Dress Code and Uniform Policy / Procedure
Policy/Procedure
Reference Number
Status
Version
Publication Date
Implementation Date
Current/Last Review Dates
PRS047
Ratified
7.1
June 2017
November 2005
December 2007, May 2010, October 2012, May 2014, June 2016,
December 2016
December 2019
Director of Nursing
Next Formal Review
Sponsor
Sponsor Signature
Author
Director of Nursing
Where available
Trust Intranet
Target audience
All Trust Staff
Ratification Record
Clinical Governance and Risk Committee
Procedural Document Sub Group
Committee Name
JCC, Infection Control Committee, Nursing &
Midwifery Committee.
Consultation
Moving and Handling Co-ordinator
General Managers and Modern Matrons
Joint Staff Consultative Committee
Jan 08
October 2012 /
May 14, Oct
2016. Feb 17
Chairperson
Vikki Leivers-Carruth
Date
October 2016
Date
Oct 07, May 10, July 2013,
May14, Oct 2016
September 2013, May14, October
2016
August & October 2013, May14,
June 2016, Oct 2016.
Regulators Requirements
Document Control / History
Version No
Reason for change
1
New Policy
2
Updated in line with DoH guidance
3
Updated in line with DoH guidance
4
Amendment to Appendix 1
5
Updated in response to Senior Nursing Staff request for firmer guidance
Form updated March 2015
6
Clarity on BBE in line with hand hygiene policy, use of Kara bracelet
7
New uniform supplier and ordering system.
7.1
Clarification of clinical area definition
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Contents
Section
Page
Document Summary
3
1.
Introduction
4
2.
Purpose
4
3.
Definitions
4
4.
Duties (Roles and Responsibilities)
5
5.
Dress code for staff who do not wear uniform
5
6.
Smoking
6
7.
Infection control and personal safety issues
6
8.
Uniforms
8
9.
Outside wear for uniform staff
9
10
Religious considerations
10
11.
Uniform supply and ordering
11
12.
Equality Impact Assessment
13
13.
Monitoring Compliance with this Procedural Document
14
14
Associated Documents/Further Reading
14
15.
References
15
Appendices
Appendix 1 – Religion in relation to staff dress code
Dartford and Gravesham NHS Trust
15
Page 2 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Document Summary
It remains true that in the absence of previous knowledge, a person
forms an impression of an individual in the first ten seconds of
meeting them. This impression can be difficult to influence once
made and is based entirely on appearance, eye contact & body
language; even before a conversation takes place.
The appearance of the staff who work for the Trust affects the public
perception of the Trust itself, the care they will receive here, the likely
attitude of the staff they will meet and the impression they take away,
whether patients, or visitors, who might not have experience of our
actual services.
This policy sets out a dress code for all Dartford & Gravesham NHS
Trust staff. What identifies you as a member of staff is the wearing of a
Trust uniform or ID badge. For those who work in our environment but
are not employed by this Trust (e.g. Students of Nursing and other
Health Professions) we have an expectation that their appearance whilst
working in the Trust environment or externally with Trust patients, will
meet the standards required by this policy. For those staff who wear
uniforms, and/or who work in clinical settings, more detailed guidance is
set out in this document.
The Trust, in writing this policy, is mindful of The Equality Act 2010 and
will comply with its provisions. The Trust believes that this policy is a
proportionate means to achieve a legitimate organisation.
Dartford and Gravesham NHS Trust
Page 3 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
1. Introduction
The way staff dress is an important influence on people’s overall perceptions of the
standards of care they experience. This Trust expects staff to take pride in their appearance
and present a professional image.
Professional image can be defined as:
“The set of qualities & characteristics that represent perception of your competence &
character as judged by others” (Professor Laura Morgan Roberts, Working
Knowledge, 2013).
This policy allows for individual needs, specialist areas, cultural and religious obligations and
disability.
Uniforms are worn to ensure the safety of staff and patients and to reflect the staff’s
professionalism. Uniforms enable patients to identify staff groups easily, enhancing
communication & enabling appropriate choices to be made about whom to approach for
help.
Uniforms and work wear should be clean, tidy at all times, appropriate for a public
professional environment and should not make effective hand hygiene harder to achieve.
