Code on Dress and Appearance - Merseyside Police · This Code applies to all police officers, special constables, police staff, agency workers and volunteers. A copy of the Code is

Code on Dress and Appearance

Publication Scheme Y/N Can be published on Force Website

Department of Origin HR

Policy Holder Head of HR

Author Head of Employee Relations

Related Information ACPO Guidance on Gender Reassignment Fairness at Work (Grievance) Policy Misconduct Regulations for Police Officers Discipline Policy for Police Staff

Date Approved at SMB 29.8.18

This Version V 3.7 - 29/08/2018

Date of Next Review August 2020

August 2018

OFFICIAL

http://iforce/DocumentCentre/PublishedPolicies/Fairness%20at%20Work%20Policy.doc

http://iforce/DocumentCentre/PublishedPolicies/Fairness%20at%20Work%20Policy.doc

http://www.legislation.gov.uk/uksi/2004/643/contents/made

http://www.legislation.gov.uk/uksi/2004/643/contents/made

http://iforce/DocumentCentre/PublishedPolicies/Discipline%20Policy.doc

Dress & Appearance OFFICIAL HR Employee Relations

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Status: V 3.7 1 Last Update: 29/08/2018

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Policy - Code

Statement

Merseyside Police has a responsibility to set standards of dress and appearance which contribute to the health and safety of its Officers and Staff and to the professional image of the Force, which in turn contributes to public confidence in the police service.

It is the responsibility of managers and supervisors to uphold the principles of this Code by the issue of orders, instructions and guidance, the setting of an example and, where necessary, by challenging individual officers and staff who fail to achieve or maintain the appropriate standards.

Aims

The overall aim is to set the expected standards of dress and appearance for all Police Officers, Police Staff, Special Constables and Volunteer Cadets and non-uniformed Police Officers, Staff, Agency Workers and Volunteers.

Objectives

Specific objectives are to:

a) Provide a professional image of the Force b) Instil public confidence in the police service and promote a visible and uniform

“One Team” approach c) Maintain consistency by making everyone aware of what is / is not acceptable

when at work d) ‘Just Think’ what impression you are providing to members of the public we

serve. e) Ensure that a suitable standard of uniform and personal protective Equipment is

identified, issued and worn, thus preventing injury to officers and staff.

Application and Scope This Code applies to all police officers, special constables, police staff, agency workers and volunteers. A copy of the Code is accessible on the Force intranet. Consideration has been given to the compatibility of this Code and related procedures with the Human Rights Act, Health & Safety and Equality Legislation. It satisfies the legal basis of its precepts; the legitimacy of its aims; the justification and proportionality of the actions intended by it; that it is the least intrusive and damaging option necessary to achieve the aims; and it defines the need to document the relevant decision making processes and outcomes of action.


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Outcomes Expected outcomes are:

a) Well presented Officers, Staff and Volunteers b) Compliance with the Equality Act 2010. c) Reduction in injury to officers and staff as a result of suitable personal protective

equipment and uniform being issued and worn. d) Less challenge regarding grievances and a decrease in Employment Tribunal

claims


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Procedure

Version History

03/01/2013

V 3.2 – Minor amendments made to reflect submissions to ‘Ask the Chief’ and provide more clarity on certain aspects.

28/02/2014 V 3.3 – Refreshed to new organisational structure, titles etc.,

03/09/2015

V 3.4 – Refreshed to new organisational structure, titles etc.

23/11/2015

V 3.5 – Paragraphs 2.20 to 2.20.7 redrafted/inserted to provide more clarity and approved by DCC.

13/10/2016

V 3.6 – Section 2.17 amended to provide more clarity.

Aug 2018 V.3.7 Changes made to include pictorial representation of uniform. Additional minor changes reflect feedback during review process to ensure language is non-gender specific


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Contents General Principles

Health & Safety Legislation and Hygiene Regulations Equality Legislation More Generally

Staff in Uniform (Police Officers, Special Constables, Volunteer Cadets and Police Staff)

Uniform Uniformity Shirts & Ties High Visibility Clothing Uniform Identification Numerals and Insignia Uniformed Officers in Specialist Branches and Posts Headwear Footwear Scarves Gloves Sunglasses Wrist watch Jewellery Hair Facial Hair Cosmetics Tattoos Maternity Wearing of uniform at Events – Extraneous to normal duty

Wearing of uniform at Court

Officers and Staff in Non-Uniform Roles

Clothing Wrist watch

Jewellery Name Badges/Symbols Exclusions


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1. General Principles

1.1 It is essential, at all times, to present a professional and dignified image for the Force that will enhance public confidence. It is the responsibility of all officers, staff and members of the extended police family to adopt a standard of dress and appearance that contributes to the professional image and dignity of Merseyside Police.

