DRESS CODE POLICY JANUARY 2016 This policy supersedes all previous policies for Dress Code
Policy title Dress Code Policy Policy COR14 reference Policy category Corporate Relevant to All Trust staff Date published February 2016 Implementation February 2016 date Date last January 2016 reviewed Next review January 2019 date Policy lead Caroline Harris-Birtles, Deputy Director of Nursing Contact details Accountable director Approved by (Group): Approved by (Committee): Document history Email:caroline.harris-birtles@candi.nhs.uk Claire Johnston, Director of Nursing and People N/A Quality Committee January 2016 Date Version Summary of amendments 2007 1 New policy December 2009 2 Reviewed April 2013 3 Reviewed Membership of the policy development/ review team Consultation February 2016 4 Updated to reflect current practice Deputy Director of Nursing and Clinical and Corporate Policy Manager Nursing Executive, Associate Divisional Directors and Associate DO NOT AMEND THIS DOCUMENT Further copies of this document can be found on the Foundation Trust intranet. I DRESS CODE POLICY_COR14_FEBRUARY 2016
Contents Page 1 Introduction 1 2 Aims and objectives 1 3 Scope of the policy 1 4 Recommendations for independent contractors 2 5 Definitions 2 6 Duties and responsibilities 2 7 The policy 3 8 Facilities staff 7 9 Religious beliefs 7 10 Dissemination and implementation arrangements 8 11 Training requirements 8 12 Monitoring and audit arrangements 8 13 Review of the policy 9 14 References 9 15 Associated documents 9 Appendix 1: Equality Impact Assessment 10 II DRESS CODE POLICY_COR14_FEBRUARY 2016
1. Introduction Camden and Islington NHS Foundation Trust recognises the importance of appearance in creating a positive and professional image that enhances the confidence of patients, service users their families/carers, other staff and visitors to the trust. In addition, within a health care setting, some issues of health and safety, infection control and security are closely linked to dress and appearance. However, the Foundation trust also respects a natural desire for a certain amount of individuality and discretion in how people dress and present themselves. This policy has therefore been designed to support good practice with regard to health and safety, infection control and security, as well promoting a code of practice that will engender a positive and professional image without being unreasonably prescriptive. 2. Aims and objectives The purpose of this policy is to clarify some basic guidelines on appropriate forms of dress when at work, and to support good practice with regard to health and safety, infection control and security, as well promoting a code of practice that will engender a positive and professional image without being unreasonably prescriptive. 3. Scope of this policy This policy and standards apply to all staff within the Foundation Trust. Each member of staff has a responsibility to respect the impact of their appearance at work, personally, professionally and as an employee of the Foundation Trust. 3.1 Staff with special circumstances or needs, including those with disabilities and/or religious and cultural beliefs should approach their line manager in the first instance to have these considered. 3.2 The Health and Safety of staff and patients including infection control issues, is paramount and it is important to note that this policy should be read in conjunction with the Health and safety and Infection Prevention and Control policies. 3.3 Staff are asked to remember that as a patient focussed service any item of clothing that might distract from that principle should not be worn, such as extreme styles of fashion. 3.4 This policy will be applied fairly and consistently to all staff employed by the Foundation Trust regardless of sex, race, religion, ethnic origin, marital status, disability, union membership, sexual orientation, status, staff group, profession, numbers of hours worked and/or other factors. It also applies to those working in the Foundation Trust as bank staff, staff working through agencies, all students on placement and staff working as consultants or contractors. 3.5 Please note this policy is based on Great Ormond Street Hospital s dress code, and has been adapted for use in a mental health care setting. 1 DRESS CODE POLICY_COR14_FEBRUARY 2016
4. Recommendations for independent contractors Any private contractor working within the Foundation Trust should have an agreed statement in relation to personal presentation incorporated into the contract. 5. Definitions 5.1 Direct care employees All employees where employment duties include direct service user engagement/contact with carers and families for the purpose of health and social care provision. 5.2 Indirect care and support employees All employees within clinical / professional services that support the delivery of direct care where work does not involve direct engagement / contact with service users, their families and carers. If indirect care and support employees need to visit clinical areas they should adhere to the same requirements as direct care employees. 6. Duties and responsibilities 6.1 Director of Nursing and People Has executive responsibility for the implementation and monitoring of this policy. 6.2 Line Managers Have operational responsibility for the implementation of this policy within their areas of management accountability. 6.3 Associate Director Human Resources To determine whether disciplinary actions are indicated when issues relating to the dress code cannot be resolved by Service Managers. 6.4 Catering staff Must wear agreed uniform and protective work-wear at all times. 6.5 Engineering, works and maintenance teams Must wear agreed uniform and protective work-wear/footwear and safety glasses.as appropriate for specified task at all times. 2 DRESS CODE POLICY_COR14_FEBRUARY 2016