Where a choice of uniform options exist, e.g. trousers and tunics or dresses, staff should be
involved in decisions about their work wear.
It is vital that staff are easily identified by members of the public whenever and wherever
they are working for the Trust. The wearing of identity badges when at work is mandatory.
2. Purpose
The purpose of this policy is to set out the minimum dress requirements for all staff; this
document is at aimed at all permanent and temporary staff including students. Breaches of
this policy may lead to disciplinary action being taken against the individual and all staff have
a responsibility to review this guideline and to adhere to the requirements detailed.
Where the Trust works with partner organisations (e.g. Carillion, Oxleas) our expectation on
them is that they will ensure their workers at the Trust are dressed appropriately and
professionally.
This policy is also applicable to contractors (a person or company that arranges to supply
materials or workers).
3. Definitions
Clinical environment – In essence, any area in which care is delivered to a patient of the
Trust, is a clinical area.
WTE – Whole time equivalent
Professional – in this context, this refers to all staff working for the Trust, not just those who
belong to a registerable profession.
Dartford and Gravesham NHS Trust
Page 4 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
4. Duties (Roles and Responsibilities inc. Carillion, Staff and Uniform Room)
This policy was developed by the Director of Nursing following discussions with a number of
senior staff groups, clinical & non-clinical & consultation with Staff Side, Human Resources,
Infection Control and Manual Handling.
It is all managers’ and professional heads’ responsibility to ensure that their staff are
compliant with the policy. The policy requires Ward Sisters/Charge Nurses/Senior Midwives
and Heads of Departments and Services to carry out observational audits (visual and verbal)
on a weekly basis to ensure staff comply with the appearance code which applies to their
area of service. Non-adherence should be dealt with immediately by advising the staff
member of the required standard. Findings of audits should be reported by the relevant lead
to the appropriate forum within their service (See Section 13). This includes consultant
medical and surgical staff.
Ward sisters have ultimate authority on their own ward, and can request other clinical staff to
change their dress or comply with the policy if they feel it necessary on the ward. They will
advise the relevant professional head, if staff do not comply with this policy.
Matrons, Departmental Heads and Supervisors are responsible for ensuring standards of
dress and uniform across the hospital, with authority from the Director of Nursing.
Staff must also take individual responsibility to ensure compliance.
5. Dress Code for Staff who do not Wear Uniform
Many staff do not wear uniform. This includes clinical & non clinical staff; for example
doctors, midwives & nurses working in the community, psychologists, Speech & Language
Therapists, Dieticians, Pharmacists & laboratory staff, as well as administrative & other staff.
Staff should always dress appropriate to the tasks they expect to carry out on that day.
Where staffs work in an area not in direct contact with the public, they should still consider
the possibility that a member of the public may find their way into their area and should dress
accordingly.
Clothing should be clean, tidy and professional in appearance. Dress should enhance the
dignity of the wearer and respect those they come into contact with (i.e. respectful of cultural
and social beliefs of patients, visitors and colleagues).
In keeping with the controls within the clinical environment, the Trust has decided that
standardisation is important for both clinical and non-clinical staff. This means that the
following will apply:
 Nail varnish (including colourless and nail strengthener) or nail decorations are not
permitted and nails should be kept short .
 Particular attention should be paid to them when washing hands (most microorganisms on the hands come from beneath the nails).
 False nails, veneers, acrylic coatings, extensions or any other artificial materials are
not permitted as these are sources of fungal and bacterial infection.
This means that, when at work the following are not acceptable,
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The wearing of shorts
Skirts more than 2 inches above the knee
T-shirts with logos and messages & vest tops
Low necked tops or dresses (female)
Shirts open more than two buttons (male)
Tops which do not meet the item being worn on the lower half of the body
Dartford and Gravesham NHS Trust
Page 5 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
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Date: December 2016
Status: Ratified
Leggings, Jeggings, Treggings, Trousers designed to cling to the body
Jeans or other denim clothing
The wearing of any item which obscures facial expression and therefore hinders
communication with colleagues and members of the public.
Shoes should be suitable and sensible for the job that the person is undertaking, taking into
consideration Health & Safety at Work.
All staff working in clinical areas should follow the rules in paragraph 8 below.