1.2 It is the responsibility of managers and supervisors to set and enforce standards

of dress and appearance that meet those objectives. 1.3 It is recognised that Police Officers, Police Staff and the extended police family

work in a wide variety of circumstances, and that different clothing will be appropriate to different circumstances. With limited exceptions, for example for authenticity in covert operations, the same underlying principles may be applied to all circumstances.

1.4 In setting and maintaining standards of dress and appearance, managers,

supervisors, officers and members of staff must have regard for the following. 1.5 Health & Safety Legislation and Hygiene Regulations

1.5.1 Compliance with Health and Safety Legislation requires a risk assessment of any work activity. Unless risks can be adequately controlled by other means, employers must provide suitable Personal Protective Equipment to Staff who may be exposed to such risks. Police Officers and Police Staff are required to wear Personal Protection Equipment (PPE) identified as essential by the risk assessment process.

1.6 Equality Legislation 1.6.1 This Code has compliance with the Equality Act 2010 and the protected

characteristics, age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief and sexual orientation.

1.6.2 Compliance with Equality Legislation does not require identical appearance for all Officers and Staff, neither does it require complete freedom of Officers and Staff to dress as they please. The following matters should be considered:

a) Different modes of dress may be adopted according to gender where this is

accepted in society. However, the requirements should not be significantly more demanding on one gender than the other. Guidance on the variation in dress during maternity should be followed.

b) Police Officers and Police Staff may have religious beliefs, customs and

practices that require them to dress or adopt an appearance in a certain way. Managers should ensure that these observances are accommodated wherever practicable.


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c) Wherever practicable, flexibility will be adopted where a Police Officer or Police Staff is either considering transitioning or undergoing the process of transitioning in order to accommodate the process or for officers who identify as non-binary. The Force policies on Diversity, Transgender and NPCC Guidance on Gender Reassignment should be followed.

d) Variation in dress standards will be permitted where this is a reasonable

adjustment under the Equality Act. Consideration will also be given in cases where an allergic reaction condition is supported by medical evidence.

e) Where consideration of a variation in a standard of dress or appearance

may be needed the matter must be discussed directly and discretely with the individual concerned. Where a variation in a general standard of dress is determined by a manager or supervisor, the variation and the reason for it should be recorded in writing and placed on the personal file.

1.7 More Generally 1.7.1 Except where there is a genuine business need, for example in respect of

authenticity in covert operations, the presentation of a professional and dignified image of the Force will be of importance at all times. This will be achieved by the following:

a) The wearing of uniform as authorised and as officially issued by the Force

as highlighted in Appendix 1 ( Dress Uniform, Working Dress, Office Dress) and Appendix 2 (Public Order Dress Codes)

b) The adoption of common standards of uniform by all those on duty at

specific events where appropriate. For a specific event, the operational order should specify the mode of dress;

c) The meeting of the expectations of the community; the organisation and the

individual in that order; d) The avoidance of giving offence to any member of the public; e) The adoption of high standards by Police Officers and Police Staff whose

contact is solely or primarily with other Officers and Staff of Merseyside police.

1.7.2 Any breach of the standards set out in this Code will be dealt with by the normal

range of management actions, including the use of disciplinary / misconduct processes where appropriate.

1.7.3 Any Police Officer or Police Staff who wish to raise concerns about the enforcement of the standards set out in this Code should discuss the matter with their supervisor in the first instance. If they are not satisfied with the outcome of such a discussion they may use the Fairness at Work (Grievance) Policy &


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Procedure. Guidance may be sought from the H.R. Helpdesk, Staff Association, Staff Support Network and Trade Unions.