6.5 All employees Are responsible for implementing the guidance within this policy and for reporting to their line manager any difficulties or barriers to implementation of this policy. Ultimately failure to achieve these standards will result in the use of the Disciplinary Policy and Procedure which could result in the dismissal of the member of staff. 7. The policy 7.1 General guidance for all staff Staff who work in clinical areas have particular responsibilities both to themselves and to others with regard to issues such as infection control, health and safety and professional recognition. However all staff need to consider the role of their dress and appearance in minimising risk and presenting a professional image to colleagues and members of the public. The Trust believes that, in the overwhelming majority of cases, staff dress appropriately. This policy is intended to act as guidance to staff and managers so that they may be confident in their appearance and not unwittingly or otherwise cause risk, discomfort or concern to themselves or others. 7.2 Infection control All employees will promote and demonstrate positive personal hygiene and the maintenance of clean clothing. They will ensure that their general appearance promotes good hygiene and that they practice general principles of prevention of cross infection Hand hygiene is well recognised as the single most important factor in the prevention of cross infection, and all employees will follow guidance regarding wearing of aprons, gloves and other protective clothing as described within the Trust's Control of Infection Policies and Guidelines 1. The use of protective clothing, including aprons, must be based on a risk assessment. Plastic aprons must be worn when serving food to patients, and when assisting patients with toileting, bathing or any activity which may result in the dispersal of pathogens (like bed-making) and/or procedures causing splashing of blood and bodily fluids. These should be removed and destroyed according to Infection Control manual. When giving care to a patient, e.g. bed bathing, changing dressings or when dealing with body fluids etc. it is important even when wearing a uniform that health care workers should wear a disposable plastic apron. On completion of the procedure, the apron should be discarded into a clinical waste bag. 1 Infection Control Policy and Procedure 3 DRESS CODE POLICY_COR14_FEBRUARY 2016
Colour White Aprons Green Aprons Yellow Aprons Area Clinical Care Serving Food Isolation White/Yellow aprons must only be worn when in direct contact with the patient and must be changed after each patient contact. The Trust has adopted the Department of Health Bare Below Elbows recommendation. This means that staff working areas deemed to be a high infection risk must adhere to bare below the elbows. This includes all clinical staff providing direct care, e.g. nursing staff, therapists, medical staff if conducting examinations etc, housekeeping staff when undertaking work in any area. This is due to the evidence that indicates if long sleeves are worn hand hygiene will not be as effective and there is evidence indicating that cuffs may become contaminated. 7.3 Health and safety All staff, whatever their working environment, should be mindful of health and safety risks that they may encounter, either on a daily or ad hoc basis, and dress appropriately. 7.4 Staff identification All staff must carry photo identification at all times during working hours, and should produce this on request. For staff working in clinical settings this must state their role as well as their name denoting whether they are registered practitioners, e.g. nurses or support workers 2. The wearing of a lanyard to display a name badge will only be permitted where there has been a risk assessment undertaken. Only lanyards with the required quick release system are safe for staff to wear. These must be washed regularly. They should also wear name badges at all times. 7.5 Professional Presentation Dress and appearance is highly subjective, but there are some broadly accepted standards that ensure staff, patients, families and other members of the public perceive Trust staff as representing the organisation in an appropriately professional manner. What a worker wears to some extent depends on who the service serves and the location of the service. There are times when a more relaxed informal approach is desirable, so dressing in context with the service staff work in is a sensible approach, and can be moderated by common sense decisions by managers. 2 Report of the Mid Staffordshire NHS FT Public Inquiry; Executive summary: Chaired by Robert Francis QC (February 2013). 4 DRESS CODE POLICY_COR14_FEBRUARY 2016
