{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Staff Identification and ID Card Policy

1. Purpose

The purpose of this policy is to ensure that all employees of {{org_field_name}} are easily identifiable through official identification (ID) cards when carrying out their duties. This policy supports compliance with the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended), and the Welsh Government statutory guidance for care home and domiciliary support services (last updated 27 March 2024), and reflects Care Inspectorate Wales (CIW) expectations and Social Care Wales professional standards.

This policy ensures that staff wear their ID cards at all times, making it easy for service users, families, and external professionals to confirm the identity of care workers. It also provides guidance on issuance, renewal, replacement, and misuse of ID cards to safeguard staff, service users, and the reputation of the organisation.

{{org_field_name}} will ensure that workers who are required to be registered with Social Care Wales are appropriately registered, and that people receiving care and support can request confirmation of a worker’s registration status via the office.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including full-time, part-time, and agency staff.
• Care staff delivering domiciliary support in service users’ homes.
• Office-based employees who may visit service users or external stakeholders.
• Visitors, contractors, or professionals attending premises operated by {{org_field_name}}.

For the purposes of this policy, ‘staff’ includes employees, workers, agency staff, contractors, and volunteers who may have contact with people receiving care and support. Where contractors or visiting professionals are not issued with a {{org_field_name}} ID card, they must provide their own official photographic identification and evidence of their role/authorisation before entering a service user’s home.

It covers:

• Issuance, renewal, and management of staff ID cards.
• Responsibilities of staff in using ID cards correctly.
• Procedures for lost, stolen, or damaged ID cards.
• Security and compliance with safeguarding regulations.
• Disciplinary actions for ID misuse or failure to comply.

3. Principles of Staff Identification and ID Card Use

3.1 Issuance of ID Cards

All employees at {{org_field_name}} will be issued an official ID card upon commencement of employment. The ID card will contain:

• Full name and job title of the employee.
• A recent photograph for easy identification.
• The organisation’s name and logo ({{org_field_name}}).
• The organisation’s contact details.
• An issue date and expiry date for validity checks.

• A unique ID/badge number (for verification and audit).
• The service’s CIW registration number (or a short statement confirming the service is CIW-registered), where practicable.
• Where applicable, the worker’s Social Care Wales registration number (or a statement that registration status can be confirmed with the office).
• A bilingual label where practicable (e.g., ‘Staff ID / Adnabod Staff’).

ID cards must contain only the minimum personal data necessary for identification and verification. ID cards must not display home address, date of birth, National Insurance number, or any special category data.

New employees will receive their ID card as part of their induction and will be required to sign for it, acknowledging their responsibility to wear and use it correctly.

3.2 Staff Responsibilities in Using ID Cards

All staff must:

• Wear their ID card at all times while on duty.
• Ensure their ID card is visible when visiting service users or external premises.
• Present their ID card upon request by service users, family members, managers, or CIW inspectors.
• Not lend, alter, or tamper with their ID card. Store their ID card securely when not in use.

Care staff visiting service users’ homes must show their ID card upon arrival to confirm their identity before entering the premises.

On arrival, staff must introduce themselves, state their role and the purpose of the visit, and show their ID card before entry. If a service user (or family member) asks to verify identity, staff must support this by offering one or more of the following: (a) the service user calls the office using the published number; (b) the office completes a ‘call-back’ confirmation; and/or (c) use of an agreed verification method recorded in the person’s plan (for example, an agreed password/phrase), where appropriate.

3.3 Renewal and Expiry of ID Cards

ID cards will be valid for a period of two years and must be renewed before expiry. Employees must:

• Submit a request for renewal at least 30 days before expiry.
• Provide an updated photograph if there have been significant appearance changes.
• Return expired ID cards to HR for secure disposal.

Failure to renew an ID card may result in the employee being temporarily restricted from frontline duties until a valid ID is issued.

3.4 Lost, Stolen, or Damaged ID Cards

Employees must report lost, stolen, or damaged ID cards immediately to their line manager or HR department. If an ID card is lost or stolen, the following steps must be taken:

• A formal report must be submitted to HR within 24 hours.
• A temporary ID card may be issued while a replacement is processed.
• Replacement ID cards will be issued within 5 working days.
• If theft is suspected, the incident must be reported to the police.

