Minnesota Department of Corrections

Policy: 103.2215 Title: Uniforms and Attire - Facilities

Issue Date: 7/1/08

Effective Date: 8/5/08

PURPOSE: To establish standards of appearance and attire for uniformed employees.

APPLICABILITY: Department-wide

POLICY: The department will furnish a complete clothing issue to employees who are required to wear a uniform as a condition of employment. All uniformed employees will adhere to the following procedures for standards of dress. All uniformed employees will exhibit a neat, clean appearance. Shirts and trousers will be pressed and shoes will be clean. A beard, mustache and/or long hair are allowable, provided it does not present a disheveled or unkempt appearance or present a safety, security, or health concern.

A. Employees in the following job classes will wear uniforms:

CLASSIFICATION:	JOB CATEGORY
Automotive Mechanic	Physical Plant
Baker	Food Service
Buildings and Grounds Worker	Physical Plant
Building Maintenance Lead Worker	Physical Plant
Building Utilities Mechanic	Physical Plant
Cook	Food Service
Chief Cook	Food Service
Corrections Chief Cook	Food Service
Cook Coordinator	Food Service
Cook Supervisor	Food Service
Cabinet Maker	Physical Plant
Carpenter and Carpenter, Lead	Physical Plant
Corrections Officer Trainee, 1, 2, 3	Security
Corrections Lieutenant	Security
Corrections Captain	Security
Corrections K-9 Officer	Security
Corrections Manufacturing Specialist (all options)	MINNCOR
Delivery Van Driver	Physical Plant/MINNCOR/Support Services
Electrician; Electrician, Lead; Electrician Master of Record	Physical Plant
Electronics Technician and Electronics Technician, Senior	Physical Plant
Electronics Specialist	Physical Plant
General Maintenance Worker; General Maintenance Worker, Lead	Physical Plant
General Repair Worker	Physical Plant
Groundskeeper; Groundskeeper Intermediate; Groundskeeper, Senior	Physical Plant
Institution Maintenance Lead worker	Physical Plant
Laborer Trades and Equipment	Physical Plant
Laundry Worker, Laundry Coordinator	MINNCOR
Locksmith	Physical Plant/Security
Machinery Repair Worker	Physical Plant
Mason	Physical Plant
Painter	Physical Plant
Plumber; Plumber, Lead; Plumber Chief; Plumber, Master of Record	Physical Plant
Plant Maintenance Engineer	Physical Plant
Refrigeration Mechanic	Physical Plant
Sewing Machine Operator	MINNCOR
Sheet Metal Worker	Physical Plant
Stationary Engineer	Physical Plant

Employees in the following job classes may wear uniforms, at facility discretion:

Central Services Admin. Specialist (all classes) MINNCOR/Support Services

Electronic Maintenance Supervisor Physical Plant

Plumber Supervisor Physical Plant

Corrections Production Supervisor MINNCOR

Laundry Supervisor MINNCOR

Inventory Control Supervisor 1 and 2 Physical Plant

Building Maintenance Supervisor Physical Plant

Chief Engineer Physical Plant

Electrician Supervisor Physical Plant

Special Teacher-Vocational Education

B. The quantity and allocation of the initial issue is as follows:

Clothing Item	Corrections Officer**	CO Intermittent*	MINNCOR	Food Services	Physical Plant/Support Services/Education/ Vocational
Winter Jacket/ Windbreaker	1	1	1	1	1
Shirts	5 (3 short sleeve 2 long sleeve)	2	5	5 (White)	5
Trousers	3	2	5	5 (Gray)	5
Footwear	1	0	0	0	0
Safety Shoes	0	0	1	1	1
Summer Cap	0	0	1	1	1
Winter Cap or Hood	1	0	1	0	1
Ties	0	0	0	0	0
Belt	1	1	1	1	1
Name Tags	2	2	2	2	0
Serving Since Plate	1	0	1	1	0
MCF Insignia	2	2	0	0	0

* Additional uniforms may be issued to intermittent officers at the discretion of the appointing authority.

** As detailed in Procedure A.1.d), corrections officers may be issued safety footwear dependent upon work location and hazard assessment.

C. Employees may only purchase optional items listed in the department uniform catalog, using their clothing allowance or personal funds. Staff are not allowed to use another employee's uniform allowance. Blue tee shirts are optional for Maintenance and MINNCOR staff only.