7.6 Resolving Concerns 7.6.1 Where concerns over dress or appearance arise, it is important that line managers attempt to resolve these sensitively but equally feel able to raise their concerns with the relevant member of staff. 7.6.2 Where disparity between what is considered appropriate dress or appearance occurs and cannot be resolved locally, managers should seek further advice from the Human Resources Department. 7.6.3 Consideration of appropriateness of dress should include: Health and Safety issues Infection control issues Security issues Professional presentation Religious beliefs 7.6.4 In extreme cases, staff who are asked to revise their dress or appearance on reasonable grounds and who refuses to do so may be subject to disciplinary action under the Disciplinary Procedure. It should be stressed that this is a measure of last recourse and will only be taken when the situation cannot be resolved by other means. 7.6.5 The following sections are intended to give guidance on dress and appearance. They are not intended to be exhaustive or prescriptive. Staff and managers are encouraged to take a common sense approach to issues of dress and appearance. 7.7 Clothing 7.7.1 The role that an individual member of staff is performing either regularly or on an ad hoc basis should inform the appropriateness of their clothing. For example, female staff who are involved in moving and handling tasks or control & restraint may want to consider wearing trousers, Staff working in clinical areas who are likely to be involved in control & restraint or clinical procedures should not wear ties or scarves as they pose a risk with respect to strangulation and infection control. 7.7.2 Clothes that are clean and tidy are widely accepted as being important for a professional image, so torn or ripped clothes, even those fashion items that have been deliberately ripped, would not comply with this image and must not be worn. 7.7.3 Whilst many clothes might have discreet logos, larger logos or lettering can appear overly casual. Any form of wording, lettering or image that might be offensive to any individual or group would not be acceptable, and in the workplace slogans or advertising appearing on clothing should be managed with care. This includes wearing clothes with a military design, which must not be worn. 7.7.4 If staff wear jeans or clothes made from denim they must not be ripped, distressed or have large studs as this could compromise the professional image. 7.7.5 It is essential that Infection Prevention and Control procedures are adhered to when staff are carrying out clinical procedures such as dressings, or assisting patients to use the toilet. Any staff engaged in these activities must follow the bare below the elbow rule and must not wear cardigans. If a jumper or any long sleeved 5 DRESS CODE POLICY_COR14_FEBRUARY 2016
item of clothing is worn there should be sufficient give in the material in order that the sleeve can be rolled back to above the elbow (section 7.2.1). 7.7.6 In the interests of safety all pens, badges, scissors, or jewellery should be removed when delivering direct physical patient care to confused or aggressive patients, or participating in control and restraint. 7.7.7 In summer months staff in order to remain cool may wish to wear shorts. Whilst the wearing of shorts can be seen as very casual, they are also practical. However, shorts that are multi patterned, made from lycra or are above knee length must not be worn in the work environment and the wearing of shorts is not acceptable in corporate departments. 7.7.8 Tops and t shirts that are tight or low cut at the front or back are not permissible. 7.8 Footwear The role that an individual member of staff is performing either regularly or on an ad hoc basis should inform the appropriateness of their footwear. For example staff working in clinical areas should wear shoes/sandals that enclose the heel and toe, with a heel of 1 or less, in order to minimise the risk of accidents. The fabric of the shoe/sandal should be robust enough to prevent penetration by a foreign object i.e. needles, braking mechanisms on equipment etc. Flip flops should not be worn. The wearing of sensible training shoes is allowed as many staff walk long distances in their working day. Trainers should be clean and not multi-coloured fashion shoes. The wearing of smart training shoes in inpatient units is permitted. 7.9 Jewellery 7.9.1 Necklaces can be used to grab an individual in a violent situation. They should not be worn when delivering direct physical patient care. Large amounts of jewellery or very dramatic jewellery can sometimes compromise a professional image. 7.9.2 Small discreet facial piercings are permitted but these must consist of a small, plain stud or hoop. Staff working in clinical areas should not wear large earrings, as they pose a risk if pulled unless they clip-on. 7.9.3 A wedding or signet ring may be worn but extra vigilance should be undertaken when washing hands when the ring must be removed to ensure adequate cleansing. 7.10 Hair and Hats For health and safety and infection control reasons Hair must be clean and tidy and long hair should be tied back if delivering patient care Beards and moustaches must be kept short, neat and clean Hats and baseball caps must not be worn by staff at work. 6 DRESS CODE POLICY_COR14_FEBRUARY 2016