6. Smoking
The Trust has a No Smoking Policy which extends to all areas of the building and grounds
which are under its control. The smoking shelter outside the Main Entrance is intended for
the use of patients and visitors only. Staff should not be visible to the public, in uniform, or
when displaying an ID Badge, whilst smoking. The health promotion message this gives is
not a good one.
7. Infection Prevention & Control and Personal Safety Issues
Bare Below the Elbows / Hand Hygiene Policy
The Trust is committed to the reduction of healthcare associated infections and has
adopted the ‘bare below the elbow’ rule as part of this ambition.
Bare Below the Elbows
A good hand hygiene technique covering all surfaces of the hands at the right time is more
important than the agent used or the length of time taken to perform it.
The practice of hand hygiene is repeated several times in the course of duty in a clinical
environment. This practical dress code is designed to make repeated wrist and hand
hygiene effective and easy to practice.
When entering the clinical environment, such as a ward or outpatient consulting room, ALL
healthcare staff, e.g. Ward Clerks, A & C Receptionist, Nurses, Pharmacists,
Physiotherapists and Doctors should ensure that their hands can be effectively
decontaminated and must follow the rule of ‘Bare Below the Elbow’:
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Short sleeves or sleeves rolled up above the elbow.
No wrist watches or wrist jewellery i.e. bracelets, charity bands. The wearing of rings
with ridges or stones is not permitted. (Total bacterial counts on the hands are higher
when rings are worn).
Whilst we as a Trust promote bare below the elbows for all staff in the clinical areas we
are aware that members of staff wish to wear a ‘Kara’ to show their devotion to their
faith. We support a single plain metal Kara, that can be cleaned along with normal
handwashing (similar to a wedding band). Any oversized ‘Kara’ should be moved above
the elbow particularly during any invasive procedures.
A plain wedding ring is permissible, but this must be able to be moved in order for hand
decontamination under the ring to be carried out.
Nail varnish (including colourless and nail strengthener) or nail decorations are not
permitted and nails should be kept short when entering clinical areas, and particular
attention should be paid to them when washing hands (most micro-organisms on the
hands come from beneath the nails).
False nails, veneers, acrylic coatings, extensions or any other artificial materials are not
permitted when in clinical areas as these are sources of fungal and bacterial infection.
Dartford and Gravesham NHS Trust
Page 6 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Housekeeping, Portering and Maintenance staff, do need to comply since they come into
contact with patients and / or their environment.
Make Up, Hair and Nails – All clinical staff, whether or not in uniform
For infection control and health and safety reasons, the following standards apply to all staff,
in or out of uniform, who work in clinical areas:
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Short Hair must be worn in a style that is neat in appearance. The colour should be
‘natural’ in appearance.
Long hair (which would touch the shoulders when hanging loose) should be tied back
removing it from the face and collar. This applies equally to both men and women.
Hair adornments (clips, ties, bands) should be essential to achieving the stated
standards for hair, small, discreet in nature and securely attached.
Facial hair should be neat, tidy and trimmed. Make up if worn should be discrete.
Nails should be trimmed short and kept clean (for staff working with patients).
Nail polish should not be worn; this includes Gel or Shellac coatings.
False (acrylic or attached with glue) nails/nail jewellery should not be worn by staff
who undertake clinical duties or may be called upon to do so.
Neck ties if worn should be tucked into the shirt when examining patients in clinical
areas.
Badges
The Trust name badge/security badge must be worn at all times when at work, so it is visible
to patients and colleagues. Lanyards or loosely hanging name badges should be removed or
tucked away during direct patient contact. In clinical areas where patients may find reading
the Trust security/name badge difficult, a magnetic Trust name badge may be worn to aid
communication. The wearing of lanyards is discouraged for staff working in clinical areas.
Other badges should be worn in moderation. One professional badge is acceptable,
provided it cannot cause harm to wearer or patients.
Jewellery, Piercings, Tattoos
For infection control reasons, personal safety and in the interests of professional
appearance, the only permissible jewellery to be worn in patient care areas (any area of
the Trust, including external to the buildings, where care is delivered by Trust staff is:
 One simple wedding band (no stones that any infective material can collect under).
 One pair small ‘stud type’ earrings, plain metal (no nose piercings permitted).