DEFINITIONS: None

PROCEDURES:

A. Corrections Officer Series:

1. Uniform Allowances

a) The uniform allowance for all corrections officers is $300.00 per fiscal year including footwear from the approved vendor only (after initial issue).

b) Corrections officer series includes the Challenge Incarceration Program (CIP), Transportation Unit, Minnesota Correctional Facility-Red Wing (MCF-RW) officers and corrections officers directed to wear blue work uniforms as well as all corrections officers 1, 2, 3 and 4 and adult facilities.

c) All employee uniform account balances at the end of the first year will be carried over to the second year of the biennium and added to that year’s allowance.

d) Corrections officers permanently assigned to an area or post determined by a hazard assessment as requiring safety footwear, will be provided safety footwear or be reimbursed up to $100 each 24 months. Safety footwear is not deducted from uniform allowances and supervisory advance approval is required. The department is not responsible for the maintenance or repair of safety shoes. An employee may request a hazard assessment of any job for which a hazard assessment does not exist to determine required personal protective equipment.

e) Any staff who is not permanently assigned, but is covering a post or area determined by hazard assessment as requiring the individual to wear safety footwear and have not been previously issued safety footwear, must wear equivalent foot protection while working in that area or post.

f) Uniform account balances are cancelled at the end of the second year of the biennium. No exceptions are granted.

g) Uniform allowances are prorated for new hires in the year following their initial issue according to the following formula:

(1) Officers hired during the period from July through September are given a $300.00 allowance.

(2) Officers hired from October through December are given a $250.00 allowance.

(3) Officers hired from January through March are given a $200.00 allowance.

(4) Officers hired from April through June are given a $150.00 allowance.

h) Individual facilities will identify and fund additional “program specific uniform needs” with prior approval of the Assistant Commissioner-Facilities.

2. Uniform Standards

a) The intermingling of civilian and uniform clothing is not allowed.

b) Only plain white tee-shirts are allowed underneath the white uniform shirt.

c) The wearing of uniform caps may be required for certain posts per the appointing authority.

d) All corrections officers in uniform will wear the authorized nameplate with “Serving Since (date) – rank, first initial, last name” which will be worn one half inch below the breast pocket seam, centered on the right breast pocket of the uniform shirt and winter jacket.

e) To be considered properly in uniform, all corrections officers’ shoes will be in good repair, clean, and shined, and all required insignia properly displayed.

f) Solid black shoes or boots and black socks must be worn with the uniform. Only plain-toe, uniform-style oxford, Chukka boots, Wellington boots, or tennis shoes are acceptable. White socks are optional with boots, but the white socks must not be visible. The corrections officer is responsible to maintain his/her uniform shoes.

g) Long sleeved items of clothing must be worn with the cuffs rolled down and buttoned at the wrist.

h) The jacket-sized patch must be the standard patch for all corrections officers regardless of facility of assignment.

i) Officer may wear jewelry that does not detract from the uniform appearance or create a safety and/or security concern.

j) All uniformed staff will wear issued duty belts to include chemical irritant and related safety/security equipment (Level 3, 4, and 5 facilities).

k) Uniform shirts must be fully tucked into the pants and only the top button of the shirt may be left unbuttoned.

l) Issued uniforms are state property and are not allowed to be sold or given away.

m) Uniforms may not be worn outside the staff's work hours for recreational purposes, outside employment, or in any business establishment in which intoxicating beverages are served.

3. Exceptions to the allowable uniform items list must receive prior approval of the Assistant Commissioner-Facilities.

B. MINNCOR, Food Service, Physical Plant, Education/Vocational, Support Services Staff, and other positions as deemed necessary by the appointing authority

1. Uniform Allowances

a) The uniform allowance for all classifications listed in the MINNCOR, Food Service, Physical Plant, Education/Vocational and Support Services job categories is $275.00.

b) All uniform account balances remaining in the employee’s account at the end of the first year of the biennium are carried over to the second year of the biennium and added to their allowance.

c) Uniform account balances are cancelled at the end of the second year of the biennium. No exceptions are granted.

d) The above-identified staff may be eligible to purchase or receive steel-toed safety footwear (black or brown) costing up to $100.00 once every two years. Safety footwear is not deducted from uniform allowances and supervisor advance approval is required. The department is not responsible for the maintenance or repair of safety shoes.

e) Uniform allowances are prorated for new hires in the year following initial issue according to the following formula:

(1) Service personnel hired from July through September are given a $275.00 allowance.

(2) Service personnel hired from October through December are given a $230.00 allowance.

(3) Service personnel hired from January through March are given a $180.00 allowance.

(4) Service personnel hired from April through June are given a $150.00 allowance.

2. Uniform Standards

a) The intermingling of civilian and uniform clothing is not allowed.

b) The standard uniform for the above-identified staff is the navy blue shirts and pants work uniform, with the exception of food services. Standard uniform for food services is white shirt and gray pants.

c) 100% cotton uniforms are required for classifications covered by OSHA Standards for employees exposed to the hazards of flames or electrical arcs. Approval of the area manager is required prior to ordering.

d) Uniform staff in the above-identified staff are not required to wear the metal nameplate due to safety concerns.

e) Blue tee shirts are acceptable summer attire for the above-identified staff (except food services) and may be purchased from the employee’s clothing allowance or with personal funds.

f) If a t-shirt shows under a white uniform shirt, the t-shirt must be white.

g) Uniform shirts must be fully tucked into the pants and only the top button of the shirt may be left unbuttoned.

h) Employees may wear jewelry that does not detract from the uniform appearance or cause a safety, security, or health concern.

i) Issued uniforms are state property and are not allowed to be sold or given away.

j) Uniforms may not be worn outside the staff's work hours for recreational purposes, outside employment, or in any business establishment in which intoxicating beverages are served.

k) All food services staff must wear a hairnet or a sanitary disposable hat.

