PSO 8805 - Identification of Staff

Prison Service Identification of Prison Staff Order when on duty

ORDER NUMBER

This PSO replaces Notice to Staff 80/1993 and Advice to Governors 12/1993

Date of Update: 05/04/18

Date of Initial Issue 26/07/2000 Replaces NTS 80/1993 and AG 12/1993

PSI Amendments should be read before and in conjunction with PSO

Date of Further Amendments can be tracked in the Numerical Index. Amendments

INTRODUCTION FROM THE DIRECTOR OF SECURITY

1. At the Prison Service Conference in February 2000 and through a subsequent Press Release in March, the Director General publicly committed the Prison Service to greater transparency and accountability through the introduction of numbered epaulettes for uniformed staff and the requirement for non-uniformed staff to wear name badges. This Prison Service Order (PSO) makes the wearing of name badges mandatory for non-uniformed staff and extends their use so that they must be worn at all times when non-uniformed staff are on duty, thus ensuring consistency with uniformed staff who must wear numbered epaulettes at all times when on duty. Purpose

2. The Prison Service Management Board (PSMB) wishes staff to be readily identifiable to prisoners, visitors and colleagues at all times when on duty. The PSMB believes the wearing of numbered epaulettes or name badges will help achieve this. This initiative does not remove the requirement for security passes to be worn in accordance with PSO 1205 on Security Passes.

3. Area Managers and the Unions have been consulted about the terms of this initiative.

Output

4. This PSO outlines the new requirement for uniformed Prison Service staff to wear identification numbers on their epaulettes - or alternative, approved identification when they do not wear epaulettes - and for non-uniformed staff to wear name badges at all times when on duty.

5. Numbers on epaulettes will provide a means of identifying uniformed staff to prisoners, visitors and colleagues. The mandatory wearing of name badges at all times will serve a similar purpose for non-uniformed staff.

Impact and Resource Assessment

6. Security Group and Contracts and Procurement Unit (CPU) have placed orders with ThreadNeedle for the initial supply of numbered epaulettes for direct delivery to establishments by the end of July 2000. Each uniformed member of staff will receive three pairs of epaulettes. The Directorate of Security will fund the initial supply of epaulettes. Thereafter, Governors must call-off stocks at their own cost, as required. Governors and Heads of Unit will be responsible for the cost of name badges for their non-uniformed staff and for the alternative means of displaying identification numbers on uniformed staff’s garments that cannot carry epaulettes.

7. Governors should note that the cut-off date for ordering the current style epaulettes was 7 July 2000. CPU has instructed ThreadNeedle not to supply establishments after this date.

8. CPU are reviewing the design of outer garments that currently do not carry epaulettes and, where practical, will seek to build modifications into the clothing specifications when the next contracts are let. Such changes are likely to increase the unit cost of garments in the future.

9. The initial issue of three pairs of numbered epaulettes will not count against the uniform points held by staff. Similarly, the first set of three pairs of epaulettes issued to a member of uniformed grade staff on promotion, transfer, temporary promotion or detached duty will not count against points held. Governors must, however, ensure that the original epaulettes of those going on detached duty, or who are temporarily promoted, are retained.

Implementation 10. This PSO comes into effect immediately. The requirement for staff to wear either numbered epaulettes or name badges comes into effect on 31 July 2000.

Mandatory action

11. By 31 July 2000, Governing Governors and Heads of Group must ensure that:

 all uniformed grade staff have been issued with three pairs of numbered epaulettes, and

 all other staff have been issued with name badges.

12. Uniform epaulettes will carry the LIDS code for each establishment, a three-figure number unique to an individual member of staff and, if desired, any appropriate rank or specialism insignia (e.g. Dog Handlers).

13. Governors must arrange for a system to be put in place locally that allocates and records the numbers issued to each uniformed member of staff, and that records the return of the numbers in due course. The numbers allocated initially must be within the bandings of the epaulettes already ordered by CPU for the establishment; set out in the attachment to my note of 19 June 2000 to all Governors.

14. For those uniformed staff who wear outer garments that cannot carry epaulettes and for those non-uniformed grades whose role or garments make badges inappropriate, Governing Governors must arrange for such garments to be marked before 31 July with an appropriate alternative identification means. The forms of identification used must conform to the requirements of Annex A to this PSO which also gives guidance on the best ways of marking particular garments and an indication of costs.

15. From 31July, all staff issued with epaulettes must, whilst on duty, wear a pair of numbered epaulettes on the outermost garment they are wearing - provided it is designed to carry epaulettes. If the outermost garment is not designed to carry epaulettes, the number or name of the member of staff must be displayed in accordance with the requirements of this PSO, except for staff wearing the shower- proof jacket or rain coat who are not required to wear their ID on these garments pending their redesign and issue with epaulette facilities. Those specialist grades that have not received epaulettes by 31 July may, pending their arrival, be allocated spare Discipline numbers. These must be taken back and reused later, once the specialist epaulettes have been delivered.

