Dress Code Policy for all staff working in the Southern Health ...

FINAL DRAFTDress Code Policy for all staff workingin the Southern Health & Social CareTrustAugust 2010

Name of Policy:Purpose of Policy:Directorate responsible forPolicyName and Title of Author:Does this meet criteria of aPolicy?Staff side consultation?Equality Screened by:Dress Code Policy for all staff working in the Southern Health &Social Care TrustThe purpose of Southern Trust Dress Code Policy is to provide astandard dress code for all staff working in the Trust regardless ofwhether or not a uniform is worn.The implementation of this policy is the responsibility of all SouthernTrust DirectorsSouthern Trust Dress Code Policy Group – Mary McIntosh, AnitaCarroll, Fiona Wright, Claudine McComiskey, Carmel Harney, DebbieCampbell, Laura Crilly, Marie Doran, Anne Hawthorne, Zoe Henderson,Louise Liggett, Eilish McQuade, Maureen Smith, Frank Burns, TraceyHeasley, Patricia Trainor, Ann Ross, Stacey NesbittYesYesSouthern Trust Dress Code Policy GroupDate Policy submitted toRM&PC:Members of RM&PC in Attendance:Policy Approved/Rejected/AmendedCommunication Planrequired?Training Plan required?Implementation Planrequired?Any other comments:YesNoYesDate presented to SMTDirector ResponsibleSMT Approved/Rejected/AmendedSMT CommentsDate returned toDirectorate Lead forimplementation (BoardSecretary)Date received by BoardSecretary (HQ) fordatabase/Intranet/InternetDate for further reviewAll Southern Health and Social Care Trust Directors2 year default2

POLICY DOCUMENT – VERSION CONTROL SHEETTitleSupersedesOriginatorRM/Policy Committee &SMT approvalCirculationReviewTitle: Dress Code Policy for all staff working in the Southern Health &Social Care TrustVersion:Reference number/document name:Supersedes:SHSCT Dress Code Policy for Staff Working in Hospitals; March 2009Southern HSC Trust Dress Code Policy GroupReferred for approval by:Date of Referral:Issue Date:Review Date:Circulation List:AuthorDirectorate responsiblefor this documentPolicy NumberSouthern HSC Trust Dress Code Policy GroupAll Southern Health and Social Care TrustDirectorsDate of ImplementationDate of ReviewScreened byScreening DocumentReference NumberApproved by (Signature)3

ContentsSectionPage No.1.0 Introduction 22.0 Purpose 23.0 Policy statement 24.0 Scope of the policy 25.0 Responsibilities 36.0 Legislative compliance, relevant policies and procedures 37.0 References 48.0 Equality and Human Rights considerations 49.0 Educational and training requirements 410.0 Review of policy 411.0 Sources of advice and further information 4Appendix 1.Dress Code for all staff working in SHSCTAppendix 2Additional Dress Code requirements for staff who provide ‘hands on’care/direct patient/client contact and for support services staff.1

1.0 IntroductionIn response to actions identified in Changing Culture: An Action Plan for thePrevention and Control of Healthcare Associated Infection in Northern Ireland(2006/2009), the DHSSPS produced a Regional Dress Code Policy with thepurpose of providing guidance on a standard of dress for all HSC staff. Theregional policy takes account of microbiological and clinical research as wellas public perception on dress code and uniforms. All Trusts were representedon the Working Group and agreed to implement the Regional Dress CodePolicy within their respective areas.This Policy is based on the Regional Dress Code Policy. 12.0 Purpose and AimsThe purpose of the Southern Health and Social Care Trust Policy is to providea standard dress code for all staff working in the Trust. Whilst the Trustrecognises the diversity of individual preferences, cultures, religions anddisabilities within the staff group, the priority is to provide safe, high qualitycare and therefore the policy focuses on the importance of public perception,infection prevention and control and health and safety.This Policy aims to:I) Promote a professional image of the Trust and the servicesprovided;II)III)Prevent the occurrence of Healthcare Associated Infections andpromote public confidence in the Trust’s commitment to this aim;Ensure Health and Safety and legal issues are taken into account.3.0 Policy StatementThe Southern HSC Trust endorses all aspects of the Regional Dress CodePolicy. Trust policy is that all staff working in the Trust will adhere to therequirements of this Policy in order to promote a professional image of theTrust and enhance infection control arrangements.4.0 Scope of the PolicyThis Policy applies to all staff working in the Southern Trust. These arespecifically defined as:• those staff directly employed by the Trust• volunteers providing services on behalf of the Trust• students on placement in the TrustAll the above personnel are required to abide by the Trust’s Dress Code foundat Appendix 1.In addition, staff that provide ‘hands on’ care/direct patient/client contact and1 Regional Dress Code Policy and Recommendations on Staff Changing Facilities for NorthernIreland: Department of Health, Social Services and Public Safety (DHSSPS), 19 February 2008.2

