DRESS CODE POLICY FOR UNIFORMS AND WORKWEAR Version: 3 Ratified by (name of Committee): Provider Board Date ratified: 28 July 2010 Date issued: 28 July 2010 Expiry date: 28 July 2013 (Document is not valid after this date) Review date: 28 July 2012 Lead Executive/Director: Name of originator/author: Target audience: Human Resources Director Human Resources All PCT Staff
CONTRIBUTION LIST Key individuals involved in developing the document Name Human Resources JNCC Designation Human Resources Director Staff Side Chair Circulated to the following individuals for consultation Name Human Resources JNCC Health and Well being Group Provider Board Designation Dress Code Policy 2
WORCESTERSHIRE PRIMARY CARE TRUST DRESS CODE POLICY FOR UNIFORMS AND WORKWEAR CONTENTS Page No 1 INTRODUCTION 3 2 PRINCIPLES 4 3 LINE MANAGEMENT ROLE/RESPONSIBILITY 4 4 STAFF ROLE/ RESPONSIBILITY 4 5 BARE BELOW ELBOWS 5 6 LAUNDERING 5 7 THE WEARING OF UNIFORM OUTSIDE OF WORK 6 8 SPECIFIC GUIDANCE ON DRESS CODE 6 9 NAME BADGES 8 10 CONCLUSIONS 8 11 REFERENCES 8 APPENDICES 1 Note from DH 2010 - Advice from Muslim Spiritual Care Provision in the NHS (MSCP)* 10 Cross reference with; Health and Safety Policies Infection Control Policies Disciplinary Procedure Dress Code Policy 3
1.0 INTRODUCTION WORCESTERSHIRE PRIMARY CARE TRUST DRESS CODE POLICY FOR UNIFORMS AND WORKWEAR The purpose of this document is to set out the employing organisation s policy with regard to staff uniforms and to clarify the situation in relation to nonuniform arrangements. It is also to ensure the employing organisation complies with the latest Department of Health Guidance on uniforms and workwear in order to support the current infection control measures. It has been impact assessed. Uniform is where the PCT provides the clothing, workwear is where staff wear their own clothes but are still required to comply with the standards outlined in this policy. This policy will also apply to all volunteers and to any work experience students In indicating standards for dress for staff the following key rationales should be used in deciding the appropriateness of dress: As employees of a public service, staff are required to present a positive professional image in order to inspire public confidence and to enhance the profile of the service provided. The PCT expects all staff to promote dignity and professionalism which should be reflected in the clothes worn by both staff required to wear uniform and those who are not. It is important that those staff in senior roles and who therefore have a responsibility to act as a role model comply with this Dress Code Policy at all times. Any service leads including Matrons will be required to wear uniforms at all times when on site. Every member of staff has a responsibility to minimise the risk of injury and ill health to patients, other persons and themselves whilst at work. Therefore health and safety and control of infection risks associated with items of clothing or accessories must be considered in relation to activities being carried out whether clinical or non-clinical. The employing organisation is committed to promoting diversity and equality of opportunity within the workforce and will therefore respect an individual s preference or requirement for customary dress, subject to the minimisation of the health and safety and control of infection, risks assessments will take place as appropriate. However it is recognised that whilst priority must be given to Health and Safety, security and infection control issues, managers are Dress Code Policy 4
2.0 PRINCIPLES required to implement the policy sensitively and take in to account relevant cultural differences. Please see DH note The following principles have been agreed: A uniform, where provided is a means of easy identification and promotes a professional appearance and must be worn. Whether uniformed or non uniformed, first impressions are important and often determine the attitude that will be presented in a subsequent closer relationship. A neat, well groomed appearance is important to the public s perception of staff. Extremes of fashion are not acceptable and this includes hair styles and colours. Where uniform is provided, the employing organisation will, within the budget available, purchase quality clothing to reduce replacement costs. Staff must be easily identifiable by name badges or photo identification. 3.0 LINE MANAGEMENT ROLE/RESPONSIBILTY All line managers have a responsibility to make sure their staff comply with the requirements of this policy. Their decisions will be influenced by the following: The degree of lifting and handling necessary within the job. Any risk of violence or aggression towards staff. The degree of personal care, requiring awareness of infection control issues. Whether the overall image presented is professional and positive. Any concerns regarding dress code or appearance of staff including clothing, footwear, jewellery, tattoos or body piercing, should be discussed with them in the first instance. A letter confirming this informal discussion should be given to the individual and a copy kept in the member of staff s personal file. If the concern raised by the manager constitutes a health and safety risk the individual will be required to make the appropriate changes immediately. 4.0 STAFF ROLE/RESPONSIBILITY All staff must abide by this policy. If a member of staff has a particular issue or requirement that needs to be taken into consideration that must be raised directly with the line manager. Dress Code Policy 5
