Appendix 1

New Zealand Prison Services

Uniform Standards

Policy and Procedures Manual

Table of Contents

1.0	Introduction………………………………………………………………	3
2.0	Purpose…………………………………………………………………	3
3.0	Uniform Committee……………………………………………………..	3-4
4.0	Ownership of the Uniform……………………………………………...	4
5.0	Personal Appearance, Grooming and Hygiene……………………..	4-8
6.0	Initial allocation of the uniform………………………………………...	8
7.0	Replacement of the uniform …………………………………………..	9
8.0	Alternatives due to Allergies…………………………………………..	9
9.0	Uniform guidelines……………………………………………………... (How and when the General duty uniform is worn)	10
10.0	Uniform Maintenance…………………………………………………..	11
11.0	Uniform Disposal………………………………………………………..	11
12.0	Lost or stole uniform Items…………………………………………….	11-12
13.0	Causal Employees……………………………………………………	12
14.0	Maternity uniform items………………………………………………..	12
15.0	Religious Affiliation……………………………………………………..	12-14
16.0	Name Badges…………………………………………………………...	14
17.0	ID Display………………………………………………………………..	14
18.0	Rank Insignia…………………………………………………………...	14-15
19.0	Service Medals………………………………………………………….	15
20.0	Social Team Wear………………………………………………………	16
21.0	Feedback and Comments……………………………………………..	16

Appendices:

22.0

Appendix 1. Prison Services Uniform Specifications……………….

17

Forms:

23.0	Uniform Standards Form 1 - Uniform Order Form …………………	18
24.0	Uniform Standards Form 2 - Uniform Return/Replacement Form...	19
25.0	Uniform Standards Form 3 - Uniform Loss/Stolen Report………....	20

1.0 Introduction

1.1 The custodial uniform is essential in identifying who we are and what we represent as an organisation. A high standard of dress uniform helps to create an environment in which Prison Services (PS) can develop and maintain a professional image that also provides a visual symbol for the Department of Corrections (the Department).

1.2 The PS uniform consists of any item of apparel that departmental employees are required to wear as part of the Department’s uniform issue. This includes safety clothing, footwear and any ‘accessory’ that contains any printed or embroidered reference to the Department in either words or logo.

1.3 From time to time, PS may decide to amend all or part of the current uniform. When this occurs, staff will be issued with replacement items and it will no longer be permissible to wear the items that have been superseded.

1.4 The uniform is to be worn in accordance with the Department’s Uniform Standards Policy and Procedures Manual. Only uniform items approved by the Uniform Committee that appear in the Uniform Specifications (Appendix 1) are to be worn by PS uniformed staff during the course of their duties.

2.0 Purpose

2.1 The purpose of the Uniform Standards Policy and Procedure Manual is to provide the requirements expected of staff for maintaining a professional image as an employee of the Department of Corrections (Prison Services).

3.0 Uniform Committee

3.1 The Uniform Committee will comprise of the following groups;

· Service Support Business Management Group (SSBMG)

· 2 Representatives from the Corrections Association of New Zealand (CANZ); and

· 2 Representatives from the Public Service Association (PSA)

3.2 The Uniform Committee will be responsible for the following;

· consider and take appropriate action on issues raised by staff and management.

· provide clarification and guidance on the Uniform Standards Policy and Procedure Manual

· amend the Uniform Standards Policy and Procedure if required; and

· address any other issues relevant to the Uniform Standards.

3.3 All proposed changes to the uniform will first be considered by the Uniform Committee, in consultation with staff, management and Union representatives as appropriate before final approval is given. The Uniform Committee may elect to refer decisions regarding the Uniform Standards Policy and Procedure Manual to the Prison Senior Management Team (PSMT) where appropriate.

3.4 All Managers and senior ranking officers (Principal Corrections Officers) are responsible for ensuring that their staff comply with the policies and procedures as outlined in this document.

3.5 Any questions regarding uniform items or the Uniform Standards policy must be sent to your line manager to resolve in the first instance. If required, the Manager can forward it to the following: uniform.standards@corrections.govt.nz.

3.6 The Uniform Committee will discuss any issues in relation to the Uniform or the Uniform Standards Policy and Procedure Manual on a quarterly basis, unless there is a need to address the issue as soon as practicable.