7.11 Nails For health and safety reasons and infection control Nails should be natural, short (not protruding over the finger tips), neat and clean. Nail varnish, French manicured nails, nail extensions and acrylic nails are not permitted to be worn by staff carrying out clinical duties, as these conflicts with infection control guidance. Clean nails are hygienic whilst longer nails are hard to clean and are a potential hazard. False nails of any type harbour microorganisms and make effective hand hygiene more difficult to achieve. When worn by staff not involved with clinical procedures nail varnish must be in good condition, i.e. not chipped. 7.12 Make up and sunglasses 7.12.1 A moderate and discreet amount of makeup may be worn, but exaggerated forms of make-up are not acceptable. 7.12.2 Sunglasses must not be worn by staff while working in clinical areas. 7.13 Neckties The wearing of ties is optional, if they are worn by staff engaging in direct clinical care they must be detachable. 8. Uniform Facilities staff such as those working in catering, works, maintenance and engineering must wear the uniforms provided for them at all times, including hair nets for catering staff. 8.1 Laundering of Uniforms Staff must ensure that they wear a clean uniform at all times. Uniforms are provided primarily for the purpose of presenting a corporate image but also act in part as protective clothing and to reduce the risk of cross infection, therefore when washing uniforms a washing cycle that reaches 60 C must be used. Staff must not wash their uniforms in machines provided for the use of patients for infection control reasons, See Appendix 2. 9. Religious beliefs Guidance around this is included in the policy since specific clothes may be worn by a small number of staff and the Foundation Trust wishes to promote good understanding about its use. 7 DRESS CODE POLICY_COR14_FEBRUARY 2016
9.1 The Trust is sensitive to the needs of staff with particular religious beliefs the overriding principles in these cases will be Ensuring good health and safety, infection control and security practices for the individuals concerned, their colleagues, patients, families and other visitors to the Foundation Trust Female Muslim staff may wear long sleeve tops but sleeves must be rolled up to the elbow during clinical procedures Trousers and longer tunics should be worn rather than long dresses by staff involved in clinical procedures or control and restraint. All head garments must be secured without any loose ends with the face being clearly visible. Individual exceptions to the Uniform and Dress Code Policy must be negotiated and agreed with the appropriate manager 10. Dissemination and implementation arrangements It will be available to all staff via the Foundation Trust Intranet. Managers will ensure that all staff are briefed on its contents and on what it means for them. 11. Training requirements Staff are made aware of their own responsibilities with regards to the Dress Code Policy by their manager and at Corporate/Local Induction in relation to infection prevention and control. 12. Monitoring and audit arrangements Elements to be monitored Lead How the trust will monitor compliance Frequency Reporting arrangements Acting on recommendations and Lead(s) Change in practice and lessons to be shared Adherence to Dress Code Divisional managers Spot checks 6 monthly Infection Control Committee Required actions will be identified and completed in a specified timeframe Required changes to practice will be identified and actioned within a specific time frame. A lead member of the team will be identified to take each change forward where appropriate. Lessons will be shared with all the relevant stakeholders 8 DRESS CODE POLICY_COR14_FEBRUARY 2016
13. Review of the policy This policy will be reviewed in February 2019. 14. References RCN Guidance on Uniforms and Work Wear; May 2009: Report of the Mid Staffordshire NHS FT Public Inquiry; Executive summary: Chaired by Robert Francis QC (February 2013). 15. Associated documents Infection Prevention and Control Policy and procedures Food and Nutrition Policy Slips, Trips and Falls Policy Health & Safety Policy Disciplinary Procedures 9 DRESS CODE POLICY_COR14_FEBRUARY 2016
Appendix 1 Equality Impact Assessment Tool Yes/ Comments 1. Does the policy/guidance affect one group less or more favourably than another on the basis of: Race Ethnic origins (including gypsies and travellers) Nationality Gender Culture Religion or belief Sexual orientation including lesbian, gay and bisexual people Age Disability - learning disabilities, physical disability, sensory impairment and mental health problems 2. Is there any evidence that some groups are affected differently? 3. If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable? 4. Is the impact of the policy/guidance likely to be negative? 5. If so can the impact be avoided? 6. What alternatives are there to achieving the policy/guidance without the impact? 7. Can we reduce the impact by taking different action? N/A N/A N/A N/A 10 DRESS CODE POLICY_COR14_FEBRUARY 2016