 Medic alert bracelets and necklaces may be worn by staff; however necklaces may
still be a risk from confused, aggressive patients or children & should be tucked
away inside clothing when in patient contact. Bracelets must be loose enough to be
able to be pushed up the arm and secured in place for hand washing and direct
patient activity.
The following are therefore not acceptable:
 Necklaces (other than medic alert necklaces mentioned above) should not be worn
(they may be pulled or damaged by confused or aggressive patients or children)
 Tongue, nasal, lip and other such visible piercings must not be worn
 Wrist watches must not be worn within the clinical environment by any member of
clinical staff.
 Bracelets, bangles etc., must not be worn, either on wrists or ankles. Where, for
religious reasons, members of staff may wish to wear a bracelet/bangle when not
engaged in patient care, they must ensure that bracelet/bangle can be pushed up the
arm and secured in place for hand washing and direct patient care activity.
Dartford and Gravesham NHS Trust
Page 7 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)



Date: December 2016
Status: Ratified
Whilst we as a Trust promote bare below the elbows for all staff in the clinical areas
we are aware that members of staff wish to wear a ‘Kara’ to show their devotion to
their faith. We support a single plain metal Kara, that can be cleaned along with
normal handwashing (similar to a wedding band). Any oversized ‘Kara’ should be
moved above the elbow particularly during any invasive procedures.
Visible tattoos can be seen as unprofessional by many patients and offensive by
some. Staff in clinical practice are therefore discouraged from acquiring new visible
tattoos while in Trust employment.
Tattoos that contain nudity, swear words or symbols associated with extreme views
must be covered regardless of the area of work.
Ties
Research has shown that the wearing of ties, other than ‘bow ties’ in the clinical setting
constitutes an Infection Prevent and Control Risk. The Trust therefore has applied a ‘no ties’
principle for those in clinical practice. It is recognised that for some staff, the wearing of a tie
is essential to them feeling that they are presenting a professional appearance; therefore the
following is expected of all staff wearing ties.
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Ties should be worn with collared shirts
Long ties, should be tucked into the shirt when delivering care.
Ties should be changed frequently
Ties should receive regular cleaning
If not wearing a tie, a collared shirt remains the standard.
‘Bow’ ties may be worn with collared shirts as an alternative to the above.
8. Uniform
‘Standardised, unvarying, the same, identical’
Many people have a desire to express their personality through their appearance. This is
perfectly acceptable in general life. When working for an organisation where a uniform is
worn, the overriding principle (cultural and religious exceptions apply) is that all staff should
appear the same within their uniform group.
Within the Trust, uniforms vary considerably by professional group. In the case of
Pharmacists & Laboratory staff, pharmacists uniforms are white tunics with amethyst trim,
available for male and female staff. Laboratory coats are for Laboratory staff only. All staffing
groups should have the same uniforms with no exceptions.
Uniforms issued to staff shall remain the property of the Trust and must be returned at the
termination of employment. Failure to do so may result in delay in payment of monies due as
final salary.
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Members of staff should not wear their uniform for any activity except work
undertaken for the Trust.
Uniforms are designed to give a corporate look and should not be ‘personalised’.
When working bank shifts, staff should wear uniform appropriate to the setting.
When washing uniforms, staff should follow the directions on the label of the garment
or follow the instructions of the washing detergent being used. When uniforms are
handed out, a washing guide is supplied and all uniforms should be washed at the
appropriate temperature accordance to the guidance. This is especially important for
healthcare uniforms for infection prevention purposes.
Dartford and Gravesham NHS Trust
Page 8 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
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Date: December 2016
Status: Ratified
Uniforms should also be washed separately from other clothes. All uniforms should
be washed in the appropriate detergent to help prevent colour fading. If you do not
have a washing guide please ask for one.
If replacement uniforms are required because of lack of care when washing you may
be required to pay for any replacements.
Where uniforms have been in contact with bodily fluids, they can be laundered
through the Trust laundry contract provided they are clearly labelled with the staff
name and venue for delivery.
9. Outside Wear for Staff in Uniform
Uniform over-garments such as overcoats, fleeces etc., will only be provided by the Trust in
exceptional circumstances. These need to have managerial discretion and this applies only
for uniformed staff who deliver care in the community (e.g. Surgical Navigator Team,
Community Midwives, Occupational Therapist and Hospital at Home team).