Failure to follow this policy will result in action under the Disciplinary Procedure. 5.0 BARE BELOW ELBOWS 5.1 The employing organisation has adopted the Department of Health Bare Below Elbows recommendation for work wear. This means that ALL staff who are required to cleanse their hands regularly as part of their role MUST wear short sleeves. This includes all clinical staff providing DIRECT care, eg 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. 5.2 The traditional white coat will not be allowed as evidence suggests the cuffs become contaminated in the same way that any long sleeves can. For the same reason any long sleeved garments must be removed prior to any direct contact patient intervention. 5.3 Cardigans may be worn with uniforms if necessary in cold weather but they must be removed prior to undertaking any direct contact patient intervention. 5.4 Clean disposable single use plastic apron of the appropriate colour must be worn for every direct contact clinical intervention, including when undertaking tasks where actual or potential splashing of blood, body fluids or substances that are hazardous may occur and also worn when handling food and at patient mealtimes. The following colours will apply across the organisation - white aprons must be worn for direct clinical care or personal care and green aprons worn when serving food. 5.5 Please see Appendix 1 for guidance regarding Muslim staff 6.0. LAUNDERING 6.1 If uniforms or clothing become visibly soiled or contaminated they should be changed immediately. Where non uniformed staff are undertaking a procedure which might result in soiling or contamination, a plastic apron must be worn and then disposed of. 6.2 Workwear including uniforms/clothing worn to work in care areas should be washed at the hottest temperature suitable for the fabric. A wash at 60c removes most micro-organisms but use of biological detergents means that these can be removed at lower temperatures if the fabric cannot withstand a 60c. 6.3 It is advised that washing machines and tumble driers used for washing workwear are kept visibly clean, well maintained and operated in accordance with the Manufacturer s guidance. There is no conclusive evidence of a Dress Code Policy 6
difference in effectiveness between commercial and domestic laundering processes. 6.4 To avoid overloading of washing machines it is advised that uniforms are separated from other clothes. 7.0 THE WEARING OF UNIFORM OUTSIDE WORK Whilst there is no evidence of any infection risk from travelling in uniforms, it is acknowledged that public confidence in the NHS may be undermined by seeing staff shopping in uniform for example. Therefore the following will apply: Travelling to and from work or undertaking any non work related activity such as shopping in uniform is not permitted where adequate changing facilities are available. Where uniforms have to be worn to travel to and from work or to undertake a non work related activity, uniform must be kept covered by outdoor clothing. In the case of community staff who are expected to wear uniform whilst travelling between patient visits, this must be the standard uniform outerwear provided by the employing organisation. 8.0 SPECIFIC GUIDANCE ON DRESS CODE 8.1 NON UNIFORMED STAFF Staff are required to dress smartly. All clothes should be clean and presentable and consistent with presenting a professional image. Torn clothing is unacceptable. For non uniformed staff, appearance at work must still conform to acceptable standards. Extremes of fashion including hair styles and colour are not acceptable. There may be some variation between areas and in all cases the line manager is responsible for making the judgement on what is acceptable. For example jeans or casual clothes would not be appropriate in most areas where staff come into contact with service users, visitors or members of the public. Where they are deemed to be appropriate for clinical reasons they must still be clean and smart. The following criteria must also apply: Skirts, or dresses, should be knee length or below Trousers should be smart No denim to be worn unless agreed appropriate to the clinical area Midriffs should not be exposed Necklines should be discreet Shirts, polo shirts and t-shirts should be smart in appearance Dress Code Policy 7
All clothing should be of a type that promotes dignity and professionalism and is not provocative, or could be construed as such. There should be no inappropriate writing, logos or designs visible. Where provided, uniforms must be worn. No shorts to be worn Footwear must be appropriate to ensure a safe environment for staff and service users. In clinical areas shoes must be soft soled to reduce noise, low heeled, non slip and enclose the foot. Footwear in non clinical areas must ensure safety although not necessarily enclose the foot. Flip flops and crocs are not allowed however as they expose the foot to spillages or items that might be dropped. Jewellery must be minimal to present a professional image and reduce any health and safety risks. Visible body piercing jewellery must be removed Where possible tattoos must be covered 8.2 UNIFORMED STAFF Where a uniform is provided this must be worn and a clean uniform is required for every shift. For all staff jewellery must be minimal in order to present a professional image and reduce any health and safety or cross infection risks. Please see Appendix 1 for guidance regarding muslim staff The following criteria will apply 8.3 JEWELLERY Hand and