Procedure 35: Uniforms and Safety Apparel

This UCI Personnel Procedure is being revised.
Please contact your Human Resources Business Partner for guidance and

Responsible Office: Human Resources
March 2013

A. References

Personnel Policies for Staff Members

UCI Administrative Policies & Procedures

B. Authority and Responsibility

The department head may recommend the use of uniforms and, in consultation with Environmental Health and Safety (EH&S), protective work clothing and safety equipment.

The department head may authorize expenditures for protective work clothing and safety equipment.

The department head may establish or change a uniform replacement allowance in consultation with Human Resources.

C. Definitions

Protective Work Clothing: Protective work clothing is attire worn over or in place of regular clothing to protect the employee's clothing from damage or abnormal soiling, or to maintain a sanitary environment, and may include serving aprons, laboratory coats or dresses, shop coats, and surgical gowns.

Safety Equipment: Safety equipment protects the employee and may include head covers, gloves, goggles, prescription safety glasses, safety shoes, handguns, batons, and handcuffs.

Uniforms: Uniforms, excluding shoes, are attire that is worn for the purpose of ready visual identification of personnel in occupations such as police, parking, and guard occupations. Uniform components may include shirts, ties, pants, dresses, skirts, blouses, and jackets that are of the same design, color, and style.

D. Guidelines

  1. Protective work clothing and safety equipment (except prescription lenses and sized safety shoes) provided to an employee by the University for use on the job, will be returned upon completion of the assignment.
  2. University-provided items lost or damaged due to employee negligence will be replaced at the employee's expense. University-provided items damaged or worn out in the performance of duties will be repaired or replaced by the University.
  3. An employee required to wear prescription safety glasses will pay for the medical eye examinations. The University will supply the safety lenses and frames.
  4. Uniforms are authorized for wear only while an employee is on duty or traveling to and from the duty location.

E. Procedures

  1. When a uniform is required by the University, an employee may be responsible, at the time of employment, for the purchase of uniform components specified by the University. A uniform replacement allowance will normally be paid to such an employee on July 1 of each year as follows:
    1. A full-time employee, who is required to wear a uniform full-time and who has completed twelve months of service since the previous July 1, will receive a full allowance.
    2. A part-time or full-time employee who has completed fewer than twelve months of service, or worn a uniform less than full-time, will receive an allowance prorated on the basis of the percent of time worked in uniform since the previous July 1.
  2. When an employee is required to use protective clothing or safety equipment, the department will purchase these items and pay for replacement as needed.
  3. Departments may elect to provide optional protective clothing and equipment, as long as there is equitable treatment of employees with similar duties. Departments shall notify Human Resources if such a practice is instituted or changed.

F. Applicability

All staff members, except employees who are in a bargaining unit that has an exclusive representative (union) and are covered by the applicable provisions of the collective bargaining agreement.