (1) ring per hand. B. Uniformed Employees Female: 1. Hair: All uniformed female employees will have their hair styled in such a manner as to prevent it from extending or hanging down beyond the bottom edge of the shirt collar. a. No ribbons or ornaments will be worn in the hair except for neat inconspicuous bobby pins or conservative barrettes. b. Hair may be frosted or dyed; however, if used, dye will be professional in appearance and not of an unnatural color. c. Hair in front will be groomed so that it does not fall below the band or properly worn uniform headgear. d. Wigs are permitted provided they meet the standards regarding length and style. 2

3 Body Piercing 2. Make-up: Female employees, while in uniform, will only wear light make-up. a. Makeup, when worn, will give as natural appearance as possible. b. Perfume may be worn. 3. Fingernails: A uniformed female employee s fingernails will be kept trimmed, and if fingernail polish is worn, only clear polish is to be used. 4. Jewelry: Uniformed female employees will not wear exposed necklaces or bracelets (other than for medical, military purposes or as approved by the Sheriff or his/her designee). While dangling earrings are not permitted, uniformed female employees may wear one (1) pair of studded earrings. Female uniformed employees will wear no more than one (1) ring per hand with the exception of a wedding band set. All Sheriff s Office employees while on duty, representing the agency or displaying any official agency logo, are prohibited from displaying unconventional body piercing jewelry including but not limited to on or in: A. the tongue; B. the nose; C. the eyebrow; and D. the lip Tattoos A. It is not the agency s intention to infringe upon any employee s personal freedoms; however, it is within the Sheriff s prerogative to govern the actions and appearance of employees insofar as they impact the efficient operations of the agency. B. Notwithstanding their recent popularity, tattoos present an image which some people find offensive. A significant part of the agency s mission is accomplished by instilling confidence in the general public, and in doing so, employees will strive to avoid shocking or otherwise making citizens uncomfortable in their presence. Therefore, all Sheriff s Office employees are prohibited from displaying body art of any kind which, based on societal 3

4 norms, is likely to offend. In general, displaying body art depicting the following is prohibited: 1. racism; 2. sexism; 3. obscenity; or 4. profanity. C. The Sheriff or his/her designee will render final judgment in these matters Plainclothes Deputies While on duty, deputies in plainclothes assignments shall be dressed in professional business attire that is neat, clean, pressed and properly tailored. Shoes shall be clean and shined. A. The proper attire for male plainclothes deputies shall be: 1. Suit or sport coat with slacks or trousers; 2. Dress shirt, tucked in the trousers; 3. A neck tie (optional during warrant service and processing); 4. Dress shoes, no sandals or tennis shoes shall be permitted; and socks shall be worn; 5. Polo shirts are approved by supervisor. B. The proper attire for female plainclothes deputies shall be: 1. Sport coat or blazer with slacks; 2. Blouses shall be tucked in the slacks; 3. Shoes shall have low heels and closed toes. No sandals or tennis shoes shall be permitted; and socks or stockings shall be worn; 4. Polo shirts are approved by supervisor. C. Exceptions to this sub-section include deputies assigned to the Criminal Investigations Division, Vice/Narcotics, and Alcohol Enforcement and Child Support Enforcement when operating in an 4

5 investigative or enforcement manner or as approved by a Division Commander. D. Deputies assigned to plainclothes duty assignments shall be reimbursed for the purchase of plainclothes attire at a rate of $1000 per year. Alterations are authorized with clothing allowance. All purchases must be made as specified by the Fiscal Manager for the current fiscal year and all receipts must be submitted to the Fiscal Manager before June 30 th each year to be considered for reimbursement. E. The clothing allowance is only authorized to purchase clothing and shoes that are customarily worn in the performance of the deputies daily duties, i.e. Criminal Investigations Division dress suits; Vice Narcotics jeans, etc.; F. A clothing allowance is budgeted for the following positions with the agency: Civilian Attire 1. Office of Professional Responsibilities 2. Criminal Investigations Division 3. Command Staff 4. Alcohol Enforcement 5. Child Support Enforcement 6. Polygraph Examiners Sheriff s Office employees or uniformed employees in a light duty status are permitted to wear civilian clothing conforming to the standards normally worn by office employees unless otherwise directed. All articles of clothing will be of a conservative nature. Examples of attire which is not permitted: A. shorts (any length) or skorts B. tank/halter tops C. mini skirts D. jeans E. Under no circumstances is any combination of clothes worn that will expose the abdomen (midriff) or an inappropriate amount of cleavage. 5

