Name badges

Report: 14
Date: 3 April 2003
By: Commissioner

Summary

At the meeting of the Co-ordination and Planning Committee on 24 January 2003, the MPA agreed that name badges should be introduced subject to further consideration and consultation. The MPA requested that they be provided with regular updates and this paper sets out the current position.

A. Recommendations

It is recommended that members note the contents of this report.

B. Supporting information

Background

1. At it’s meeting on 24 January 2003, the MPA Co-ordination and Planning Committee agreed that name badges should be introduced. This policy has the full support of the Commissioner and the Deputy Commissioner. Initially, the new policy will apply to all uniform police officers, special constables and specified operational civil staff who have regular contact with the public, such as Police Community Support Officers and Traffic Wardens. Plans are in hand to introduce the first name badges as soon as possible and in particular, early in the new financial year, though it is likely that implementation will need to occur over a two or three period. It is anticipated that the first badges will be seen in June/July 2003.

2. Some exemptions will be required under the policy to take account of operational demands that made it inappropriate to wear a personal name badge. This is necessary in order to comply with the provisions of PACE and deal with a particular set of circumstances. There will of course, be some permanent exemptions from the wearing of name badges.

3. The MPA acknowledged that the Police Federation and civil staff trade unions held some concerns about the wearing of name badges and that further consultations were required to allay these concerns and to ensure that the policy took account of any operational difficulties that might arise. These consultations are underway.

4. It was anticipated that there would be a phased approach to introduction, as new officers enter the service or as uniforms are replaced, and that this would be undertaken over a two to three year period.

Policy Refinement

5. The HR Directorate and the Territorial Policing Policy Unit have been working together to refine the policy. Further consultation has taken place with the five forces who have already introduced name badges in order to clarify their approach in respect of PACE and exemptions to the policy.

6. The Directorate of Legal Services has been consulted about the revised draft policy. In particular, whether the proposed exemptions adequately meet the provisions of PACE (Codes of Practice A2.1(1), 2.5, E4.2(6)) and whether it complies with the provisions of the Human Rights Act. A final response is awaited. The Health and Safety Branch have also considered the implications of introducing name badges, and have concluded that the risk to individuals is minimal, and do not breach the employer’s general duty of care. A copy of the draft policy has also been sent to the DOIT Team seeking their observations.

Implementation Options

7. Further discussions have taken place with the five forces that have already introduced name badges about the design and method of fixing their badges. The emerging view is that a name badge fixed by Velcro is the most practical option but the style of the badge is yet to be finalised. Samples are being obtained by Uniform Services.

8. Uniform Services Branch have costed these options in order to refine the additional costs and resources required to introduce name badges to all uniformed officers within a two to three year time frame. The issues that will inform the cost and timescales, as well as the various options for the phased introduction, are set out in Appendix 1.

9. The most practical approach to the initial roll out will be to confine it to uniform officers and specified civil staff in the first instance. It is also probable that badges will be used for new outtakes from Hendon and to senior staff in the first instance. Obviously new plans will be to implement this on a phased basis so as to minimise any undue and unnecessary costs and clothing wastage.

Consultation

10. Uniform Services Branch has for the last 3 weeks been issuing a short questionnaire to obtain the view of front line officers about the name badge options. The questionnaire has been circulated to officers visiting Mandela Way and to some of their regular customers by e-mail. The results are awaited.

11. The introduction of name badges was discussed at the last meeting between ACHR and the staff support associations on 11 March 2002. Some general concerns were expressed, many of which can be resolved. The associations wish to write directly to the MPA about these concerns.

12. A further consultative meeting with the Police Staff Associations and Civil Staff Trade Unions will be held on 2 April 2003, under the auspices of the Clothing and Appointments Board. At that time it is anticipated that the implementation options will have been further refined. An oral update will be given at the meeting.

C. Equality and diversity implications

The ‘DOIT’ team have been consulted about the draft policy, as it is inevitable that diversity implications will arise, particularly in respect of staff with unusual names. In determining the final policy, full account will need to be taken of cultural, equality and diversity issues to ensure that no member of staff is disadvantaged.

D. Financial implications

Initial costs were provided in the paper to the Co-ordination and Planning Committee. These were based solely on the design of the badge itself and the Velcro option was costed at approximately £60,000 for two badges per officer. The costs of the various implementation options are shown at Appendix 1 and will be dependant upon the number of garments that need to be replaced, particularly if this occurs before their estimated replacement date. The source of finance needs to be confirmed but the Coordination and Policing Committee on 24 January 2003 was notified that it was anticipated the costs would be contained within existing budgets. This view is still held and there is no current proposal for any additional budget allocation. Obviously, our view will be to stage implementation so as to minimise any undue costs of replacement clothing.