16. From 31 July, all non-uniformed staff must wear their name badge at all times when on duty in establishments, outstations or Headquarters. 17. All staff attending official meetings or functions with others in the Prison Service, or from other organisations or the public, outside Prison Service premises are encouraged to wear their name badges.

18. Governors should set up arrangements for the return and secure disposal of existing epaulettes - possibly through local Security Departments.

Audit and Monitoring

19. Governors, Area Managers and Heads of Group will monitor compliance with this PS0.

Contact point

Sarah Blakeney & Roy Donno, Security Group, Room 639, Abell House, Tel 020-7217 5609/5568.

Brodie Clark Director of Security

NOTE FOR ESTABLISHMENT LIAISON OFFICERS

This PSO replaces NTS 89/1993 and AG 12/93, which are hereby cancelled. It should be read with PSO 1205 on Security Passes which will be issued shortly.

NOTE FOR ESTABLISHMENT LIAISON OFFICERS ELOs must record the receipt of the Prison Service Order - Identification of Prison Staff when on duty in their registers as issue 101 as set out below. The PSO must be placed with those sets of orders mandatorily required in Chapter 4 of PSO 0001..

Issue Date Order Title and / or Date entered in ELO signature no. no. description set 101 26/07/00 8805 Identification of Prison Staff when on duty Contents

1 Introduction

1.1 Overview 1.2 Aims 1.3 Outputs 1.4 The Identification Scheme

2: Uniformed Staff

3: Non-Uniformed Staff

4: General

5: Points system

6: Discipline

7: Contract Staff

Annexes

Annex A Identification options and design standards 1 INTRODUCTION

1.1 Overview

1.1.1 This order sets out the policy for the introduction of embroidered identification letters and numbers to be worn on the epaulettes of all uniformed staff, and introduces a requirement for the wearing of name badges by all non-uniformed staff at all times when on duty on Prison Service premises. It gives details on how the letters/numbers can be obtained, the numbering scheme to be adopted by prison establishments and the approved alternative methods of identification.

1.2 Aims

1.2.1 To advise Governors and their staff of the requirements for identification, how these will be implemented and the role of prisons in managing the process. Also, to advise Headquarters staff of the requirements that affect them.

1.3 Outputs

1.3.1 There is a need for Prison Service staff to be readily identifiable to prisoners, visitors and colleagues at all times when on duty. The introduction of numbered epaulettes for uniformed staff will make them identifiable while affording a degree of anonymity. This Order makes it mandatory for non-uniformed staff to wear name badges all the time when on duty.

1.4 The Identification scheme

1.4.1 The identification scheme for uniformed staff is based on a combination of the two-letter prison LIDS code and a three-digit, unique number allocated to each member of staff by their home establishment. Epaulettes will also continue to carry the Prison Service logo, rank insignia for Senior Officers and Principal Officers, and, where appropriate, letters designating specialisms (i.e. Health Care, Works, Dog Handler) or Auxiliary. Operational Support Grades’ epaulettes will include a blue stripe. The initial supply of epaulettes will carry a range of numbers suitable for the number of staff in each of these grades and specialisms at each prison, with allowance made for spares.

1.4.2 On permanently leaving the establishment (e.g. on retirement, resignation, or transfer), staff will relinquish their identification number which may then be re-used. Prisons must keep a record of all numbers allocated.

1.4.3 Uniformed staff who are substantively promoted and/or permanently transferred to another establishment will be issued with replacement epaulettes by that establishment; these will carry the appropriate new LIDS code and rank insignia.

1.4.4 Those who are temporarily promoted, or on detached duty to another establishment, will be allocated replacement epaulettes by that establishment, appropriate to their temporary rank/station, and will be re-allocated their former number (and epaulettes) on reversion to their previous rank or return to their original establishment.

1.4.5 Prisons will keep a stock of spare epaulettes with numbers available for allocation to staff on detached duty or temporarily promoted.

1.4.6 Staff on training courses at the Prison Service College or visiting other establishments will retain the epaulettes issued by their home establishment.

1.4.7 Uniformed staff temporarily promoted to a non-uniformed grade or posted to Prison Service Headquarters will be issued with name badges for the duration of the temporary promotion or posting, and will be re-issued with epaulettes when they return to uniformed duty in an establishment.

1.4.8 Alternative identification may be approved for use when staff are wearing outermost garments that do not carry epaulettes (except the shower-proof jacket or rain coat).