Uniforms should not be worn outdoors inappropriately (e.g. in public places, shops and
supermarkets). Staffs are encouraged to change into and out of uniform at work if facilities
exist within their area. If this is not possible, staff should wear an appropriate length coat /
jacket / fleece which covers the uniform when travelling between home and work. This
applies whether travelling by personal or public transport.
Theatre Blues ‘Scrubs’
Staff whose uniform is theatre blues (‘scrubs’) may not wear them in the staff or visitors’
restaurants, the shops or main reception area. They must never be worn when travelling
to or from the hospital. Ideally theatre blues should not be worn in non-clinical areas e.g.
Philip Farrant Education Centre.
Theatre shoes and hats must not be worn outside theatres. This applies to all staff who
wear theatre blues, not just theatre staff. The wearing of ‘theatre shoes’ outside the area
of work is specifically not to be undertaken whether from theatres, SCBU or other location.
Exceptions can be made if responding to a clinical emergency; however the staff member
must then always change again when returning to theatre.
Scrubs should not be worn unless working in a designated Theatre environment or specially
defined areas e.g. cardiac catheter suite. This includes all nursing and medical staff.
Uniform Colours – Grade/Banding
Nursing staff should wear the colour uniforms that is equivalent to their grade/banding.
Specialist nurses again wear the colour equivalent to their grade/banding but with an
amethyst trim.
Allied professions will wear the colour that is equivalent to their profession:
 Occupational Therapy- white tunics with green trim
 Physiotherapy-white tunics with navy trim
 Radiology- white tunics burgundy trim
 Dental nurses- white tunics with pale blue trim
 Podiatrists- white tunics with black trim
 Allied Professional HCA’s – plain white tunics (no coloured trim, trousers should be
the same colour worn by their specialty).
Dartford and Gravesham NHS Trust
Page 9 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Cardigans
Cardigans (or fleeces for staff who work primarily outside the building) may be worn in public
areas and offices, over indoor uniforms, providing they are of Trust issue (Community only)
or plain, and of smart design.
Cardigans may not be worn over uniform in wards and departments, whilst carrying out
direct patient care or clinical activities. This rule applies at any time of the day or night. If
cardigans are worn in these areas when not in direct patient care they should still comply
with the ‘bare below the elbows’ rule.
Fleeces or other outside clothing, may not be worn over uniforms in wards and departments
whether in direct patient care or not, at any time of the day or night. This should also include
Admin and Clerical Staff.
Footwear and tights
For female staff in uniform dresses, plain black/ natural or nude coloured stockings or
tights are to be worn at all times, except during hot weather, when at the discretion of the
nurse in charge / departmental manager a decision may be made that tights / stockings do
not need to be worn to aid staff comfort.
For all staff wearing uniform trousers, socks must be worn under shoes and should be plain
black. The removal of socks in hot weather is at the discretion of the nurse in charge or
departmental manager.
All footwear worn on duty with uniform must be:
 Black, leather or of leather appearance, without colour, patterns, buckles, flowers,
bows or other adornments
 Theatre clogs no longer need to be antistatic or white, however they need to be of
washable material and of a style that is health and safety suitable (worn by persons
who wear scrubs as their uniform within their clinical environment). Trainers are not
appropriate and black shoes should be worn in public areas.
 Soft soled
 Have closed in toes and heels.
 Flat heels – no more than an inch and a half.
 Training shoes that look like shoes will not be permitted.
Theatre clogs are provided in areas only where operative clinical procedures are performed
or where there is requirement to wash footwear in sterile conditions. Except in an
emergency, theatre clogs should not be worn outside of the theatre complex.
‘Croc’ style shoes are not acceptable footwear when in uniform. They are leisure footwear
and do not present the professional appearance we are striving for.
Steel toe capped shoes/boots will be provided where a health & safety risk assessment has
recommended these.
It is recognised that there are clear directives described above about the appropriate shoes
to be worn. This list is not totally exhaustive and there may be times when individuals may
still interpret ‘appropriate footwear’ in different ways. With this in mind, the line manager is
able to apply discretion on determining whether a shoe is suitable or not in line with the
requirements of professional appearance.