E. Background papers

None.

F. Contact details

Report author: Michael Shurety, Director of HR Services, MPS

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Appendix 1

MPS Uniform Services - Name Badges

Badges and Garments

• Cloth badge to be attached using Velcro patch.
• Size and position - to be confirmed
• Garments concerned - shirts, pullovers, lightweight anorak, heavy weight anorak, high-visibility overjacket and overt MetVest cover
• Estimated life of garments:
  • Shirts and pullovers 8-12 months
  • Anoraks to be 3-4 years
  • High visibility overjackets 1-2 years
  • Overt MetVest covers have just been distributed to police officers and some civil staff.
    Life expectancy undetermined.

The following points will needs extra considerations whichever option of implementation is chosen (delete)

• Compilation of names, purchasing and distribution of badges
• Logistics of purchase and implementation of Velcro attachment on garments
• Uniform Services stock levels, supplier stock holding, items already cut to be manufactured and existing contract time scales.
• If the MPS is to set a timescale by which all uniformed staff are required to wear a name badge i.e. a date in 2–3 years time, there will be a cost implication as the date approaches. Cost would be dependent on the number of serviceable garments without the receiving patch still in use that need to be replaced by the given date.
• Staff cost has not been included in the implementation plan. There will be a cost that will be required to build in of approximately £30,000 over two years for a contract person.
• Option of outsourcing the production and co-ordination of Name Badges has not been explored at this stage. This would still require Uniform Services to make variations to current garments and carry out tender exercise for outsourcing. Tender exercise could take up to 3-4 months.

Implementation process 

Name Badges

Logistics involved

• System required for all staff to notify Uniform Services of required name
• A ‘one off’ exercise is required to provide names of all relevant existing uniformed staff, so that they can be provided with a Velcro name badge
• Compilation of staff data
• Purchase name badges for all staff, quality control and distribute
• Quantity of badges per person to be determined· Contractor / cost to be identified
• Budget for initial / future allocation to be determined

Comments

• Task to be allocated within Uniform Services
• Name badges can be purchased within 6-10 weeks for bulk purchase?
• Timescale for when system up and running?

Clothing

Logistics involved

• Determine:
  • Current stock levels
  • Manufacturers stock holding
  • items already in process of being manufactured
  • Current contract timescales
• Make variation to current contracts to include a Velcro patch
• Velcro patches could be made available for staff to attach at home or local dry cleaners

Comments

•  Needs to be considered to determine lead in time for each item of clothing to be supplied with receiving patch
• Not all garments will start to be supplied at the same time
• Some items are manufactured abroad. Lead in times will need to be considered
• In due course, all items would have a Velcro patch
• This could speed up process. System required reimbursing dry cleaner’s bill. Differing quality of stitch and positioning

Option ‘A’ – PCSO, new recruits & phase in for existing staff

General comments

• PCSOs currently have the facility to attach a Velcro badge to their uniform except shirts and MetVest covers
• Best method for Finance & Resource Managers. Uniform budgets allocated on a replacement basis.
• System required for recruiting units to advise Uniform Services of names
• Name badges for recruits to be processed separately from whole service. Priority given to new recruits
• Officers may have a mixture of items with / without Velcro name badges.
• Policy of wearing name badges will be initially affected by not all staff having the facility to wear their badges on all items of uniform.

Factors affecting implementation

• Garments will have to be purchased specifically for new recruits until current stock is replenished by stock with Velcro patches
• Implementation time will be determined by lead times for garment delivery. To build sufficient stock to provide Hendon intake with uniform could take 12-15 weeks.
• Anoraks and pullovers currently under tender evaluation. Uniform Services will make Velcro variation when new contract implemented. Target dates June 2003.
• Overt MetVest cover rollout recently completed
• Uniform Services hold approximately 3 months of stock. Additionally, suppliers may hold the same amount, either as completed garments or cut pieces ready to manufacture.

Estimated cost implications

• Immediate costs
  • PCSO badges = £20,000
  • Replace shirts = £17,000
  • Badges for all uniformed officers and civil staff =£100,000
  • Total = £137,000
• On going cost
  • New recruit badges annual cost = £16,000
  • Other recruits badges = £5000
  • Annual extra over current price of garment of changing design to incorporate Velcro patch = £100,000
  • Total = £121,000
• Other long term cost
  • Based on annual usage and life of garments it would take approximately 4-5 years for all staff to replace their garments.