The line manager must record the loss/theft as a security incident, assess whether it constitutes a personal data breach (for example, where the card includes a photo/name/employer details), and escalate to the Data Protection Lead for consideration of any required notifications and risk-mitigation. Where there is a credible risk of attempted impersonation, {{org_field_name}} will take proportionate steps to warn affected service users and strengthen verification arrangements (for example, call-back confirmation).

A fee may apply for repeated lost or damaged ID cards unless extenuating circumstances apply.

3.5 Security and Safeguarding Considerations

The use of ID cards is essential for safeguarding service users and maintaining trust. Staff ID cards help to:

• Ensure only authorised personnel provide care services.
• Reduce the risk of fraud or impersonation.
• Enhance service user confidence and security.
• Support compliance with CIW safeguarding requirements.

Service users and their families should be encouraged to check ID cards before allowing entry to care workers and to report any suspicious activity immediately.

3.6 Misuse of ID Cards and Disciplinary Actions

Misuse of ID cards includes but is not limited to:

• Failing to wear an ID card while on duty.
• Allowing unauthorised individuals to use an ID card.
• Altering or forging an ID card.
• Using an expired ID card.
• Using an ID card outside of work-related duties.

Any misuse of an ID card will be investigated and may result in disciplinary action, including formal warnings, suspension, or termination of employment, in accordance with the Disciplinary and Grievance Policy (DCW31)​.

3.7 Compliance with CIW and Data Protection Regulations

All ID card records (including photographs, ID/badge numbers, issue/expiry dates, renewal history and return/destruction records) will be processed and stored securely in accordance with the UK GDPR and the Data Protection Act 2018. Processing is undertaken for the purposes of safeguarding, workforce management, and regulatory compliance.

Access to ID records is restricted to authorised personnel only. Records will be retained in line with {{org_field_name}}’s Record Retention Schedule and disposed of securely when no longer required.

Photographs and ID details must not be shared externally unless there is a clear lawful basis (for example, safeguarding or regulatory requirement). Individuals’ data protection rights (including access and rectification) will be respected, and any suspected loss, misuse or unauthorised disclosure of ID data will be managed under the organisation’s Information Governance / Data Breach procedures.

CIW inspectors may request to see staff ID cards and supporting issuance/audit records as part of inspection activity.

3.8 End of Employment, Role Change, or Suspension – Withdrawal of ID

ID cards remain the property of {{org_field_name}} and must be returned immediately when a worker: (a) leaves employment/engagement; (b) transfers to a role where an ID card is not required; or (c) is suspended from duties involving contact with service users.
Managers must ensure the ID card is recovered on or before the last working day (or immediately on suspension), recorded in the ID register, and securely destroyed. Where an ID card cannot be recovered, this must be managed as a security incident and recorded accordingly.

Scheduling/office staff must ensure rotas and staff introductions are updated so that people receiving care and support know who is attending and are informed of any material staff changes that affect them.

4. Efficiency in Managing Staff Identification

To ensure efficient management of ID cards, {{org_field_name}} implements:

• Automated ID card tracking, ensuring all issued cards are logged and monitored.
• Streamlined renewal processes, ensuring staff can quickly update their ID before expiry.
• Secure digital storage of ID card records, preventing data breaches.
• Regular audits to ensure all staff are complying with the ID policy.
• Training for employees, ensuring they understand their responsibilities and safeguarding duties regarding ID card use.

• A central ID Card Register (badge number, issue date, expiry date, renewals, replacements, and return/destruction date).
• A requirement for spot checks by supervisors/managers and recorded actions where non-compliance is found.
• Audit trails showing that agency workers have equivalent identification/verification controls in place.
• Evidence that staff have read and understood this policy during induction and via refresher updates.

These measures ensure that ID card management is efficient, secure, and compliant with regulatory requirements, enhancing staff accountability and service user protection.

5. Related Policies

This policy should be read alongside:

• Safeguarding Adults from Abuse and Improper Treatment Policy (DCW13)​
• Confidentiality and Data Protection (GDPR) Policy (DCW34)​
• Disciplinary and Grievance Policy (DCW31)​
• Lone Working and Staff Safety Policy (DCW23)​
• Safe Care and Treatment Policy (DCW11)​.

6. Policy Review

This policy will be reviewed annually, or sooner if legislative updates or operational improvements require changes.

---

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.