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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Identification and ID Card Policy

{{org_field_name}} Supported Living Services

1. Purpose

The purpose of this policy is to ensure that all staff members are properly identified while working within {{org_field_name}} Supported Living Services. This policy establishes a clear and secure framework for the issuance, management, and verification of staff identification (ID) cards.

This policy aims to:

• Enhance safety and security by ensuring that only authorised personnel have access to service users and sensitive areas.
• Comply with CQC regulations, particularly Regulation 12 (Safe Care and Treatment)and Regulation 13 (Safeguarding from Abuse and Improper Treatment).
• Support transparency and professionalism, reassuring service users, families, and external visitors.
• Reduce the risk of unauthorised individuals accessing our facilities, ensuring that staff can be easily identified.
• Standardise the process of issuing, using, and replacing ID cards to maintain operational efficiency.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including full-time, part-time, and bank staff.
• Agency and temporary workers, who must be provided with temporary ID verification.
• Volunteers and contractors working within our facilities.
• External healthcare professionals providing care within our premises.

This policy covers the issuance, usage, renewal, and replacement of staff ID cards and applies to all facilities operated by {{org_field_name}}.

3. Legal and Regulatory Framework

This policy ensures compliance with:

3.1 Health and Social Care Act 2008 (Regulated Activities) Regulations 2014

• Regulation 12 (Safe Care and Treatment): Requires providers to take appropriate steps to protect service users from risk.
• Regulation 13 (Safeguarding from Abuse and Improper Treatment): Ensures robust safeguarding measures are in place.
• Regulation 17 (Good Governance): Requires providers to have clear operational policies that maintain security.

3.2 Data Protection Act 2018 & UK GDPR Compliance

• ID card information must be securely stored and protected from unauthorised access.
• Personal data must only be used for identification and security purposes.

3.3 Health and Safety at Work Act 1974

• Employers must take reasonable steps to ensure the safety of staff and service users, which includes proper identification protocols.

4. Staff Identification and ID Card Management

4.1 Issuance of ID Cards

• All staff members are issued an official photo ID card upon commencement of employment.
• ID cards must include:
  • Full name
  • Job title
  • Staff ID number
  • Expiry date
  • Organisation logo and contact details
  • A colour-coded system to differentiate permanent, temporary, and agency staff.
• Agency and temporary staff are issued temporary ID badges that must be returned at the end of each shift.
• Volunteers and contractors must wear visitor ID badges while on-site.

4.2 Wearing and Displaying ID Cards

• Staff must wear their ID cards at all times while on duty.
• ID cards should be clearly visible and worn using a lanyard or clip badge.
• Staff must present their ID card upon request from managers, security personnel, or external professionals.

4.3 Access Control and Security

• ID cards may be integrated with electronic access systems to restrict entry to specific areas.
• Lost or stolen ID cards must be reported immediately to management to deactivate access.
• Staff found loaning or sharing their ID cards will be subject to disciplinary action.

5. ID Card Renewal, Replacement, and Deactivation

5.1 ID Card Renewal

• ID cards are valid for three years or until the staff member’s contract expires.
• Renewals are automatic for existing employees, subject to employment status checks.
• Expired ID cards must be returned to us before a new one is issued.

5.2 Lost or Stolen ID Cards

• Staff must report lost or stolen ID cards immediately.
• A replacement ID card will be issued within 48 hours, and the lost card will be deactivated.
• Repeated loss of ID cards may result in investigation and possible disciplinary action.

5.3 Staff Leaving the Organisation

• ID cards must be surrendered to us on the employee’s last working day.
• Failure to return an ID card may result in delayed final payment or legal action if used fraudulently.
• ID cards are deactivated immediately upon resignation, termination, or contract completion.

6. Visitor Identification and Security Procedures

6.1 Visitor ID Badges

• All visitors must sign in and out at reception and wear a temporary visitor ID badge.
• Visitors must be accompanied by a staff member at all times unless approved otherwise.

6.2 Contractor and External Staff ID Checks

• Contractors and agency staff must present photo ID from their employer upon arrival.
• If required, temporary ID badges will be issued and must be returned at the end of the visit.

7. Compliance and Enforcement

7.1 Staff Responsibilities

• All employees must:
  • Wear their ID card at all times while on duty.
  • Report lost or stolen ID cards immediately.
  • Ensure ID cards are used only for authorised purposes.
  • Never lend or share ID cards with others.

7.2 Management Responsibilities

• Managers must:
  • Ensure all new staff receive their ID card on their first day.
  • Maintain a secure ID card registry and audit records regularly.
  • Investigate and address any breaches of ID card policy.

7.3 Disciplinary Actions for Non-Compliance

• Failure to comply with this policy may result in:
  • Verbal or written warnings.
  • Suspension of access privileges.
  • Formal disciplinary action, up to and including termination of employment.

8. Monitoring and Auditing

• Management conducts monthly audits to verify ID card compliance.
• Spot checks are conducted by managers and security teams to ensure ID cards are worn correctly.
• Incident reports involving lost, stolen, or misused ID cards are reviewed quarterly.

9. Policy Review

This policy will be reviewed annually or sooner if:

• New security measures are introduced.
• Legislation or CQC requirements change.
• Staff or service user feedback indicates improvements are needed.

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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.