Implementation time

• Purchase of PCSO name badge 4-6 weeks after agreement and names supplied
• Purchase of service wide name badges 12- 16 weeks after agreement and names supplied (staff will not be able wear these immediately)
• Intake leaving with name badge and uniform with Velcro patch July 2003
• Variations to contracts to incorporate Velcro patch for all items. 3-4 weeks after agreement, excluding anoraks and pullovers, which will be implemented under the new contracts.
• Anticipated first deliveries with Velcro patch by July 2003.
• Replacement basis would take 4-5 years unless stipulated different.

Option ‘B’ – PCSO, new recruits and rank order

General comments

• Leading by example
• Assume initially replacing all garments for ranks above Inspector, then Inspectors, Sergeants and Constables.
• PCSO and Traffic warden uniform replaced simultaneously with lower police ranks
• Budgets will not have been allocated to allow for this expenditure
• Slow implementation if on a replacement basis
• Contract quantities will need to be reviewed
• Garments will be replaced before the end of their life cycle

Factors affecting implementation

• Stock will have to be purchased specifically for the officers that are being issued
• Implementation time will be determined by lead times for garment delivery. To build sufficient stock to provide Hendon intake with uniform could take 12-15 weeks.
• Anoraks and pullovers currently under tender evaluation. Uniform Services will make Velcro variation when new contract implemented. Target dates June 2003.
• Overt MetVest cover rollout recently completed
• Uniform Services hold approximately 3 months of stock. Additionally, suppliers may hold the same amount, either as completed garments or cut pieces ready to manufacture.

Estimated cost implications

• Immediate costs
  • PCSO badges = £2000
  • Replace shirts = £17,000
  • Badges for all uniformed officers and civil staff =£100,000
• Options
  • Replacement of uniform for 500 staff including chief Inspector and above = £130,000
  • Replacement of uniform for 970 Inspectors = £465,000
  • Replacement of uniform for 3100 Sergeants = £868,000
  • Replacement of uniform for 18500 constables = £5,180,000
  • Replacement of uniform for civil staff =£160,000
• On going cost
  • New recruit badges annual cost = £16,000
  • Other recruits badges = £5000
  • Annual extra over current price of garment of changing design to incorporate Velcro patch = £100,000
  • Total = £121,000

Implementation time

• Purchase of PCSO name badge 4-6 weeks after agreement and names supplied· Purchase of service wide name badges 12- 16 weeks after agreement and names supplied (staff will not be able wear these immediately) · Intake leaving with name badge and uniform with Velcro patch July 2003· Variations to contracts to incorporate Velcro patch for all items. 3-4 weeks after agreement, excluding anoraks and pullovers, which will be implemented under the new contracts.· Anticipated first deliveries with Velcro patch by July 2003.· Complete issue of 500 senior staff can be achieved by October · The whole roll out would take approximately 3 years

Option ‘C’ – Borough based

General comments

• Assume initially replacing all garments
• Budgets will not have been allocated to allow for this expenditure
• Slow implementation if on a replacement basis
• Contract quantities will need to be reviewed
• Garments will be replaced before the end of their life cycle
• Problems when staff transfer from the Borough to another where the policy does not apply.

Factors affecting implementation

• Stock will have to be purchased specifically for the officers that are being issued
• Implementation time will be determined by lead times for garment delivery. To build sufficient stock to provide Hendon intake with uniform could take 12-15 weeks.
• Anoraks and pullovers currently under tender evaluation. Uniform Services will make Velcro variation when new contract implemented. Target dates June 2003.
• Overt MetVest cover rollout recently completed
• Uniform Services hold approximately 3 months of stock. Additionally, suppliers may hold the same amount, either as completed garments or cut pieces ready to manufacture.

Estimated cost implications

• Immediate costs
  • PCSO badges = £2000
  • Replace shirts = £17,000
  • Badges for all uniformed officers and civil staff =£100,000
  • Replacement of uniform will cost from £67,000 for least staffed to £420,000 for single borough with 1500 officers
• On going cost
  • New recruit badges annual cost = £16,000
  • Other recruits badges = £5000
  • Annual extra over current price of garment of changing design to incorporate Velcro patch = £100,000
  • Total = £121,000

Implementation time

• Purchase of service wide name badges 8- 12 weeks after agreement and names supplied (staff will not be able wear these immediately)
• Variations to contracts to incorporate Velcro patch for all items. 3-4 weeks after agreement, excluding anoraks and pullovers, which will be implemented under the new contracts.
• Anticipated first deliveries with Velcro patch by July 2003.
• Purchase uniform for least staffed borough first. Possible by September.
• The whole roll out would take approximately 3 years

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