Page 1 of 6 Home > Policies & Procedures > Administrative Documents > Administration Manual > Dress Code Disclaimer: the information contained in this document is for educational purposes only. Any PRINTED version of this document is only accurate up to the date of printing. Always refer to the Policies and Procedures Intranet site for the most current versions of documents in effect. POLICY Title: Dress Code Cross Index: A D021, H F010 Manual: Administrative Section: Admin Authoring Committee/Program/Dept: Occupational Health & Safety, Infection Prevention & Control Code No.: A D020 Old Code No.: H D20 Original Effective Date: Jun 01, 1999 Review/Revised Effective Date: Mar 04, 2013 Next Review Date: Mar 01, 2016 Approved By: AMC Southlake is dedicated to providing an environment with a professional image while promoting the safety of everyone who works and interacts with the hospital and promoting the best practices of infection prevention and control. The dress code for staff members outlined in this policy is designed to support and promote this goal. 1. Southlake staff are to project a professional image to patients, clients, visitors and community. All staff are required to maintain standards of dress, conduct, appearance and hygiene, reflective of a health care work environment and job activities. The standard of dress, hygiene and safety in each area must comply with Occupational Health and Safety(OH&S) and Infection Control standards and policies of the organization. 2. Standards of dress are based on the three principles: infection control, safety for both staff and patients and image of the organization. Under no circumstances shall a staff member sacrifice these three principles for reasons of personal preference. 3. All staff are required to identify themselves by wearing the Southlake's security identification name tag so that it is visible and worn at the chest level. See Identification Badges policy. Definitions "Staff" for the purposes of this policy include employees, physicians, volunteers, students and all others who have a working relationship with the hospital. "Uniform" for the purposes of this policy are any item of clothing issued by the hospital to an employee for wear during the course of work, including surgical scrub suits. General Requirements Staff members are to check with their Direct Supervisor for any additional departmental Dress Standards specific to their department. Stipulated below are the general requirements for all staff members.
Page 2 of 6 Uniforms Uniforms must be clean, free of stains, rips, tears and fit properly, allowing for ease of movement. The type and colour of uniforms is the responsibility of the department. The employer, in certain departments, provides uniforms. The immediate supervisor instructs employees regarding specific uniform requirements. The use of hospital-provided surgical scrub suits are limited to those persons: 1. Performing specific functions that require the use of a scrub suit as per department policy. 2. Entering areas within the hospital that have been identified as requiring scrubs. 3. Identified through collective agreements. Surgical scrub suits are not to be worn outside of Southlake buildings (please refer to direct supervisor and departmental policies and procedures when clarification is necessary). Also refer to the Dress Code for Operating Room policy. Footwear Footwear must be clean, in good repair, and appropriate for the work area. Please refer to Footwear policy. Hair Hair must be clean and neatly combed. For employees who are involved in food service, food delivery, or direct patient care, long hair (shoulder length or longer) must be secured or tied back neatly (please refer to direct supervisor and departmental policies and procedures when clarification is necessary). Jewelry To promote best practices in hand hygiene staff shall not wear jewelry and other items below the elbow, including the wrist and hand when participating in patient care, excepting one (1) ring band with a smooth uninterrupted exterior surface and/or a medical alert bracelet. Dangling necklaces, earrings, bracelets or any other jewelry that may impede patient care or safety of the employee are not to be worn (please refer to direct supervisor or infection control for guidance). Also see section below on Clinical, Sterile and Food Safe Requirements - "Bare Below the Elbows" Body Art In projecting a professional image, body-piercing jewelery must be covered or removed; body art/ tattoos that may be considered offensive to the general public must be covered (please refer to direct supervisor for guidance). In instances where this section is in conflict with any other aspect of this policy please refer to Guiding Principles and Interpretation section below. Fingernails Fingernails are to be clean and trimmed. False fingernails or nail enhancers (sparkles, gems, etc.) are not to be worn by any staff member. Please refer to the Hand Hygiene standard of care. Scent Reduction Personal scents are not to be worn as they can cause headaches, nausea or respiratory distress for individuals who are compromised, ill or sensitive to the stimulus of scents or chemicals. See Scent Reduction policy & procedure. In instances where the issue of scent involves body