1.4.9 Non-uniformed staff will wear name badges all the time when on duty, unless they have approval to display their name by some other method. This applies to all staff in prisons, outstations and Headquarters.

2 Uniformed Staff (Prison Officer, Senior Officer, Principal Officer, Health Care, Works, Dog Handler, Auxiliary and Operational Support Grades)

2.1 All uniformed staff who are wearing outermost garments that have the facility to carry epaulettes must wear numbered epaulettes on the outermost garment of their uniform at all times when on duty. Uniformed staff whose outermost garment cannot carry epaulettes must be provided with, and wear, an alternative means of displaying their identification. This must conform with the design-guide set out in Annex A, that also gives guidance on alternatives appropriate to particular garments.

2.2 Uniformed staff who do not normally wear uniform while working with u18s must wear name badges or have their name or number embroidered on their outermost garments.

2.3 Staff who are part of the Operation Tornado commitment must have an individual number marked on the rear of their C&R helmet. Security Group will arrange for the numbering of the helmets of existing Tornado staff. Staff who join the Tornado commitment in future must be issued with their number when they first attend Advanced C&R courses, which must be permanently marked on the rear of their helmet and recorded in their C&R log book. National C&R Centres must issue numbers in future and must keep a record of the numbers issued; these may be re-allocated when staff cease to be part of the Tornado commitment. Tornado staff will still need an epaulette number issued by the officer’s local establishment.

2.4 The epaulettes must be worn by staff at all times whilst on duty, in and out of prisons, and must be clearly visible at all times.

2.5 Epaulettes with damaged or defaced numbers must be destroyed and replacements ordered.

2.6 All staff are encouraged to wear name badges, but those staff wearing uniforms with epaulette facilities must wear their numbered epaulettes even if they also choose to wear a name badge.

2.7 Staff attending official meetings or functions with others in the Prison Service, or from other organisations or the public, are encouraged to wear name badges when outside Prison Service premises.

3: Non-uniformed Staff (Governors, Administration and other Civilian Staff including nurses and Probation Staff)

3.1 Governor grades and all non-uniformed grade staff, at establishments and at Headquarters, must wear name badges at all times when on duty on Prison Service premises - unless they have been given approval by the Governing Governor or Head of Group to display their name by some other method because their role or the nature of their outermost garment renders a badge inappropriate – e.g. for health and safety reasons. Badges or approved alternatives must be worn visibly on the upper part of the body, and badges may be attached by a pin, clip or a neck chain. The badges will have a common design showing the Prison Service logo and the name of the establishment or Headquarters unit; the form of name used must either be full name or initials and surname (as the wearer chooses). Titles such as Mr, Mrs, Miss, etc. may be used. The identification must meet the design standards set out in Annex A.

3.2 Annex A gives guidance on the approved alternative forms of identification and designs, as well as the contact point for ordering name badges.

3.3 For Probation Staff, Governing Governors may decide whether to include the Prison Service logo on their badges.

3.4 All staff attending official meetings or functions with others in the Prison Service, from other organisations or the public, are encouraged to wear their name badges when outside Prison Service premises.

4. General

4.1 All staff must continue to wear their security pass, in addition to their numbered epaulettes (in the case of uniformed staff), name badge (in the case of non-uniformed staff) or other approved identification (in the case of uniformed staff who cannot wear epaulettes or non uniformed staff whose names are displayed in other ways).

4.2 Governors must arrange for a system to be put in place locally that allocates numbers to each uniformed member of staff and that records the allocation and return of the numbers.

4.3 Governors must have in place a system that collates the requirements and arranges for the attachment of alternative identification on staff whose clothing does not carry epaulettes (e.g. PEIs). This will probably require one person to manage the process of collating requirements, allocating numbers, setting-up a local agreement (local printer/in-house facility) for putting identification on non-epaulette garments and monitoring implementation.

4.4 Governors must ensure that the establishment has a system in place to issue and receive epaulettes and to keep stocks secure.

4.5 Security Group and CPU have placed orders with ThreadNeedle for the initial supply of numbered epaulettes for direct delivery to establishments. Thereafter, Governors must call-off stocks at their own cost, as required, from ThreadNeedle. CPU will provide guidance about how to place orders.

4.6 Governors and Heads of Unit will be responsible for the cost of name badges for their staff and the cost of alternative means of marking those garments that cannot carry epaulettes.

4.7 Governors and Headquarters Heads of Group must ensure that all non-uniformed staff and other staff as necessary are supplied with a name badge.