1.7.4 There are no separate recording arrangements for managerial decisions made in

accordance with the guidance issued under this Policy. However, decisions in respect of planned events will be recorded in Operational Orders. Decisions regarding the enforcement of dress requirements in respect of individuals will be the subject of pocket notebook or diary entries in the first instance and recorded in accordance with the appropriate managerial process thereafter.

1.7.5 The Code will be subject to review every two years. Such review will include

consultation with the representatives of staff affected by the policy.

2. Staff in Uniform (Police Officers, Special Constables, Volunteer Cadets and Police Staff)

2.1 Uniform

2.1.1 Uniform must be worn as authorised and as officially issued by the Force. 2.1.2 Care must be taken of all uniform and equipment and any article that is lost or

damaged must be reported immediately.

2.2 Uniformity

2.2.1 Managers may require the adoption of common standards of uniform by all those on duty at specific events where appropriate. For a specific event, the operational order should specify the mode of dress. However, it will not normally be appropriate to impose discomfort on individuals for the sake of uniformity, for example by requiring Officers crewing a vehicle to be dressed the same.

2.3 Shirts & Ties

2.3.1 Shirts are to be clean, pressed and shoulder epaulettes with badges of rank worn. Ties will be worn at all times when in the public eye except as set out below.

2.3.2 A long sleeve shirt may not be worn with an open neck at any time (apart from

prescribed refreshment breaks). 2.3.3 An open neck shirt may be worn with a short sleeved shirt only, referred to as

short sleeve order. Short sleeve order will only be appropriate in hot weather with the permission of the Force Duty Officer. Where this permission is given all officers wearing short sleeved shirts will adopt short sleeve order until the permission is rescinded. The only over garments suitable for wearing with short sleeve order shall be body armour and lightweight Hi-Visibility jackets. Only the collar button of the shirt must be unfastened.


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2.4 High Visibility Clothing

2.4.1 High visibility clothing must be worn in accordance with Police Health and Safety Regulations 1999.

2.5 Uniform Identification Numerals and Insignia

2.5.1 Numerals or insignia/epaulettes of rank or post, must be worn and visible at all times. Epaulettes indicating the function/role that the wearer is performing must be displayed.

2.5.2 Acting and Temporary Ranks – Insignia. All officers, whether performing acting

duties or temporarily promoted, shall ensure they wear the correct uniform and insignia throughout the relevant period.

2.6 Uniformed Officers in Specialist Branches and Posts

2.6.1 Uniformed Officers employed in specialist posts or branches will only use officially issued or authorised items of equipment. Where an item of specialist uniform or clothing is issued to enable an Officer to undertake a specific task, it will only be worn when the Officer is carrying out that task. At other times, Officers will wear standard items of uniform. Within Matrix Uniformed Services, there are many specialist roles, each requiring certain functions to be carried out. It is the responsibility of the Operational Commander to clearly stipulate what the appropriate dress code and standards should be for all those working within that Unit.

2.7 Headwear

2.7.1 Uniformed officers and staff issued with headwear will ensure this is worn at all times when performing outside duty. Police Officers and Police Staff will wear authorised headwear. Headwear other than standard issue may be considered on religious or cultural grounds. Any alternative headwear will not cover the face. Officers in police vehicles may remove their headwear if they wish but headwear should be replaced at all times when leaving the police vehicle, e.g. hats/caps should not be placed on the rear parcel shelf of police cars. Common sense will apply when someone is in the immediate pursuit of an offender. The wearing of safety headwear will be dictated by risk assessment.

2.8 Footwear

2.8.1 Shoes/boots must be black leather / faux leather and plain in design. . Training shoe style shoes or boots are not permitted. Shoes or boots must have a low heel and be appropriate for the workplace. Shoes and boots must have sufficient grip and shall be replaced when the grip has worn away. Safety shoes or boots are required by risk assessments covering public order, search and on certain work sites. PSU boots and any other footwear provided by Merseyside Police for use in a specialist role will not be worn on general patrol duties.


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2.8.2 Shoes or boots should be clean and polished. It is recognised that during

operational deployment, shoes or boots may become dirty, however efforts to clean footwear should be taken, where possible.

2.8.3 Officers opting to wear a skirt may do so in a non-confrontational role only. Skirts

will not be worn for uniformed operational deployments by officers or staff. Officers opting to wear a skirt may wear plain black leather / faux leather court shoes with a low heel.