Page 3 of 6 odour and/or halitosis, the matter will be referred to the individual's direct supervisor who may work with Occupational Health and Safety to reach resolution. Logos Restricted wording and logos on clothing involves, but is not limited to: Alcohol products Tobacco products Off-colour or inappropriate humour/language (in any language) Sports teams Advertisement for any product or service not authorized by Southlake Any pictorial or wording which could be deemed offensive (please refer to direct supervisor for guidance) Necklines A neckline is considered appropriate when it does not fall below the staff member's 4-closed finger horizontal hand when placed at the base of the neck. Clinical, Sterile and Food Safe Requirements - "Bare Below the Elbows" When participating in activities involving direct patient contact, sterile procedures and food handling staff members must be bare below the elbows as follows: Items of clothing must not descend below the elbow. Long sleeves must be rolled back above the elbow. No jewelry or watches may be worn on the arm below the elbow or on the hands and fingers excepting one (1) ring band with a smooth uninterrupted exterior surface and/or a medical alert bracelet (see "Diversity and Inclusivity Issues" section below for exception process). No item of jewelry, clothing or equipment may dangle from the person so that it can come in contact with a patient (i.e. necklace, lanyard, necktie, drawstring) Please refer to the Hand Hygiene standard of care. Corrective Action For the purpose of addressing matters involving the dress code please refer to the chart below for directing a query or concern. Non compliant Person Employee Medical Staff Member Student Volunteer Patient Visitor Contract Worker Employee's Manager Policy Contact Person Chief of Department/Chief of Staff Student's Instructor Manager, Community Resources Manager of appropriate unit Manager of appropriate unit Manager, Facilities Operations or Manager of area employing contractor Direct Supervisors address inappropriate standards of appearance or hygiene with individual employees and may address non-compliance to either the Southlake or the department specific Standards of Dress in the following manner: In the event of an individual deviating from the dress code the following steps may be taken on the first occasion: 1. The employee is advised of the inappropriate article(s) of clothing and provided with a
Page 4 of 6 copy of the Dress Code Policy. 2. If appropriate, the staff member may be provided with a set of scrubs to wear for the duration of their shift. 3. In instances where the wearing of scrubs is not permissible due to one of the Guiding Principles (see below) the staff member will be sent home to change. The time absent from work will not count as paid time. Any subsequent infraction of the dress code by an individual will result in the staff member being sent home and or follow up through Disciplinary Action. GUIDING PRINCIPLES AND INTERPRETATION When questions arise regarding the guiding principles listed below the department or individual listed will provide clarification regarding acceptability. Staff/Patient Safety: clothing and footwear can protect or mitigate exposure to workplace hazards (i.e. chemical, physical, heat, cold). Risk assessments are utilized to determine what hazards a staff member is exposed to during the course of the their day (arrival, areas of work, breaks and departure) to determine what clothing and personal protective equipment are necessary. Clarification of any matter concerning employee safety and the Dress Code will be referred to the Occupational Health and Safety department. Infection Control: for patient and staff safety, hygiene and uniforms or protective clothing serve the purpose of reducing the possibility of transfer of infectious organisms to patients or into the home of the staff member and community. Clarification of any matter concerning Infection Control and the Dress Code will be referred to the Infection Prevention and Control department. Image: patient confidence can be affected by the appearance of those who are providing care or service; it is essential that personal