5 Uniform points system

5.1 The initial issue of epaulettes with numbers will not count against the uniform points held by staff. Similarly, the first set of three pairs of epaulettes issued to a uniformed member of staff on promotion, transfer, temporary promotion or detached duty will not count against points held. Governors must, however, ensure that the original epaulettes are retained for those going on detached duty or who are temporarily promoted

5.2 Replacement epaulettes issued at other times will count against the points held.

6: Discipline

6.1 A member of staff who fails to wear the identification required by this Order will be liable to disciplinary proceedings. A line manager who fails to require staff to wear the mandatory identification will also be liable to disciplinary proceedings. 6.2.1 Governors and Heads of Group must put in place arrangements to monitor compliance by individual staff with this Order and to take disciplinary action against individuals when appropriate.

7 Contract staff, contractors, voluntary staff and visitors

7.1 The requirement that those in prison be identifiable applies equally to contract staff, contractors, voluntary staff and visitors to the establishment.

7.2 Where possible, the requirement to wear a name badge should be written into the contract, so that it is provided by the contractor. Contract staff and voluntary staff who will work in the establishment or group for at least two months, and who are not provided with equivalent identification by their employer, must be provided with and wear a name badge, but this must not carry the Prison Service logo.

7.3 Those who will work in the establishment for less than two months and short-stay visitors (other than domestic, legal and official visitors to prisoners) should not be required to wear name badges; they are, however, required to wear locally-issued security passes in accordance with PSO 1205.

7.4 Those not covered above who attend establishments regularly (e.g. BOV members, volunteers, voluntary chaplains) may be issued with name badges at the Governing Governor’s discretion, but they must not carry the Prison Service logo. Annex A Identification options and design standards

This annex provides guidance on the most suitable methods of attaching an officer’s personal ID sequence to garments that do not carry epaulettes. The annex also sets out design standards and gives guidance on identification for administration and civilian staff / contractors.

Method of identification for non – epaulette garments worn by uniformed staff

Establishments will be responsible for managing the process of organising a supplier to affix identification locally.

It is essential that establishments allocate personal id numbers to officers and survey staff to establish how many garments will need transfers or embroidery before contacting local suppliers to negotiate prices.

Garment Method Order from Estimated Comments

Fleece Embroidery Local supplier £3 *Tracksuit Embroidery Local £3 Jacket Supplier Transfer Local £2 Supplier

*Sweatshirt Embroidery Local £3 Supplier Transfer Local £2 Supplier

*Polo-shirt Embroidery Local £3 Supplier Transfer Local £2 Supplier T-shirts and Transfer (B) Local Not known Ironed on by Vests Supplier officer

*Should establishments find an embroidery supplier willing to embroider all fleeces, tracksuit jackets sweatshirts and polo-shirts for less than the cost of a transfer and attachment it would be perfectly acceptable for these garments to be embroidered.

Note. Ensure transfers for tracksuit jacket, sweatshirt and polo-shirts are durable.

Identification Style

To maintain the Prison Service corporate identity the style of the transfer or embroidery should conform to:

Font style Arial Colour White Font point size (minimum) 36 Sample (scale 100%) AB 123 Position of ID

The two letter / three number ID should be affixed to garments in a visible position on the left breast. In the case of PE staff the ID should be positioned above the portcullis and torch.

Administration / Civilian Staff : Name Badges

Badges can be purchased from Recognition Express at £2.35 each. The address is:

Recognition Express Dawson House Ladbrooke Road Slough SL1 2SR Tel: 01753 843500 Fax: 01753 843539

If a name badge is inappropriate given the role of the member of staff, e.g. for health and safety reasons, the name should be marked on the outermost garment, by transfer or embroidery, in accordance with the style and position requirements above. But name badges can be worn with a pin or clip attachment or on neckchains.

Allocating Numbers

For the initial order Security Group have allocated number sequences for each establishment. Epaulettes have been ordered in accordance with these numbers.

The table below shows a sample of how the numbers have been allocated and should help to determine the subsequent number sequence which can be allocated to staff who do not wear epaulettes (PEI, Works staff etc.).

SAMPLE

Acklington have been allocated thirteen numbers for Discipline Principal Officers from AK 001 to AK 013, then AK 014 and AK 015 for the two Principal Officers who are Works staff. The numbers allow for spares for each type. Officers who do not wear epaulettes can be allocated numbers within these ranges or could be allocated numbers above 297 could be allocated to. And should the staff increase significantly in future numbers above 297 can be allocated to them.

Establishment Acklington Letters AK

Grades Range of Numbers

Basic Dog Handlers Works (W) Healthcare (DH) (H) Principal 001 - 013 014 - 015 Officers Senior 016 -050 051 – 052 Officers Officers 053 - 244 245 – 248 Auxiliaries (A) - OSGs 249 -297

Contracts and Procurement Unit July 2000