4.0 Ownership of the Uniform

4.1 All items of uniform clothing and personal protective equipment are the property of PS. All items of clothing issued to PS employees are to be returned when an individual leaves the Department, or is no longer responsible for custodial duties that require the use of a PS uniform.

5.0 Personal Appearance, Grooming and Hygiene

UNIFORMED STAFF

5.1 The uniform is an integral part of PS and is the visual symbol of the Department. Uniform standards and general deportment are the cornerstones of role modelling, and staff members' appearance is the first impression created for visitors to a prison. Professional conduct starts with appearance.

5.2 All uniformed staff are required to maintain a high standard of appearance at all times whilst on duty. The underlying principle is that all clothes should be neat, clean, and of serviceable standard when worn.

· Uniformed staff members are to wear the uniform as issued by Prison Services.

· Staff members are expected to keep their general appearance tidy including a high standard of personal grooming and hygiene.

· All staff members are to present at work in clean, pressed and properly fitting clothing.

· Uniforms are to be clean and in a state of good repair (e.g. not ripped, missing buttons etc).

· The correct uniform and presentation standards are to be adhered to when travelling to and from prison (i.e. when travelling to and from work in uniform).

· Where staff members undertake training, and are not required to wear their uniform, the dress standard is the same as non-uniformed staff. The only exception to this is when there are specific clothing requirements for the training being undertaken, and attendees will be notified of this requirement.

· All managers are expected to monitor the uniform standards of their staff members.

HAIR

5.3 Hairstyle is a matter of personal choice, However, hair must be clean, neatly styled and well groomed at all times and is to be worn as follows;

· Hair must be off the face; it should not cover the eyes.

· In general, extreme unnatural coloured hair (e.g. green, blue, purple etc) and extreme hairstyles are not permitted.

· Hair over-hanging the collar must be kept neat and tied up in such a manner as not to cover the face, eyes, or create a risk to officer safety; and

· Hair ribbons, barrettes and other means of keeping hair in place must be discreet, complement the uniform, and not pose any health or safety risks.

FACIAL HAIR

· It is expected that officers shall be cleanly shaven when reporting for duty. Where moustaches and/or beards are worn they shall be neatly trimmed.

· Where a staff member wishes to grow facial hair, it is expected that this will be started during a period where they have two consecutive (or more) days off duty. Areas around the new growth are expected to be clean shaven when the staff member appears for duty.

COSMETICS AND NAILS

· Cosmetics are to appear natural and not be applied excessively.

· Fingernails are to be kept neat and tidy.

· To avoid injury, staff members must ensure their fingernails are kept clean and are no longer than the "netball standard" (when viewed from the palm side of the hand, fingernails should not be able to be seen above the finger tip).

· Nail polish is to be in natural tones or in the colour range from pink to red.

JEWELLERY

5.4 For professional, safety and security reasons, the only jewellery permitted is.

· one pair of plain stud or sleeper earrings and low profile rings.

· Medic Alert type necklaces/bracelets may be worn.

· Chains, necklaces and bracelets are only worn by employees for whom the particular item has a recognised religious connotation. However, they must be worn under the uniform so that it is not visible.

5.5 Visible body piercings in areas such as the lip, tongue, nose or eyebrow, are not permitted. Uniformed personnel will be required to remove their piercing jewellery during their working hours.

SUNGLASSES

5.6 Sunglasses may not be worn indoors, or when speaking to another person (except where these are sun-sensitive prescription glasses).

NON-UNIFORMED STAFF

5.7 Non-uniformed staff members includes all persons employed by the Department that are not required to wear a custodial uniform. This would include but not limited to PS National Office staff, PS Regional and Site Management staff, PS Administrative staff and PS Health staff.

5.8 Non-uniformed staff members are expected to present themselves in accordance with PS expectations around maintaining professional standards. While on duty, non-uniformed staff represent PS and therefore are integral to creating a level of professionalism that the Service expects. Managers, either direct line or within the region, are role models for their staff members.