2.8.4 Officers opting to wear a skirt must wear black hosiery. 2.8.5 Socks must be plain black or navy blue. 2.9 Scarves

2.9.1 Scarves are not part of the Merseyside Police uniform. They are potentially dangerous and must not be worn. An exception may be for motorcyclists only on the specific authorisation of a manager after a risk assessment. An exception will be made for Officers and Staff on religious grounds.

2.10 Gloves

2.10.1 Where gloves are issued, these must be worn in accordance with rank/role/function or as directed. Gloves will not normally be worn when performing duties in shirtsleeve order unless directed following a risk assessment (e.g. for health and safety, slash resistant gloves or rapid entry). Specialist gloves should be worn as intended for their purpose.

2.11 Sunglasses

2.11.1 Police drivers may wear sunglasses when driving in conditions of bright sunlight. The frame type must be plain and appropriate for police duty. Mirrored or very dark lenses are not appropriate. Sunglasses must always be removed when speaking to or dealing with a member of the public. Merseyside Police will accept no liability for any damage to or loss of sunglasses. Sunglasses may not be worn by Officers or Staff other than when driving or as an observer, unless on prescription with the written recommendation of a medical practitioner or optician.

2.12 Wrist Watches

2.12.1 Officers and Staff are made aware that claims for damage to a wrist watch, no matter how expensive the watch is, will only be supported on presentation of the damaged watch and/or a receipt up to a maximum of £50.


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2.13 Jewellery

2.13.1 Jewellery including neck chains, rings and bracelets may increase the risk of injury, particularly to operational officers and staff and therefore should not be worn whilst on operational duty. Wedding and relationship rings are permitted however if they have sharp edges or projections such as, set stones, they should be covered and made safe or removed.

2.13.2 Female Police Officers and Police Staff in uniform are allowed to wear stud earrings whilst at work but this is limited to only one piece in each earlobe only. The wearing of stud earrings by male Police Officers and Police Staff in uniform is not permitted.

2.13.3. No item(s) of jewellery can be worn on any part of the face or tongue or any part

of the ear, aside from the lobe. No other visible body piercings are permitted. An exception may be made on religious grounds.

2.13.4 Operational Officers - Bracelets around the wrist or ankles and necklaces must not be worn whilst at work. Exceptions may be made on religious grounds. Rings on fingers can be worn and where they have any sharp edges or projections such as set stones, if it is considered a risk or likely to cause a potential hazard, they should be covered and made safe or removed.

2.13.5 No liability will be accepted by Merseyside Police for any damage to or loss of

any type of jewellery that is brought into the workplace 2.14 Hair

2.14.1 Hair of all uniformed officers and staff must be neat, not allowed to cover the ears or eyes and, unless on identifiable religious or cultural grounds, worn above the collar. Long hair including ponytails is a potential safety (e.g. the risk of assault) and health hazard (e.g. working in filthy or verminous conditions) and loose long hair is not acceptable for any officers and staff. Long hair must be neatly and securely fastened up and worn behind the head in a bun, in such a fashion so that headgear can be worn: this is applicable to all uniformed officers and staff regardless of role. Hair clips, ties and accessories must be dark or natural in colour and should not detract from a professional appearance. Hair dyes used by all officers and staff should be of a natural hair colour. Wigs and hair pieces will also be of a natural hair colour.

2.14.2 Shapes, motifs, patterns or extreme styles that may cause ridicule, provoke

hostility or detract from a professional image, are not acceptable. Hair dyes used should be of a colour appropriate to the work environment.

2.15 Facial Hair

2.15.1 Facial hair (beards and moustaches) should be established at a time that minimises the period when an unprofessional image is presented (Officers and Staff should be mindful that photographs on warrant or ID cards must reflect


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current appearance). Facial hair should also be above the collar. Facial hair must not mask the outline of the face. Exceptions can be made on cultural and /or religious grounds.

2.15.2 There are certain medical conditions that can affect facial hair to individuals of

certain racial group. This may give the impression of an unshaven face because the individual has not bothered to shave. Managers/ supervisors must take account of such circumstances and seek an explanation.

