CHW96-Staff Identification and ID Card Policy

Registration Number: {{org_field_registration_no}}

Staff Identification and ID Card Policy

1. Purpose

The purpose of this policy is to establish clear guidelines for the issuance, use, and management of staff identification (ID) cards at {{org_field_name}}. This policy ensures compliance with Care Inspectorate Wales (CIW) regulations, the Regulation and Inspection of Social Care (Wales) Act 2016, and relevant data protection laws. The primary objectives of this policy are to enhance security, verify staff identity, and safeguard residents, visitors, and employees within the care home. By ensuring that all staff wear and use ID cards appropriately, we maintain a professional, safe, and transparent working environment.

2. Scope

This policy applies to all employees of {{org_field_name}}, including full-time, part-time, agency, and temporary staff, as well as volunteers and contractors who regularly work within the care home premises. It covers the processes related to the issuance, use, maintenance, renewal, and return of ID cards. The policy ensures that all personnel can be easily identified, improving safety, accessibility, and compliance with CIW expectations.

3. Related Policies

This policy should be read in conjunction with the following:

CHW26 – Recruitment, Selection, and Retention Policy: Ensuring ID cards are issued upon staff induction.
CHW16 – Health and Safety at Work Policy: Reinforcing security measures within the care home.
CHW36 – Safeguarding Adults from Abuse and Improper Treatment Policy: Ensuring clear identification of authorised personnel.
CHW34 – Confidentiality and Data Protection (GDPR) Policy: Protecting staff identity and personal data.
CHW23 – Lone Working and Staff Safety Policy: Supporting lone workers with clear identification measures.

4. Policy Statement

{{org_field_name}} is committed to ensuring that all staff are identifiable at all times while on duty. The use of ID cards enhances security, accountability, and professionalism within the care home. By implementing a strict ID card policy, we aim to reduce the risk of unauthorised access, improve communication between staff, and foster trust with residents and their families. This policy also ensures compliance with regulatory requirements, making it easier for CIW inspectors and external authorities to verify staff roles and credentials during inspections.

5. Issuance of Staff ID Cards

To maintain a secure working environment, the following procedures are followed for issuing ID cards:

New Staff Members: All employees will be issued an official ID card upon commencement of employment. This will be part of their induction process and must be worn at all times while on duty.
Design and Content: The ID card will include the employee’s full name, job title, photograph, staff ID number, and the {{org_field_name}} logo. It may also include emergency contact details or access control features.
Verification Process: Before issuing an ID card, HR will verify the employee’s identity using official documentation (passport, driver’s licence, etc.).
Temporary ID Cards: Agency staff, contractors, and temporary workers will be issued a temporary ID badge, which must be returned at the end of each shift.

6. Use and Display of ID Cards

All staff members must adhere to the following guidelines regarding the use of ID cards:

ID cards must be worn visibly at all times while on duty, using either a lanyard or a secure clip.
Staff must present their ID cards upon request by management, CIW inspectors, or external authorities.
ID cards must not be altered, defaced, or shared with other employees.
Staff working in sensitive areas, such as medication storage or financial handling, must ensure their ID card grants appropriate access to restricted areas.
If an ID card is damaged or becomes unreadable, staff must report it to HR immediately for a replacement.

7. Lost, Stolen, or Damaged ID Cards

In the event that an ID card is lost, stolen, or damaged, the following procedures must be followed:

Immediate Reporting: The employee must notify their line manager and HR department immediately.
Investigation: HR will assess the situation to determine if any security risks are posed by the loss of the ID card.
Replacement Process: A new ID card will be issued within 48 hours, with a possible replacement fee applied in cases of negligence or repeated loss.
Deactivation of Lost Cards: If the ID card has access control functions, it will be immediately deactivated to prevent unauthorised use.

8. Renewal and Updates of ID Cards

To ensure accuracy and compliance, ID cards will be subject to periodic renewal:

Regular Updates: Staff photos and job titles will be reviewed every three years, or sooner if a significant role change occurs.
Name or Role Changes: Employees who change their name or job title must request an updated ID card within 30 days.
Contract Renewals: Agency and temporary staff ID cards will be renewed upon each contract extension.

9. Return of ID Cards

To prevent misuse, all ID cards must be returned in the following circumstances:

Upon Termination or Resignation: Employees must return their ID cards on or before their last working day.
Suspension or Leave of Absence: ID cards must be surrendered to HR if an employee is placed on extended leave or suspension.
Agency and Temporary Staff: Must return their temporary ID badges at the end of each shift or contract.
Failure to Return: If an ID card is not returned, the cost of a replacement may be deducted from the final salary, and access rights will be revoked immediately.

10. Managing Staff ID Cards Efficiently

To ensure the efficient management of staff ID cards, {{org_field_name}} employs the following measures:

Digital ID Card Management System: A secure database tracks all issued, renewed, and deactivated ID cards.
Access Control Integration: ID cards are integrated with electronic door access systems where applicable.
Routine Spot Checks: Managers conduct periodic ID card checks to ensure compliance.
Staff Training: Employees receive training on the importance of ID card security and proper usage.
Annual Audits: HR reviews ID card records annually to ensure compliance and identify any improvements needed.

11. Responsibilities

Employees: Must wear, use, and maintain their ID cards responsibly.
HR Department: Issues, tracks, renews, and deactivates ID cards as necessary.
Managers and Supervisors: Ensure staff compliance and report any ID card issues to HR.
Registered Manager: Ensures the ID card policy aligns with CIW regulations and overall security measures.

12. Compliance with CIW Regulations

This policy aligns with CIW’s expectations, including:

Ensuring security and identity verification to protect residents and staff.
Maintaining an organised and professional work environment by ensuring all employees are identifiable.
Providing CIW inspectors with clear verification of staff roles during inspections.
Preventing unauthorised access to restricted areas within the care home.

13. Policy Review

This policy will be reviewed annually or in response to any regulatory updates, technological advancements, or operational changes. Any amendments will be communicated to staff to ensure continued compliance.

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.