5.9 In general, non-uniformed staff members and guests visiting Prison Services on official business need to consider their standard of attire so as not to draw unwanted attention from prisoners in particular. Therefore, staff and visitors need to have an awareness of the environment, especially within prison. This would include but not limited to an awareness of colour, in relation to gang affiliation, style in terms of modest clothing, or inappropriate writing or pictures on the clothing so as not to attract unnecessary attention.

5.10 With the exception of any approved variations for approved casual work days, the following standards also apply:

· Non-uniformed staff members are to present at work in clean, pressed and properly fitting clothing.

· Staff members are expected to keep their general appearance tidy including a high standard of personal grooming and hygiene.

· Staff members should wear their identification cards at all times when in contact with prisoners or the public.

· Jeans and other casual clothing (including t-shirts and singlets) are not to be worn at work.

· Shorts are not permitted for non-uniformed staff

· For men, ties are to be worn in all times.

· Because of the unique work environment that staff are working in, female staff members are expected to wear dresses or skirts of a modest length, or trousers.

· Staff members should not attend work wearing garments that expose their midriff or excessively expose their cleavage.

6.0 Initial Allocation of the Uniform

6.1 PS will issue a standard uniform to every staff member who is required to wear one. The initial allocation of the uniform will be consistent with the type and quantity of clothing items identified in Table one, Section 6.2.

6.2 Table one – Initial Allocation of Uniforms (to be completed once the uniform design is confirmed)

No.	Male	Initial Issue
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
No.	Female	Initial Issue
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16

7.0 Replacement of the Uniform

7.1 Replacement uniform items are available on a fair ‘wear and tear’ basis. Replacements must be for like items (i.e. a shirt for a shirt and on a one for one basis).

7.2 Fair ‘wear and tear’ is defined as any item of clothing that is not presentable in appearance due to fading, fraying, staining, tearing or other significant damage.

7.3 Fair wear and tear replacement is also available for those officers who have clothing that no longer fits due to weight loss or gain.

7.4 Boots and shoes presented for replacement should not be merely scuffed, but actually worn out or damaged and assessed by the Unit Manager as not fit for foot protection.

7.5 Before any item is returned, for any reason, it must be dry and properly cleaned by the staff member.

7.6 When a PS employee considers that an item requires replacement or if their manager directs that an item needs to be replaced, they will be required to complete a Uniform Return/Replacement Form that must be certified by the Unit Manager.

8.0 Alternative Uniform item due to Allergies

8.1 PS staff, who are unable to wear the PS uniform because they are allergic to the fabric or have other medical requirements, must submit a medical doctor’s certificate, which is satisfactory to their line manager and Prison Manager, confirming their allergy to a particular fabric.

8.2 A copy of the medical certificate must be sent to the CIE Uniform Coordinator to arrange for an alternative fabric to be used for the uniform item, if possible.

8.3 If not possible, the Uniform Committee will determine and approve an appropriate alternative to the uniform item.

9.0 Uniform Guidelines

9.1 The winter/summer uniform changeover date will be determined, by site, by the Regional Manager. This changeover must occur within one month, either side, of the Daylight Saving changeover date.

9.2 The components of the PS uniform and the manner in which it should be worn is described in Table two.

9.3 Table Two – Uniform Guidelines (to be completed once the uniform design is confirmed)

Summer Uniform
Item	How the uniform item is worn
Insert photo’s here
Winter Uniform
Item	How the uniform item is worn
Insert photo’s here
Escort/Court/Ceremonial
Item	How the uniform item is worn
Insert photo’s here

10.0 Uniform Maintenance

10.1 Uniform items being worn should be appropriate to both the task being undertaken and the location.

10.2 Neatness and cleanliness of the uniform is essential. Staff issued with uniforms must ensure that all items are regularly cleaned, pressed where necessary and are maintained in a good state of repair.

10.3 Uniform items that are worn or damaged and which cannot be repaired satisfactorily are to be taken out of use and replaced. (Section 7.0 Replacement of the Uniform)

10.4 Uniform items are to be worn with reasonable care to guard against unnecessary damage.

10.5 Overalls have been designed to be functional. They should be worn to protect uniform items and for safety/health reasons when working in dirty, rough and/or hazardous conditions.