2.16 Cosmetics

2.16.1 Makeup should be of a colour and type that is appropriate to the work environment. It should compliment the uniform and not detract from a professional business image. There may be occasions when officers suffer from skin conditions that may require a deeper cover of make up. In these circumstances they should discuss with their Line Manager/Supervisor. Nail Varnish must be natural in colour and not detract from the professional business image that the force projects to members of the public.

2.17 Tattoos, Inking, Scarification (collectively referred to as Body Art)

2.17.1 Body Art becomes relevant if it could cause offence and/or invite provocation from members of the public or colleagues. All of this section is applicable to both uniformed and non-uniformed police and staff. Exceptions may be made on cultural / religious grounds

2.17.2 Officers and Staff must have a general appearance which is in keeping with the Code of Conduct for Police Officers and which ensures the dignity of the Office of Constable. All Staff must demonstrate that they are sensitive to the impression they will make on those with whom they come into contact. Body Art must be of a nature, which does not bring discredit to the police service.

2.17.3 Body Art must not be of a nature, which may bring discredit to the police service either ‘on’ or ‘off’ duty. Any officer or staff must have any visible body art covered at all times when on duty in uniform or they are representing the Force in any forum. Supervisors are reminded to ensure that this policy is adhered to and long sleeved shirts must be worn: plasters, tubigrip or camouflage makeup used by those staff to whom it is relevant.

2.17.4 Any officer or staff seeking to have Body Art must ensure they can comply with this policy in terms of position and content. It must be capable of being covered appropriately and must not be discriminatory in anyway, lewd, crude, violent in nature, or show allegiance to any unacceptable organisations. Body Art on the face or neck are unacceptable.

2.18 Maternity

2.18.1 Officers and Staff, who are pregnant, can at any time during their pregnancy, dress in maternity wear (plain clothes) or maternity smock in order to meet their own personal needs. The time to make the transition from formal wear to maternity is left to the discretion of the individual concerned.


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2.19 Wearing of Police Uniform at Events - Extraneous to Normal Duty

2.19.1 The Force recognises that serving police officers will on occasions, wish to attend events that are not part of their normal duty whilst wearing police uniform. Such occasions may arise as a result of an officer wishing to attend a function or event outside of force, in their capacity as a serving Merseyside Police Officer. Officers may not attend any function or event, which is not part of their normal duty requirements, whilst in uniform, unless permission has been requested and granted. The only exception to this will be for attendance at the funeral of a colleague.

2.19.2 Officers who wish to attend any event in accordance with the terms of this policy,

must submit a request on Form 104 to their Strand lead/ Head of Department. This request should outline in full the reason for the request and the nature of the event, with confirmation that the requirements of Health and Safety legislation will not be compromised.

2.19.3 In attending any event outside of the Merseyside Force Area, the force

responsible for policing the area in which the event is held, must have confirmed their agreement for attendance in uniform, in writing. The Strand lead/Head of Department will indicate whether or not they support the attendance and forward the report to the Chief Constable’s office for approval.

2.19.4 The Force will consider any application to wear police uniform in such circumstances, on its merits and subject to the principles outlined within this policy. The Chief Constable or Deputy Chief Constable must grant approval.

2.19.5 When making such requests, officers must be aware that if approved, they will be regarded as being on duty and representing Merseyside Police in an official capacity. Whilst in attendance at the event, any policing incidents which are witnessed or brought to their attention must be dealt with in an appropriate manner.

2.19.6 In all cases when approval is granted, full uniform must be worn, appropriate to the event and the prevailing weather conditions, in order that the dignity of the uniform is maintained at all times.

2.20 Wearing of Police Uniform at Court and Misconduct Hearings

2.20.1 Police officers appearing at civil or criminal courts as a witness, in cases which are connected to their operational duties, should dress in accordance with their role. Uniform officers must attend in ‘dress uniform’ consisting of tunic and matching trousers when attending Crown Court, Civil Court or Employment Tribunals. Those officers who are not in a uniform role must wear smart ‘business attire’ as described in paragraph 3.1.

2.20.2 Police officers appearing at civil or criminal courts as a witness, in relation to issues not connected to their operational duties should seek advice from the officer in the case as to the appropriate mode of dress for attending court.