6 Off-Duty Vehicle Dress Code Deputy Sheriffs will be appropriately attired. Shorts are permitted as long as the inseam is no shorter than seven (7) inches; however, tank tops, clothing which is frayed or damaged, or t-shirts with offensive wording are not authorized. Shoes will be worn at all times. Sandals or flip-flops are not allowed Uniform of the Day The uniform of the day is at the discretion of the Sheriff or his/her designee. All uniformed employees will display uniformity in appearance. (Illustrations in section ) Failure to wear proper uniform, hat, equipment or other items as designated within this directive will result in administrative action. A. Class A Formal : Whenever a blouse is worn (if issued), a long sleeve shirt, necktie, black plain toed shoes, and winter hat are worn. B. Class B Winter : Long sleeve shirt accompanied by, black plain toed boots or shoes (no tennis shoes) and winter hat. Employees are authorized to wear the issued dark blue mock turtleneck. If a t-shirt is visible it must be dark navy blue. C. Class C Summer : Short sleeve shirt accompanied by black plain toed boots or shoes (no tennis shoes) and summer hat. Necktie and blouse are not authorized. If a t-shirt is visible it must be dark navy blue. D. Class D Utility : The utility uniform is accompanied by black plain toed boots. Only members of the ERT, EST, and K-9 units are authorized to blouse the utility uniform pants. Specific uniform policies for ERT, EST, Motors and K-9 are located in their respective SOPs. The Class D shirt will be worn with a name plate, badge, and rank insignias displayed on the collar. The issued or approved nylon gun belt, holster, and accessories may be worn with the Class D uniform. No uniform tie is to be worn with the Class D uniform. The issued blue mock turtleneck is optional in long sleeves. If a t-shirt is visible it must be dark navy blue. The Class D utility uniform may be worn after an employee is released from field training. E. Wearing Personal Equipment: The Armorer maintains a list of approved nylon gun belts and accessories. 6

7 Bullet Resistant Vests Officers requesting permission for personally owned equipment to be worn on the uniform gun belt or to wear a non-issued nylon gun belt, holster and accessories; will forward, through their chain of command to the Sheriff, an administrative report requesting approval to wear non-issued equipment. The administrative report should contain the following information: 1. uniformity in appearance with issued equipment; 2. quality is equal to or better than issued equipment; 3. legal and Sheriff s Office limitations on use, if any; 4. if training is required or has been received. Supervisors may immediately suspend; following recommendation to and approval by the Sheriff or his/her designee, the wearing of approved non-issued equipment in instances of abuse. The agency issues all deputy sheriffs bullet resistant vests. A. All body armor issued must comply with protective and related requirements prescribed under current standards of the National Institute of Justice. B. All personnel shall wear only agency-approved body armor. C. All deputy sheriffs are issued body armor, and are strongly encouraged to wear it during their tour of duty. 1. Uniformed officers engaged in patrol or field operations are required to wear body armor while on duty. 2. The wearing of body armor is optional for uniformed officers who are assigned an administrative duty during their tour; however when that duty transitions to a field responsibility, the wearing of the vest is required. D. Under certain circumstances, (potential high risk situations, etc.), a commander and/or supervisor can order the wearing of the body armor. Consequently, body armor shall be immediately available for INSTANT USE to all personnel within this agency, who have received an initial issue. 7

8 Uniform Hat E. Personnel wearing the class D Utility uniform are permitted to wear their bullet resistant vest in the agency approved outer carrier. F. Personnel desiring to purchase the agency approved outer carrier are required to contact the Police Services Coordinator. A. The uniform hat is an intricate part of the professional image of the St. Mary s County Sheriff s Office and an essential part of the uniform. The uniform hat is optional with the following exceptions: 1. Class A Formal Uniform. 2. As directed by a supervisor. B. Hats will be replaced once they become faded, misshapen, or damaged and deter from the appearance of the uniform Watch or Fur Caps In severely cold weather (40 degrees Fahrenheit or colder), an issued plain black knit watch cap or issued fur cap may be worn in lieu of the uniform hat with the Class B or D uniform Uniform Jacket The uniform jacket may be worn with the Uniform Class B, C, or D as needed for weather conditions Uniform Sweater The uniform sweater is worn with the Class B Uniform. The sweater is worn tucked into the trouser waistband. The sweater may be worn without the uniform tie or mock turtleneck. If a t-shirt is visible it must be dark navy blue Uniform Class Change Nameplate Personal levels of comfort will dictate which uniform is worn. Whichever uniform is worn, the uniform will be worn in its entirety. The nameplate will be worn and centered over the right breast pocket and the bottom edge of the nameplate will touch the top of the pocket seam. The Serving Since plate may also be worn with the nameplate. 8

