DRESS CODE POLICY Last Review Date Adopted 31 st March 2016 Approving Body Remuneration Committee Date of Approval 9 th January 2014 Date of Implementation 1 st April 2014 Next Review Date February 2017 Review Responsibility Human Resources & OD Manager Version 2.0 Page 1 of 9
REVISIONS/AMENDMENTS SINCE LAST VERSION Date of Review Amendment Details November 2013 The original PCT document has been revised to: Reflect the Clinical Commissioning Group Establishment Reflect the Clinical Commissioning Group workforce Remove the uniform section that related to clinical staff March 2016 Clinical Uniform section included due to the CCG taking on clinical staff Page 2 of 9
CONTENTS SECTION A POLICY Page 1. Policy Statement, Aims and Objectives 4 2. Legislation and Guidance 4 3. Scope 4 4. Accountabilities and Responsibilities 4 5. Dissemination, Training and Review 5 SECTION B PROCEDURE 1. General Principles 7 2. Hair 7 3. Jewellery 7 4. Neck Ties/Scarves 8 5. Identification Badges 8 6. Footwear 8 7. Body Piercing and Tattoos 8 8. Compensation for damage to personal clothing 8 Page 3 of 9
SECTION A POLICY 1. Policy Statement, Aims and Objectives 1.1. The aim of this policy is to outline the expectations of NHS Doncaster Clinical Commissioning Group (CCG) in relation to dress code. The policy will be implemented to ensure that a positive corporate image is adhered to. All employees are expected to portray a professional image to patients/clients and members of the public. 1.2. The development of this policy: Ensures employees are clear on the expected standard of dress whilst at work Ensures employees maintain a positive professional image 2. Legislation and Guidance 2.1. The following legislation and guidance has been taken into consideration in the development of this procedural document. Equality Act 2010 Department of Health Religion and Belief guidance 3. Scope 3.1 This policy applies to those members of staff that are directly employed by NHS Doncaster CCG and for whom NHS Doncaster CCG has legal responsibility. For those staff covered by a letter of authority / honorary contract or work experience this policy is also applicable whilst undertaking duties on behalf of NHS Doncaster CCG or working on NHS Doncaster CCG premises and forms part of their arrangements with NHS Doncaster CCG. As part of good employment practice, agency workers are also required to abide by NHS Doncaster CCG policies and procedures, as appropriate, to ensure their health, safety and welfare whilst undertaking work for NHS Doncaster CCG. 4. Accountabilities and Responsibilities 4.1 Overall accountability for ensuring consistent application of this policy lies with the Chief Officer. Responsibility is delegated to the following: Page 4 of 9
Chief of Corporate Services Has delegated responsibility for: Maintaining an overview of the corporate ratification and governance process associated with the policy. Has delegated responsibility for: HR & OD Manager (CSU) Leading the development, implementation and review of the policy. Providing guidance to managers and employees to wish to discuss a deviation from the policy due to cultural/religious/medical or personal reasons. Have delegated responsibility for: Appointing Officers Ensuring that the policy is implemented within their own area of responsibility. Endeavouring to maintain a safe and healthy working environment where dress is appropriate to the duties being undertaken. Addressing any concerns raised by an employee that their personal requirement are not being met. Taking action where an employee does not comply with the dress code requirements as set out in this policy. Have delegated responsibility for: All Staff Ensuring they are familiar with the policy and procedure and are fully compliant with it. Dressing in a manner which promotes a professional image and enhances the reputation of the CCG. Raising with their line manager any concerns that they have regarding their personal requirements in relation to dress. Page 5 of 9
5. Dissemination, Training and Review 5.1. Dissemination 5.1.1. The effective implementation of this procedural document will support openness and transparency. NHS Doncaster CCG will: Ensure all staff and stakeholders have access to a copy of this procedural document via the organisation s website. 5.1.2. This procedural document is located in the Employment Policy Manual. A set of hard copy Procedural Document Manuals are held by the Governance Team for business continuity purposes and all procedural documents are available via the organisation s website. Staff are notified by email of new or updated procedural documents. 5.2. Training 5.2.1. All staff will receive direction regarding dress code from this policy, their line manager, team briefing and through induction. 5.3. Review 5.3.1. As part of its development, this procedural document and its impact on staff, patients and the public has been reviewed in line with NHS Doncaster CCG s Equality Duties. The purpose of the assessment is to identify and if possible remove any disproportionate adverse impact on employees, patients and the public on the grounds of the protected characteristics under the Equality Act. 5.3.2. The procedural document will be reviewed every three years, and in accordance with the following on an as and when required basis: Legislatives changes Good practice guidelines Case Law Significant incidents reported New vulnerabilities identified Changes to organisational infrastructure Changes in practice 5.3.3. Procedural document management will be performance monitored to ensure that procedural documents are in-date and relevant to the core business of the CCG. The results will be published in the regular Governance Reports. Page 6 of 9