Belts
A decision has been taken that belts will no longer form a part of the standard uniform.
Dartford and Gravesham NHS Trust
Page 10 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
10. Religious Considerations
Please see Appendix 1 for advice and guidance.
11. Uniform Supply and Ordering
Introduction
This section outlines uniform entitlement, arrangements for issuing uniform, guidelines for
obtaining replacement uniforms and the return of uniform on grade change or cessation of
employment.
Sizing/ordering and collection of uniforms
Ordering of uniforms:
ALL staff will be required to try on a uniform, or if appropriate, be measured for a uniform
before it is ordered. Forms for ordering are available on Adagio. All staff should ensure that
the form is completed in clear handwriting to avoid any delays in uniform being ordered.
If there is a recycled uniform in the appropriate size and job role, staff will be issued this
stock before any new uniform is ordered. Once a size has been determined, staff will be
given a form from the Uniform Room with contact details and instructions for new starters.
All forms must be signed by the appropriate General Managers, Managers or Matrons.
Fitting or measured for uniforms are possible without a signed form however there is a
requirement for an appropriate authorisation signature as soon as possible. NB. Your
uniform will not be ordered without the appropriate signature.
Location and times for fittings or for collection of uniform:
 Darent Valley Hospital – Uniform Room (Near the Carillion Offices):
Opening times: (except bank holidays)
Mondays, Tuesdays and Thursdays- 7am – 3pm
 No appointment is required to try on a uniform or for collection during these times.
 If staff are unable to make these times please contact the Carillion Uniform Room via
e-mail: [email protected] (only in exceptional circumstances) and they
will try and accommodate you within office hours.

Queen Mary’s Hospital – Procurement Office – Please make an appointment
Mondays – Friday - 7.45 am – 9 am then 1.30 pm – 2.30 pm (except Bank Holidays)
 Please e-mail: [email protected] to make an appointment, other
times may be arranged by appointment
.
N.B. Please ensure that you have put your preferred site for collection of uniforms on the
form.
Collection of uniforms:
When uniform is delivered, staff will be contacted on two separate occasions to advise that
there uniform is ready for collection. Uniform not collected within 4 weeks will be put back
into stock to be re-issued unless advised otherwise. Staff will be contacted via e-mail in the
first instant (please include Email address on the form). If this is not possible the a contact
phone number with answer phone is required as a back-up contact.
Ward/department contact phone numbers are not always appropriate as messages do not
always get relayed. Staff may nominate someone to collect uniform on their behalf and the
nominated colleague will be required to sign for this. Any missing uniforms will be the
responsibility of the named staff member and any lost uniform may requirement payment.
Dartford and Gravesham NHS Trust
Page 11 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Eligibility/Conditions
All staff who works in clinical areas will be eligible for a uniform. In addition, administrative
and clerical staffs that are in regular contact with patients and the public will also be eligible.
Number of Uniforms for ALL staff
All staff are able to have one full set of uniform per day/shift they work per week. Nursing
and support staff will be able to choose a combination of dresses and tunic/trousers or polo
shirts where approved. Some nursing uniforms are also available in lightweight material,
(please refer to the uniform colour guide and lead times).
N.B. Cargo style trousers are no longer allowed for nursing and allied professional staff. Only
uniform issue trousers should be worn.
Administration and clerical staff – Female staff have a choice of 3 different styles of blouses,
2 styles of skirts (one style in different lengths) and trousers. Male staff will have navy short
sleeve shirts and navy trousers (no ties required). Administration and clerical staff working in
a clinical environment must also be bare below the elbows for infection prevention purposes.
Recycling Uniforms
In order to save costs, it is Trust policy to recycle uniform which is less than 3 years old but
is deemed to be in good condition. New staff may be issued with second hand uniforms in
good condition. This will be laundered beforehand.
Type/Description of Uniform
Uniform will be provided according to the contract specification (see poster displayed in the
Uniform Room, Level 2, DVH) and throughout the Trust. Uniforms which fall outside the
contract specification will not be ordered by the Uniform Room and must not be worn.