support services staff must to adhere to the requirements of Appendix 2.Individual departments may develop additional local requirements/guidelinesspecific to the needs of the staff group, working environment or client group.In addition to the above, it is good practice for those providing services onbehalf of the Trust to adhere to this Policy.This Policy does not extend to personal protective equipment.5.0 Responsibilities5.1 Responsibility of the Chief ExecutiveAs Accountable Officer, the Trust’s Chief Executive has overall responsibilityfor ensuring that arrangements are in place to enable all staff to comply withthis Policy. This should include ensuring an adequate supply of uniforms tomeet the requirements.5.2 Responsibility of Senior ManagementAll Trust Directors, Assistant Directors, Service Heads and Senior Managershave responsibility for the effective implementation of this Policy. They willensure that the required action is implemented and monitored and thatinformation required to evidence compliance with this Policy is provided.Senior Managers will adopt a flexible approach where staff cannot adhere tothe Policy for medical reasons, religious requirements or for reasons related todisability. Where a member of staff does not adhere to this Policy withoutapproval, the Trust will support managers in taking formal action.5.3 Responsibility of Line ManagersAll managers have responsibility for the application of this Policy. They shouldensure staff are made aware of the Policy and encouraged to abide by therequirements of Appendix 1 and, where appropriate, Appendix 2.Where a staff member cannot adhere to the Policy for medical reasons,religious requirements or for reasons related to disability, or where a memberof staff does not adhere to this Policy without approval, the line managershould consult with senior management.5.4 Responsibility of all Staff Working in the TrustAll those working in the Trust have a responsibility to adhere to the principlesand aims of this Policy and any direction in pursuit of this Policy. All staff mustcomply with the requirements of Appendix 1.In addition, those delivering ‘hands on’ care or who have direct patient/clientcontact and support services staff must comply with the specific requirementsset out in Appendix 2.If for medical reasons, religious requirements or reasons related to disability, astaff member is unable to adhere to this Policy, they should discuss it withtheir line manager.3

6.0 Legislative Compliance, Relevant Policies, Procedures and GuidanceThis Policy complies with the Regional Dress Code Policy which can beaccessed at –http://www.dhsspsni.gov.uk/hssmd-5-2008.pdf7.0 ReferencesDHSSPS 2006/2009, Changing Culture: An Action Plan for the Prevention andControl of Healthcare Associated Infection in Northern Ireland.8.0 Equality and Human Rights ConsiderationsEquality ConsiderationsThis Policy has been screened for equality implications as required by Section75, Schedule 9, of the Northern Ireland Act, 1988. Equality Commission ofNorthern Ireland Guidance states that the purpose of screening is to identifythose policies that are likely to have a significant impact on equality ofopportunity so that greatest resources can be targeted at them. Using theEquality Commission’s screening criteria no significant equality implicationshave been identified. This Policy will therefore not be subject to an equalityimpact assessment.Human Rights ConsiderationsThis Policy has been considered under the terms of the Human Rights Act,1998, and was deemed to be compatible with the European Convention ofHuman Rights contained in that Act. This Policy will be included in the Trust’sregister of screening documentation and maintained for inspection whilst itremains in force.This document can be made available on request in alternative formats, forexample Braille, disc, and audio-cassette and in other languages to meet theneeds of those who are not fluent in English.9.0 Educational and training requirementsAll existing staff should be made aware of this Policy through Directorate linemanagement structures. New staff should be made aware of the Dress CodePolicy at induction.10.0 Review of PolicyThe Trust is committed to ensuring that all policies are kept under review toensure that they remain compliant with relevant legislation.SHSCT will review this Policy 2 years from the date of implementation orearlier if further guidance is issued. The review will be noted on a subsequentversion of the Policy even if there are no substantive changes made orrequired.4

11.0 Sources of advice and further informationFurther advice and information regarding this Policy can be obtained from:• Operational and Professional managers• Infection Control Team• Human Resources• Assistant Directors for Professional Governance5