wrist jewellery including watches can harbour microorganisms and reduce compliance with hand hygiene. Therefore only one plain ring can be worn and wrist watches must be removed. Necklaces should not be worn A small stud in each ear is acceptable but several studs or large earrings are not Visible body piercing jewellery must be removed whilst on duty 8.4 NAILS/HAIR Nails should be kept short and clean. False nails, nail varnish and nail art should not be worn by staff providing direct patient care or contact, housekeeping staff, catering staff etc who are required to undertake hand hygiene as a regular task within their role as they reduce its effectiveness. Hair should be tidy and neat. For staff providing direct patient care any hair longer than collar length should be neatly tied back and off the collar. Dress Code Policy 8
8.5 FOOTWEAR Footwear must be appropriate to ensure a safe environment for staff and clients. Where staff are working in clinical areas shoes must be soft soled to reduce noise, non slip and enclose the foot. Enclosed shoes must be worn by all clinical staff as they offer protection against spillages and injuries. Flip flops and Crocs are not acceptable as leave areas of the foot open to exposure to spillages or items that may be dropped. This is in compliance with Department of Health (1998) guidance 8.6 NECKTIES/TATTOOS Neckties, other than bow ties, must not be worn in clinical areas. Evidence indicates they can become colonised by pathogens if worn in clinical areas Wherever possible tattoos must be covered at all times. 9.0 NAME BADGES FOR ALL STAFF All staff when working must be able to identify themselves and their discipline. It is important for the public to be able to identify who they are dealing with. For clinical staff this may be a name badge worn in such a way to prevent it being obscured from clients and visitors view. All staff must carry photo identification at all times during working hours, and should produce this on request. Lanyards should be tucked in to clothing whilst in clinical areas. No other badges should be worn other than for professional qualifications/affiliations 10.0 CONCLUSION Failure to adhere to this policy and the standards set will result in formal disciplinary action. Line managers are also required to ensure the policy is adhered to and any failure to do so will be dealt with by the manager at the level above them. This is general guidance and does not cover all situations. However, if managers have any queries or issues they wish to seek clarification on these should be raised initially with the appropriate senior manager. If there are still issues the HR Team will be pleased to advise. 11.0 REFERENCES Department of Health (2010) Uniforms and workwear: Guidance on uniform and workwear policies for NHS employers. Dress Code Policy 9
http://www.dh.gov.uk/prod_consum_dh/groups/dh_digitalassets/@dh/@en/@ ps/documents/digitalasset/dh_114754.pdf Department of Health (2009) The Health and Social Care Act 2008 Code of Practice for health and adult social care on the prevention and control of infections and related guidance. http://www.dh.gov.uk/prod_consum_dh/groups/dh_digitalassets/documents/di gitalasset/dh_110435.pdf The Health and Safety at Work etc Act 1974 1 sections 2 and 3. Section 2 covers risks to employees and Section 3 to others affected by their work, eg patients. The Control of Substances Hazardous to Health Regulations 2002 2 (as amended) (COSHH). Further information about COSHH and its applicability to infection control can be found at http://www.hse.gov.uk/biosafety/healthcare.htm. Management of Health and Safety at Work Regulations 1993 3 (Management Regulations), that extend the cover to patients and others affected by microbiological infections, and include control of infection measures. Securing Health Together 4, the Health and Safety Executive (HSE) long term strategy for occupational health that commits HSE/Health and Safety Commission and their fellow signatories (including the Department of Health) to a 20 percent reduction in ill health caused by work activity by 2010. Dress Code Policy 10
APPENDIX 1 NOTE BELOW FROM DH (2010) Advice from Muslim Spiritual Care Provision in the NHS (MSCP)* Exposure of the forearms is not acceptable to some staff because of their Islamic faith. In response to these and other concerns, the MSCP convened a group including Islamic scholars and chaplains and multi-faith representatives as well as Department of Health policy-makers and external experts in infection prevention. Based on these group discussions, the MSCP prepared a list of recommendations to ensure that local dress code policies are sensitive to the obligations of Muslims and other faith groups whilst maintaining equivalent standards of hygiene. Recommendations therefore include: Uniforms may include provision for sleeves that can be full length when staff are not engaged in direct patient care activity or have threequarter length sleeves Any full or three-quarter length sleeves must not be loose or dangling. They must be able to be rolled or pulled back and kept securely in place during hand- hygiene procedures and when providing direct patient care activity or tasks where sleeves may become contaminated or reduce ease of hand hygiene Strict procedures for washing hands and wrists must still be observed. Use of hand disinfection gels containing synthetic alcohol does not fall within the Muslim prohibition against natural alcohol (from fermented fruit or grain). Dress Code Policy 11