grooming (such as hair, nails and odors) and appearance (clothing, tattoos, body piercings, etc.) be appropriate and/or inconspicuous. It is the desire of Southlake to reflect an image of professionalism and to inspire confidence of patients, visitors and others. Clarification of any matter concerning professional image and the Dress Code will be referred to the direct supervisor. In instances when the direct supervisor needs guidance upon professional image and the Dress Code they should consult with Human Resources and/or Professional Practice. In instances where the three guiding principles are in conflict they will be considered in order of precedence: staff/patient safety, infection control, and image for purposes of reaching resolution. Example: An individual with a tattoo which could be deemed offensive on the forearm still follows "bare below the elbows" protocols as staff/patient safety and infection control concerns are present. For complex issues please refer to the section on Deviations and Exceptions from Dress Code. CLOTHING STANDARDS Standards of Dress: Listed below are some items considered to be appropriate or inappropriate standards of dress for regular wear. Neither list is intended to be all-inclusive, but is provided to help set the general parameters. Additional restrictions to ensure a safe, clean environment and a professional appearance may be applied at the discretion of the Direct Supervisor. Clothing Type Pants/Skirts/Shorts do not permit Appropriate for Regular Wear Business casual pants/slacks (e.g. khaki); dress pants; casual dresses/skirts*; skorts unless additional departmental guidelines * Skirts must be no shorter than 10cm above the knee Inappropriate for Regular Wear Sweat pants, overalls, shorts, or any item made of denim. Blouses; sweaters; turtlenecks. Shirts with Sweatshirts; tank tops; halter
Page 5 of 6 Shirts/Blouses Fit and Appearance collars (e.g. golf); button shirt; dress shirts A neckline is considered appropriate when it does not fall below the staff member's 4-closed finger horizontal hand when placed at the base of the neck. Clothing that is clean and fits properly, allowing for ease of movement tops, spandex. Any top that does not cover to pant, or skirt top. Clothing that is: stained or dirty too tight as to restrict movement too loose as to catch on items, or appear ill-fitting rumpled or wrinkled Footwear Loafers or deck shoes, dress shoes, walking shoes* * Dependent on work area, this includes a variety of types of shoes; Please refer to Footwear Policy Flip flops, slippers and any footwear that may present a danger to health or safety DEVIATIONS AND EXCEPTIONS FROM DRESS CODE Direct Supervisors may develop departmental policies requiring stricter standards regarding clothing, uniforms, jewelery, footwear or other attire standards related to requirements in the specific work area based upon the three guiding principles of health and safety, infection control and professional appearance. On occasion a holiday, special event or fund raising event may be organized which involves the "relaxing" of dress code standards for a prescribed time period. These events must be authorized by AMC and will have specific guidelines on what modes of dress are permissible. Diversity and Inclusivity (D&I) Issues Where conflict arises due to possible diversity and inclusivity issues relating to the Dress Code policy, the matter will be referred to the Diversity/Inclusivity Committee for review and recommendations at their next meeting. A permanent decision will be rendered within 20 business days. When necessary, the Manager of Diversity/Inclusivity in consultation with Infection Control, Occupational Health and Safety and the direct supervisor will make an interim decision to support the individual and affected unit. Interim decisions will be provided within 2 business days. Exceptional Circumstances Staff members who, due to exceptional circumstances, wish to be considered for exemption from certain dress code standards may submit a request in writing to their direct supervisor. The direct supervisor will then refer to the process outlined under the "D&I Issues" section (see above) for the purpose of making an interim and permanent decision. RELATED POLICIES AND LEGISLATION Ontario Occupational Health and Safety Act and Regulations, R.S.O. 1990 Ontario Regulation 67/93, Health Care and Residential Facilities, Section 11 Health Canada Laboratory Biosafety Guidelines, 2 nd Edition Association of Perioperative Registered Nurses Standards of Care 2004
Page 6 of 6 Southlake Discipline policy Southlake Footwear policy Southlake Hand Hygiene Standard of Care Southlake Scent Reduction policy Copyright 1997-2013 Southlake Regional Health Centre