10.6 Staff must abide by the instructions on the care label for maintaining the quality of the garment.

11.0 Uniform Disposal

11.1 The Uniform, including accessories, remain the property of PS. Therefore, all items of clothing must be returned to the Site Coordinator responsible for staff uniforms.

11.2 Before any item is returned, it must be dry and properly cleaned by the staff member. (Section 7 Replacement of the Uniform)

11.3 Any item of clothing that is considered reusable by the Site Coordinator, will be re-issued to staff.

11.4 Any item of clothing that can not be reused must be disposed of, ensuring that the Department Branding can not be salvaged.

12.0 Lost or Stolen Uniform Items

12.1 The loss of a uniform item is considered to be a serious matter. Lost or stolen items are to be reported immediately by the staff member to their manager.

12.2 The Uniform Site Coordinator requires a completed Uniform Standards Loss/Stolen (Form 3) certified by the staff member’s manager. A Uniform/Replacement Form must accompany the Loss Report.

12.3 The Site Coordinator for staff uniform must keep an accurate record of all relevant Uniform Standards forms for auditing purposes.

12.4 In all cases of suspected theft for uniform items that carry the Department’s crest, the Crime Prevention Manager shall investigate and if appropriate, report the theft to Police.

12.5 In instances where uniform items are required to be replaced, as a result of loss or damage due to officer negligence, the officer concerned must purchase those items from the Department at cost price and provide a written report outlining the reasons for the replacement.

12.6 Officer negligence is to be determined by the staff member’s Manager and recommendation endorsed by the Prison Manager.

13.0 Casual Employees

13.1 Casual employees employed for the purpose of undertaking an unplanned hospital guard and related escort duties as per the Collective Agreement will be required to abide by the dress standards for non-uniformed staff.

13.2 However, in order to clearly identify causal employees employed for the purpose as outlined in the Collective Agreement, the Department will supply the same Departmental vest as provided to Corrections Officers, which must be worn while on duty. (Epaulettes will not be worn).

14.0 Maternity Uniform Items

14.1 Uniformed staff will be permitted to wear a special maternity uniform only after receiving a physician’s written confirmation of pregnancy. The officer may continue to wear these uniforms for up to 60 days following childbirth.

15.0 Religious Affiliation

15.1 During the recruitment of those officers required to wear a uniform, the Department shall identify those applicants that have religious and cultural beliefs that may require an individual exemption to the Prison Services Uniform Standards Policy and Procedures Manual.

15.2 Where the recruitment identifies a potential issue, the Department shall negotiate with the applicant, prior to employment, possible solutions that allows the person to maintain their religious or cultural beliefs without compromise to the security and good order of a prison.

15.3 During the negotiation the parties shall consider:-

· Clothing – The Department shall make every reasonable effort to ensure that the uniform considers that religious needs of the officer so that, where possible, the Department accommodates the needs of the person. The Department shall permit variations for members to wear specific clothing for recognised religious reasons provided there are no security and safety implications, and they comply with general principles and appearance requirements. The resultant uniform shall correspond to the Department’s uniform in colour and shall display insignia, badges and emblems in order to easily identify the person’s rank and connection with the Department.

· Footwear – Where the wearing of certain types of footwear (i.e. leather shoes for Hindi) may be unacceptable for some officers, the Department may negotiate appropriate alternatives with an officer whilst considering any security and safety issues.

· Hair - The Department shall permit hairstyle that are neat and presentable. Where a person needs to maintain long hair for religious reasons, they should secure it above the collar.

· Ceremonial items – Where religious or cultural requirements necessitate the wearing of a specific piece of jewellery or carrying of a particular item, the Department shall permit these where there is no significant risk to the good order and security of the prison. Often religious and cultural beliefs offer the opportunity to carry alternative items and the Department shall negotiate these individually with the person whilst considering security and safety issues.

15.4 Where the Department and the individual reach agreement on alternative arrangements, Human Resources responsible for recruitment shall seek ratification and approval by the Uniform Committee. If approved, the agreement will operate in all prisons.

15.5 Where the Department and an applicant can not reach an agreement on a suitable uniform that meets the requirements of the Department, the requirements of the individual or compromises the safety and security of the prison, the Department may elect to not employ such as person as a uniformed officer.