All uniform will be marked with a ‘Dartford & Gravesham NHS Trust’ logo. No additional
embroidery with Department names etc. will be ordered. All staff should wear a name badge
with the department they work in and there job role.
Authorisation for Uniform
Please refer to uniform supply and ordering.
Uniforms for new starters
On appointment, Human Resources will provide the new employee with a letter of
authorisation. The new employee will visit the Uniform Room to be fitted/measured. Please
refer to - Supply and Ordering of uniform for opening times and guidance etc.
Once fitted for uniform, this WILL NOT be ordered until a start date has been issued from
the Trust. It is the new member of staff’s responsibility to contact the uniform room via e-mail
[email protected] to advise them of their start date so that uniform may then be
ordered. An information sheet will be given to the new staff member with clear instruction on
the process for ordering your uniform.
When the new uniform is received the Uniform room will contact the staff member- please
refer to – Supply and Ordering of Uniforms.
Replacement uniform (wear & tear/damaged/size change uniform)
Uniform may be replaced after three years if its condition becomes worn. The Trust also
recognise that staff may require intermittently require replacement uniform for size changes.
The Uniform room will keep records on the age of all uniforms in the Trust. Staff are
responsible for requesting new uniforms after three years/size changes if the uniform is
worn/not fitting. The Uniform Room will check the uniform and if it is still in good condition
Dartford and Gravesham NHS Trust
Page 12 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
will inform the manager to check if a uniform is still to be ordered. If the issue is wear & tear,
request early to allow time for new uniform.
If uniform is damaged during the three year period, replacement may be ordered. If it is
damaged a second time then staff may be required to pay for this but it will remain the
property of the Trust. This must be authorised in the usual way. For Security reasons old
uniform must be returned in exchange for new uniform.
Replacement Uniform (change of post/grade)
Where staff are promoted or change position in the Trust, they will be entitled to new uniform
commensurate with their new post.
Authorisation for new uniform under these circumstances will be on completion of an
authorisation form (on Adagio).
Again for security reasons, staff are required to return old uniform in exchange for their new
uniform.
If the new uniform is unsuitable for any reason, it must be returned to the Uniform room
unworn and unwashed within one week.
Maternity Uniform
Staff requiring maternity uniform should present an authorised form to the Uniform room as
soon as possible to obtain maternity uniform. Maternity uniform will be provided according to
grade as long as sufficient notice is given (6 weeks).
Maternity uniform must be returned to the Uniform room at the time the staff member goes
on leave - please refer to the return of your uniform as below.
Return of uniform (cessation of employment)
Staff are responsible for returning uniform to the Uniform room on their last working day.
Staff will ensure that they give their name and receive a receipt for this- otherwise charges
may be incurred. This should also include any damaged uniform.
If a member of staff leaves and the Uniform Room is not open i.e. over a weekend etc. the
uniform should be returned to the senior manager on duty at the time and they should give
the staff member a receipt (available on Adagio) they need to ensure that the uniform will be
returned to the Uniform Room with the member of staffs name so that the records can be up
dated accordingly, failure to do this could result in staff being chased for the return of this
and potentially being charge. This will also include Maternity Uniforms.
12. Equality Impact Assessment
The Trust aims to design and implement services, policies and measures that meet the
diverse needs of our service, population and workforce, ensuring that none are placed at a
disadvantage over others.
In order to meet these requirements, a single equality impact assessment is used to assess
all its policies/guidelines and practices. This policy was found to be compliant with this
philosophy.
Dartford and Gravesham NHS Trust
Page 13 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
13. Monitoring Compliance with this Procedural document
All managers and professional heads (including consultant medical and surgical staff) within
the Trust are responsible for ensuring compliance with this policy and are responsible for
taking reasonable appropriate action when the policy is breached.
What will be
monitored
How/Method
Frequency
Lead
Reporting to
Dress code
Observational
audit
Weekly
Ward
Matrix/minuted
departmental
meetings
Infection
Control
Board
Reports
Monthly
Ward
sisters/
charge
nurses/
Department
al
managers/H
eads
of
service
Infection
Control
Department
Trust Board
Deficiencies / gaps
recommendations
and actions
Discuss with staff
member – escalate if
necessary.
Reports
reviewed
and presented to the
appropriate
departmental
meeting.