2.20.3 Police officers appearing Misconduct Hearings should dress in accordance with their role. Uniform officers must attend in ‘dress uniform’ consisting of tunic and


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matching trousers. Those officers who are not in a uniform role must wear smart ‘business attire’ as described in paragraph 3.1.

2.20.4 Police Officers and Staff should be aware that when arriving at court or other premises the media maybe in attendance and as such consideration must be given to the mode of dress when approaching the court or other premises. If possible full dress uniform is to be worn en route to the entrance of the court or other building. If officers are not able to enter by another entrance and it is not appropriate to wear full uniform officers can consider an appropriate outer garment which projects the correct image for the Force.

2.20.5 There may be occasions when an officer is required to dress in business attire for a specific event, operation or court appearance. If the officer does not possess such clothing consideration may be given to hiring such attire, at no cost to the officer concerned. Prior approval must be sought from the relevant Chief Officer before making such arrangements.

2.20.6 Police officers appearing at civil or criminal courts as a defendant, in relation to issues not connected to their operational role, should not under any circumstances wear police uniform.

2.20.7 An officer facing a civil criminal court, as defendant, in relation to an operational issue should seek approval from the Detective Chief Superintendent, Professional Standards Department, or by a Chief Officer as appropriate. This will be considered on a case by case basis.

2.20.8 Medals

Uniformed officers may wear medals and ribbon brooch bars on tunics for special events. Position medal ribbons just above the left breast of the tunic below the level of the collar bone, in order of importance from right to left, i.e., the Queen’s Golden Jubilee medal first, followed by the Diamond Jubilee and then the Police Long Service and Good Conduct medal. The General Service Medal and other military medals should precede the jubilee medals. Police medals of any description issued/awarded should be retained by officers whilst in service to ensure compliance with any force requirement to wear medals at relevant events and occasions. For that reason, officers will not sell police

medals or otherwise dispose of them while in service.

3. Officers and Staff in Non-Uniform Roles

3.1 Clothing

3.1.1 Clothing should be suitable for the role of the individual and the workplace concerned. Operational officers in non-uniform roles should wear clothing which will allow them to be able to deal with any situation where use of force is justified ensuring they can perform their duty as a warranted police officer. This includes having the appropriate personal and protective equipment at hand in order to fulfil their duty if required. Standards of dress should assist in bringing an appropriate degree of formality to the workplace. A professional image is


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important when dealing with colleagues and internal customers as well as the public. For example:

a) Training shoes or similar footwear are not acceptable. Safety footwear may be required by risk assessment.

b) Formal or tailored trousers may be worn. Jeans, shorts, tracksuit bottoms or similar, irrespective of colour, are not acceptable.

c) Business suits are acceptable. These are the preferred style of dress whenever staff are representing the Force at events.

3.2 Wrist watch

3.2.1 Officers and Staff are made aware that claims for damage to a wrist watch, no matter how expensive the watch is, will only be supported on presentation of the damaged watch and/or a receipt up to a maximum of £50.

3.3 Jewellery

3.3.1 Jewellery may be worn but this must be appropriate to the workplace. A common sense approach to what is acceptable should be adopted without the need for being prescriptive. Jewellery that is likely to increase the risk of injury or ill-health (e.g. near moving machinery) must be covered or removed.

3.4 Hair

3.4.1 Hair must be neat. Shapes, motifs, patterns or extreme styles that may cause ridicule, provoke hostility or detract from a professional image, are not acceptable. Hair dyes used should be of a colour appropriate to the work environment.

3.5 Name Badges/Symbols

3.5.1 Non-Uniformed personnel are required to wear corporate name badges/symbols/motif, which have been approved in the corporate style or their identity card when on duty in police premises.

3.6 Exclusions 3.6.1 Officers and members of staff who are engaged on surveillance, covert

operations or plain clothes operations are excluded from the above provisions. However clothing must be suitable and safe for the proposed task at all time. The Police (Health and Safety) Regulations 1999 extended the Personal Protective Equipment (PPE) Regulations to the police service, which has to provide suitable PPE (unless there are strong good operational reasons not to) and comply with the provisions set out in the regulations.


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APPENDIX 1


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APPENDIX 2 Public Order Dress Codes


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Code on Dress and Appearance - Merseyside Police · This Code applies to all police officers, special constables, police staff, agency workers and volunteers. A copy of the Code is

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