APPENDIX 1Dress Code for all staff 2 working in the Southern Health & Social Care Trust1. All staff must dress in a manner that is likely to inspire public confidence andpromote a professional and positive image of the Trust.2. Staff must, at all times whilst on duty, have available the approved identificationname badge provided by the Trust.3. All staff should take a sensible and safe approach to dress, appearance,cleanliness and personal hygiene. Clothing, including uniforms, must be clean,neat and tidy.4. Clothing and appearance should not deliberately cause offence to the public orto people who come in to contact with, or use, Trust services. Clothing shouldbe modest, non-offensive and contain no provocative, sectarian, sexist, orracist remarks. Clothing should not display slogans or logos relating to drugs,alcohol or tobacco, or demonstrate sponsorship of such products. It is notacceptable to wear clothing that over exposes parts of the body, eg stomach,chest, thighs, etc, or that is transparent or see through.5. Clothing should be worn appropriate to the nature of the work undertaken.Individual departments may have, or may develop, additional local guidelineson what is acceptable and appropriate for their working environment andpatient/client group.6. All staff should wear footwear that is safe and suitable for the dutiesundertaken.7. Uniformed staff must not undertake personal shopping, socializing or similaractivities in public without their tunic 3 being covered. It is, however, reasonablethat community staff may need to make purchases eg lunch, petrol, whilstwearing their tunic during the course of their working day.8. Where uniformed staff are required to carry out patient/client related shoppingor therapeutic activities in public as part of their duties, they should cover theirtunic while carrying out these duties unless it is important for it to be visible fortherapeutic reasons.9. Uniformed staff must ensure their tunic is covered when travelling on publictransport.10. Staff must change as soon as possible after a uniform or clothes becomecontaminated. Managers must ensure that there are local arrangements inplace to facilitate a change of uniform or clothing if required. In communitysettings this may mean that the staff member has to go home to change.2 For definition of ‘all staff’ see Section 4.03 The term ‘tunic’ covers polo shirts, tabards, dresses etc.6

11. Uniformed staff who have access to changing facilities and a locker should,change into and out of uniform in the workplace.12. Hospital based uniformed staff in high risk areas 4 should, where possible, usethe Trust’s laundry facilities. Staff who launder their own uniforms, should beprovided with written laundry instructions specific to their particular uniform.Written instructions are available on the Trust Intranet; at Policies &Procedures, Infection Control.13. Clothing or shoes for particular purposes should be worn in accordance withguidance set out in the Trust’s Health, Safety and Security Manual and theTrust’s Infection Control Policies and Procedures Manual.14. Protective clothing should always be available and should be worn inaccordance with the relevant procedures.4 The following are defined as ‘high risk areas’: ICU, Neonatal, Oncology, Haematology, Renal, Orthopaedics.7

APPENDIX 2Additional Dress Code Requirements for staff who provide ‘hands on’ care /direct patient/client contact and for support services staffRequirements Rationale Regional Dress CodePolicy1. The Trust has adopted a Bare from the ElbowsDown position.White coats must be short sleeved AND laundereddaily and changed if visibly soiled.In the hospital setting, long sleeved clothing such assuit jackets, cardigans, fleeces or sweaters must beremoved before the delivery of direct patient care.In the community setting, long sleeved clothing suchas cardigans, fleeces or sweaters must be removedor sleeves rolled up, before the delivery of directpatient/client care.2. Loose clothing that may easily becomecontaminated or entangled / entrapped inequipment should not be worn.Neck ties must be tucked in between the 3 rd and 4 thbutton on the shirt during clinical procedures.Name tags should not be worn loose whilst deliveringdirect patient/client care.3. Staff should ensure that long hair is tied backsecurely.4. Staff must not wear ANY jewellery including wristwatches, rings, earrings or necklaces whilst onduty, whether or not they are undertaking aclinical procedure with the following exceptions:A single plain band ringMedic Alert braceletsFob watchesCuffs become heavilycontaminated and aremore likely to comeinto contact withpatients. Cuffs may actas a vehicle fortransmitting infection.Long sleeves or cuffsprevent effective handwashing.This type of clothingmay make contact withthe patient and theirenvironment duringclinical procedures andmay be a vehicle fortransmitting infectionPatients generallyprefer to be treated bystaff with tidy hair anda neat appearance.Hand/wrist jewellerycan harbour microorganismsand canreduce compliancewith hand hygieneWear short -sleeved orroll the sleeves to elbowlength before carrying outclinical procedures.Clinical staff who do notwear a uniform should notwear any loose clothingsuch as unclipped ties,draped scarves,necklaces and similaritems.All staff working inclinical areas shouldsecure long hair.Wrist or hand jewellerymust not be worn byclinical staff whencarrying out clinicalprocedures (a plain singleband ring acceptable).Wrist watches must beremoved beforeperforming surgical handhygiene.8

Requirements Rationale Regional Dress CodePolicy5. Staff must not wear nail varnish or false nailswhilst on duty and nails must be kept short andclean at all times.6. Shoes should be enclosed and have low heels.‘Croc’ like shoes should not be worn.Theatre footwear must be approved by the InfectionControl team in conjunction with the Theatre UsersCommittee.Long and/or dirty nailscan present a poorappearance and longnails are harder tokeep clean.False nails andchipped nail varnishharbour microorganismsand canreduce compliancewith hand hygieneClinical staff should keepfinger nails short andclean.Clinical staff must notwear false nails or nailvarnish for direct patientcareFootwear worn in theclinical areas should besuitable for purpose andcomply with the relevanthealth and safetyrequirements.9