Implementation of any
required change
Reports
reviewed
and presented to the
appropriate
departmental
meetings.
Audit data can on
request be provided
to outside agencies
such as the PCT,
SHA and DoH.
Actions
to
be
implemented by Ward
sisters/charge nurses
Required actions to be
implemented by Ward
sisters/charge
nurses/managers
within a specific time
frame
14. Associated Documents/Further Reading
This Policy should be read in accordance with the following Trust document.
 Infection Control Manual 2009
15. References
Uniforms and work wear: Guidance on uniform and work wear policies for NHS employers
2010 Department of Health.
Uniforms and work wear: An evidence base for developing local policy. 2007, Department of
Health.
Dartford and Gravesham NHS Trust
Page 14 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Appendix 1
Religion in relation to staff dress code
Hindi staff
See advice regarding bracelets above (infection control section).
Christian staff
See advice under Section 7 regarding badges and necklaces. If staff members in clinical
areas wish to wear a Christian cross, a small and discreet lapel badge may be worn, or a
necklace (the necklace should be kept under the uniform for the reasons described in the
main policy).
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 this and other concerns, the MSCP convened a group including Islamic
scholars, chaplains and multi-faith representatives as well as Department of health policymakers and experts in infection prevention. Based on these discussions, the MSCP
prepared the below list of recommendations, which this Trust has chosen to adopt, to ensure
that this dress code policy is sensitive to the obligations of Muslims and other faith groups
whilst maintaining standards of hygiene.

Uniforms may include provision for full length sleeves that can be full length when staff
are not engaged in direct patient care, or have three quarter 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-washing and direct patient
care.

Disposable over-sleeves, elasticated at the elbow and wrist, may be used but must be
put on and discarded in exactly the same was as disposable gloves ( a small amount of
over-sleeves are stocked by infection control and should be reordered on Integra). Strict
procedures for washing hands and wrists must still be observed.

The wearing of full or partial face veil (sometimes known as a 'Niqab') is not acceptable
when in face to face clinical contact with patients, i.e. on wards and other clinical areas
including outpatient clinics. Wearing a face veil is not religious but cultural. This can
detract from open communication with patients. (For more information see advice from
the Health Education England).

Use of hand disinfection gels containing synthetic alcohol does not fall within the Muslim
prohibition against natural alcohol. The hand gel used within this Trust contains synthetic
alcohol and therefore is suitable for use.
Other religious or belief systems
The information in this appendix is not exhaustive and we acknowledge that there may well
be other considerations on religion and belief. If such a situation arises, please discuss the
issue with your line manager in the first instance.
Cited: Uniforms and work wear: Guidance on uniform and work wear policies for NHS
employers 2010 Department of Health.
Dartford and Gravesham NHS Trust
Page 15 of 16
Title: Dress Code & Uniform Policy
Ref: PRS047 (v7)
Date: December 2016
Status: Ratified
Equality Impact Assessment Tool for this Policy
To be completed and attached to any procedural document when submitted to the
appropriate committee for consideration and approval
Policy Name: Dress Code and Uniform Policy
Name of Assessors:
Yes/No/P
ossible
1.
Comments (Positive/Negative)
Does the policy/guidance affect one group
less or more favourably than another on the
basis of:
No
Race
Religion or belief
Possible
The Trust have chosen to adopt
a dress code policy which is
sensitive to the obligation of
Muslims and other faith groups
whilst
maintaining
other
standard of hygiene.
Disability – learning disabilities,
physical disability, sensory impairment and
mental health problems
No
Gender
No
Sexual Orientation
No
Age
No
Marriage / Civil Partnership
No
Pregnancy
2. Is there any evidence that some groups
No
are affected differently?
you
have
identified
potential No
3. If
discrimination, are any exceptions valid,
legal and/or justifiable?
4. Is the impact of the policy/guidance
No
likely to be negative?
5. If so can the impact be avoided?
No
6. What alternatives are there to achieving
No
the policy/guidance without the impact?
7. Can we reduce the impact by taking
No
different action?
If you have identified a potential discriminatory impact of this procedural document, please
refer it to the PPI Manager, together with any suggestions as to the action required to
avoid/reduce this impact.
Dartford and Gravesham NHS Trust
Page 16 of 16