C. Ordering Uniforms

1. Uniform staff will order uniforms via the Internet from the state contract vendor website or by fax, telephone, U.S. Mail or in-store visit.

a) Access to on-line ordering is through the department website.

b) Access to the state contract vendor website requires the employee ID number to be entered for a logon ID.

c) Orders are shipped directly to the employee’s home address.

2. The state contract vendor will maintain each employee’s current uniform allowance balance.

3. Shipping costs are paid by each facility or operation. Postage costs for returns are the employee’s responsibility.

4. A two-part packing slip is enclosed with each order. The employee must verify that all items have been received, sign and date the packing slip and submit one copy to Financial Services for their facility or operation.

5. Special sizes are handled as follows:

a) The employee’s account is charged the regular price for the item.

b) Each facility or operation will pay the difference between the regular price and the cost of the special sized item.

6. The cut-off date for ordering uniforms is April 30th of each year.

7. Staff ordering articles of clothing from the state contract vendor in excess of his/her uniform allowance balance must pay the difference to the vendor at the time of purchase.

D. Care/Repair/Replacement:

1. The care, cleaning and alterations of the uniform is the responsibility of the employee.

2. Apparel that is worn, damaged or soiled through normal use and cannot be properly repaired or cleaned will be replaced by the employee.

3. Apparel that is damaged or soiled may be replaced by the facility or operation. The staff with the damaged or soiled apparel must write and submit an incident report describing the circumstances to the captain/designee. The captain/designee will make the determination as to whether the facility/operation or the employee is responsible for replacement.

4. Staff may not exchange clothing at state expense due to weight loss or gain.

5. Before clothing with patches is discarded, the patches must be removed and destroyed.

E. Medical Conditions:

1. All uniform alterations must receive prior approval from the captain (or designee).

2. Female officers who become pregnant will be loaned three shirts and two pants. Alteration of these items will be paid for by the facility/operation. These items must be returned to the facility/operation upon return from medical leave.

3. The appointing authority of the facility/operation will review other medical issues involving uniform size.

F. Uniform Security:

1. Uniforms or uniform components will not be left unattended or unsecured.

2. Uniforms or uniform components must not be stored in areas where offenders will have access.

3. Staff must report loss or theft of uniform items to his/her supervisor.

4. Facility staff must minimize offender access to clothing of similar cut, design or color as uniform components.

G. Special Events:

1. In the event that the department requests uniform staff to be present for a special event, the facility/operation will pay the wages of the officers required to attend the event.

2. In all other circumstances, officers’ attendance will be optional and in accordance with applicable collective bargaining agreements.

3. A full dress uniform, including tie, will be worn to present a professional appearance at all special events.

H. Exceptions:

1. Pregnant uniform staff are permitted to wear their uniform shirts unbloused and are provided uniforms in excess of the annual allowance.

2. Exceptions to the footwear being purchased from the approved vendor require medical authorization. Any other footwear purchases off contract is at the employee’s expense.

3. Special assignment uniforms, such as SORT unit uniforms, are provided by each facility and not charged to the individual uniform allowance.

4. Facility painters may be attired in white uniform clothing.

5. Minnesota Correctional Facility-Red Wing staff wear designated polo shirts and pants.

I. Termination/Separation/Retirement/Change of Duties/Position of Uniformed Staff: All uniformed staff will return duty belts and security equipment, the identification card, insignia, patches, winter jackets and all new, and used items in clean condition to the captain or designee prior to termination/separation. Upon any change of duties that would result in change of uniform, staff will be required to turn in items no longer needed for the new duties/position to the captain/designee.

REVIEW: Annually

REFERENCES: Policy 103.016, “Pre-Placement Physical Exam and Drug Testing.”

Policy 105.170, “Bloodborne Pathogen Exposure Control Plan.”

Policy 105.115, “Respiratory Protection Program.”

Department of Finance Policy and Procedure PAY0043, “Payments to Employees Who are Discharged from State Service.”

Department of Finance Policy and Procedure PAY0044, “Payments to Employees Who Quit or Resign from State Service.”

Minn. Stat. § 181.13(a)

Minn. Stat. § 181.14 subd. 1, 2, and 4.

SUPERSESSION: Policy 103.2215, “Uniform and Attire – Facilities,” 5/6/08.

All facility policies, memos, or other communications whether verbal, written, or transmitted by electronic means regarding this topic.

ATTACHMENTS: None

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