15.6 Where an existing employee identifies that their religious beliefs conflicts with the requirements in relation to the uniform, the designated Prison Manager may authorise that the person can wear clothing other than their uniform to the extent that their authorisation does not conflict with the considerations provided at 15.3.

15.7 The designated Prison Manager’s authorisation only relates to the particular prison for which the Prison Manager is designated.

15.8 The Prison Manager must apply for the variation to apply to all prisons by making an application to the Uniform Committee for approval of the variation.

16.0 Name Badges

16.1 Uniformed staff must wear their name badge at all times whilst on duty.

16.2 The name badge must be worn on the right breast of the jacket or shirt, 3mm above and parallel to the upper seam of the flap of the pocket, or in the same position on the female dress or sweater.

16.3 Name badges are not required if attending training in civilian clothing.

17.0 ID Display

17.1 At all times whilst on duty, employees are required to wear their issued ID cards.

17.2 Prison Officers shall wear their ID Card securely fasten to their Duty Belt.

18.0 Rank Insignia (Epaulettes)

18.1 Epaulettes are to be worn at all times by Correction Officers on the items of uniform clothing designed to fit them. (i.e. uniform shirts, overalls, tunics, jerseys, and sleeveless vests).

18.2 There are four custodial ranks for Corrections Officers as identified by the following epaulettes;

· No Stripe – Corrections Officer (Probation period commencing at the Staff Training College – One year)

enter photo

· One Stripe - Corrections Officer

enter photo

· Two Stripe – Senior Corrections Officer (By Appointment)

enter photo

· Three Stripes – Principal Corrections Officer (By Appointment)

enter photo

19.0 Service Medals

19.1 The Service Recognition Awards is an important event for Corrections as it acknowledges continuous service, sharing of knowledge and expertise, and the contributions made by long serving staff to the Department.  

19.2 The length of service milestones are for 7,14,21,28,35 and 42 years.

19.3 Any medal, clasp, pin, ribbon or something similar that has been issued by the Department and for the purpose of wearing it on the uniform, may be worn during formal ceremonies.

19.4 During working hours, long service bars must be worn on the epaulette 3mm above and parallel to the stripe(s) identifying rank.

19.5 Ribbons are to be positioned centrally over the left breast, i.e. with the centre of the ribbons (or single ribbon) above the button of the breast pocket, or in a corresponding position if there is no such pocket; and

19.6 The bottom row of ribbons is to be positioned 3 mm above the upper seam of the flap of the pocket. The gap between the bottom, second and subsequent rows will be 3mm if applicable. The left edges of the ribbons nearest the shoulder in each complete row must be in line vertically with the bottom row.

19.7 If the staff member wants to wear additional medals, clasps, pins, ribbons or something similar that has been issued by the Department during work time, approval must be sought from the line Manager. Consideration must be given to safety and security when approving this request.

20.0 Social Team Wear

20.1 To be read in conjunction with the Human Resources Manual Social Activities and Social Clubs.

20.2 The line Manager of the employee organising the social team must approve all items of clothing required for staff social teams use (i.e. bibs, sweatshirts or t-shirts) that indicate an obvious association with the Department.

20.3 Before approving any item of clothing or equipment with an obvious association with the Department, managers should liaise with the Assistance Regional Manager and inform the Communications Unit at Head Office.

20.4 For social team apparel sponsored and approved by the Department, no other club or corporate sponsorship graphic or logos are permitted.

20.5 Department sponsored and approved staff team wear will clearly present a social team image that cannot be confused with the Department official uniform.

20.6 Staff social team items that are not sponsored and approved by the Department are permitted providing the words, Department of Corrections, Corrections, Prison Services, and variation thereof, including the Department crest or logo, are not used.

20.7 Social Team names must be chosen with care to ensure they do not compromise the professional image of the Department.

21.0 Feedback and Comments

21.1 Your uniform has been designed to enhance the professional identity of the Department. Staff represent the Department when wearing it and the public will judge both you and the Department by your appearance and actions.

21.2 The current uniform is a product of extensive consultation with staff and advice from within the apparel industry. All comments and recommendations are appreciated and encouraged and can be made to the Uniform Committee by using the email address uniform.standards@corrections.govt.nz or by contacting the site uniform standards coordinator directly.