9 Collar Devices Rank insignia will be worn on shirt collars. Insignia will be positioned on shirt collars; centered 1½ inches from the tips of the collar. Note: From this point on the following pins are optional to wear on the uniform Awards Insignias Insignia awards recognize superior employee performance. If worn, awards insignia will be placed on the left breast pocket flap of the Class B or C uniform shirt as pictured in the shirt illustration section. If a single award is worn, then place it on the top of the left pocket and centered on the pocket flap. If more than one (1) award insignia is worn (maximum of four (4) awards), then place them on top of the pocket side by side, starting with the highest award closest to the center of the body, then work to the left. If a fourth award is worn, it will be centered below the other three (3). Refer to the current St. Mary s County Sheriff s Office Administrative and Patrol Manual, Part A, policy dealing with the awards system for status of awards Specialty Insignias One specialty insignia may be worn centered one inch above the name plate on the right side of the Class B or C uniform shirt. The following insignias are authorized for wear; FTO, EST, CINT, Dive Rescue, K9, DARE, SRO, Motors, and marksmanship pins. Graduates of the FBI National Academy, Northwestern University School of Police Staff and Command, and other similar professional police programs, if authorized by the sheriff or his/her designee, may also choose to wear the associated award. This award will be worn centered on the right breast pocket flap, a quarter of an inch below the name plate in lieu of the division insignia. 9

10 Replacement Uniforms/Equipment ( ) A. Deputies Responsibilities 1. Maintain all issued equipment in good working condition and available for inspection. 2. Promptly report any damage, wear, or defects that renders any equipment unserviceable and take the proper action to have the equipment replaced or repaired. 3. Deputies requesting replacement uniforms/equipment will complete a Request for Equipment and Supplies (SMCSO Form #14) and submit it, along with a copy of the appropriate report for lost, stolen or damaged property, to their supervisor. 4. The deputy s supervisor shall make an inquiry as to liability before the replacement of lost, stolen or damaged equipment/uniforms is authorized. 5. Approved requests will be forwarded to the Police Services Coordinator for replacement. 6. When replacing defective or worn uniforms and equipment, deputies must turn in the defective or worn item(s) to receive a replacement. 7. At the time of retirement, termination, or dismissal, members shall turn in all issued equipment to the Police Services Coordinator. B. Supervisors Responsibilities: 1. During Roll Call, supervisors will conduct a visual inspection of issued equipment/uniforms to ensure maintenance and serviceability, cleanliness, and exemplary appearance. ( a, b, c) 2. Ensure subordinates have damaged, defective, or worn equipment repaired or replaced. ( e) C. Lost, Stolen or Damaged Equipment/Uniforms 1. If an issued piece of equipment/uniform having a serial number is lost, stolen or damaged an Offense/Incident Report (SMCSO Form #56) shall be completed by the deputy issued the equipment before the end of his/her tour of duty. 10

11 2. The on-duty supervisor will ensure an N.C.I.C entry is initiated for any lost or stolen serialized equipment, and will attach a copy of the entry to the Offense/Incident Report. 3. Any equipment/uniform lost, stolen or damaged due to negligence may be replaced at the responsible deputy's expense. Deputies will be given two weeks from the date of loss to attempt recovery of the lost or stolen item. If unable to recover the item, provisions of SMCSO policy , Agency Equipment may be applicable. 4. For replacement, the deputy will complete a Request for Equipment and Supplies Form (SMCSO Form #14) Class B and C Uniform Shirt Illustration: Note: The maximum allowed insignias are displayed above. At a minimum, uniformed employees will wear the badge and nametag. Class D Utility Shirt Illustration: 11

12 Note: Uniformed employees will wear the badge, nametag and rank insignia. If t-shirt is visible, it must be dark navy blue Returning Agency Property and Equipment Reports, Warrants, Evidence, Uniforms or other agency property or equipment will be surrendered to the agency per agency guidelines; A. upon separation or notice of termination of employment; or B. when required, by a superior officer or supervisor. 12