SECTION B PROCEDURE 1. General Principles 1.1. It is important that employees dress in a professional manner that avoids provocative and suggestive messages that may cause offence or embarrassment to others with whom they come into contact. Clothes with logos/advertisements which may be regarded as offensive or go against the organisation s ethos should not be worn. 1.2. It is recognised that what may cause offence or embarrassment to one individual may not have the same impact upon another. Where there is any confusion or doubt regarding appropriate personal presentation guidance should be sought from the Senior Management Team (Chief Officer and Chiefs of Service). 1.3 The clothes worn should be appropriate for the duties carried out. The dress code does not permit: Very casual trousers, such as ripped jeans Low waistband trousers showing the abdomen/lower back or allowing underwear to be visible Cropped tops showing the abdomen/lower back Strapless or revealing tops Very high heels such that they may endanger the safety of the individual Very short skirts or shorts such that they may be cause offence or embarrassment Very casual shoes which may not support the foot effectively during the course of a working day Excessive jewellery Other items that do not project a professional image 1.4 All employees who are uniformed are required to wear the uniform provided and agreed by the CCG. For those employees who wear a uniform when working the following must be observed:- Employees who are required to wear a uniform will be provided with an adequate number of uniforms by the CCG. The CCG will, within resources available, purchase quality clothing that meets infection prevention and control and Health and Safety requirements, and reduces replacement costs. All uniforms must be clean, ironed and presentable and employees should have access to a spare uniform in case of accidental contamination by blood, body fluids or any other noxious/toxic substance. Page 7 of 9
Employees must presume some degree of contamination following a shift, even on uniform or clothing which is not visibly soiled. Employees must therefore change out of their uniform promptly at the end of each shift. A clean and freshly laundered uniform must be work daily. Uniforms must not be worn in any retail or recreational premises while not at work. Although there is no evidence of an infection risk from such activities, this ensures a professional image is maintained at all times. 2. Hair 2.1. Hair should be clean, neat and tidy. Long hair must be tied back when undertaking any repairs to equipment such as a photocopier/printer, for example to remove jammed paper. 3. Jewellery 3.1. Jewellery must not be excessive and detract from the professional image. The CCG will not be liable for any injury sustained by an employee caused by the wearing of jewellery or for loss of or damage to jewellery. 4. Neck Ties/Scarves 4.1. Neck ties/scarves must be removed when undertaking any repairs to equipment such as a photocopier/printer, for example to remove jammed paper. 5. Identification Badges 5.1. Employees should carry their identification badge at all times whilst on duty and are required to wear it when on official CCG business outside of the CCG headquarters. 5.2. Other badges such as professional organisation or trade union badges may also be worn along with badges that support national campaigns at the time of the campaign. 5.3. If the badge is worn around the neck on a lanyard, the lanyard must have a quick release clip and should be plain blue or black with no text unless NHS or trade union approved. 6. Footwear Page 8 of 9
6.1. All shoes should support the foot. Employees who choose to wear high heels, open backed or open toed shoes do so at their own risk. 6.2 Clinical Staff must wear suitable footwear. They should be leather/leather type with a rubber no slip sole and low heel, give adequate support and be strong enough to prevent damage to toes should anything be dropped on the feet. They are provided by the individual. If alternative footwear is required for medical purposes, the individual will be required to provide medical evidence. 7. Body Piercing and Tattoos 7.1. Any visible body piercing must be removed or covered where they may be deemed offensive. Visible tattoos should not be offensive to others. Where they are deemed offensive they must be appropriately covered. 8. Compensation for damage to Personal Clothing 8.1. Employees are required to adopt a common sense approach with regard to the clothing, jewellery, glasses etc. that they wear to work in terms of expense. Employees must ensure that articles are appropriate to the type of work that they carry out and must also be mindful of any potential for damage to/loss of personal property, which may arise as a result of carrying out their duties. 8.2. Employees are discouraged from coming into work in overly expensive or designer items and where employees chose to do so and subsequently make a claim for damage to/loss of such items the CCG reserves the right to impose an upper limit of the amount of compensation it will reimburse. 8.3. All claims for compensation for damage to/loss of personal clothing will be reviewed by the Chief Finance Officer and will be considered in line with this policy. Employees will therefore only be compensated for damage to personal clothing/property that was worn in line with the requirement of this policy. 8.4. All incidents where personal clothing/property is damages or lost whilst at work must be reported on an incident reporting form. If a request for reimbursement is to be made this must be clearly documented on the incident reporting form and receipt(s) for the damaged items attached where available. Page 9 of 9