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NOTICE BOARD AND NOTICES POLICY
Version / 2Name of responsible (ratifying) committee / Patient Environment Partnership Group
Date ratified / 16 October 2018
Document Manager (job title) / Facilities Monitoring Manager
Date issued / 27 November 2018
Review date / 26 November 2021
Electronic location / Management Policies
Related Procedural Documents / DoH guidance document (efm WAYFINDING)
Key Words (to aid with searching) / Notice board, notices, information, locations, boards, signage
Version Tracking
Version / Date Ratified / Brief Summary of Changes / Author2 / 16/10/18 / Updated to include change of responsibility for management of B level notice boards to Corporate Services / N. Hardman & C. Dyson
1 / New policy / N. Hardman
CONTENTS
1.INTRODUCTION
2.PURPOSE
3.SCOPE
4.DEFINITIONS
5.DUTIES AND RESPONSIBILITIES
6.PROCESS
7.TRAINING REQUIREMENTS
8.REFERENCES AND ASSOCIATED DOCUMENTATION
9.EQUALITY IMPACT STATEMENT
10.MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS
EQUALITY IMPACT SCREENING TOOL
APPENDIX 1:Notice Board Allocation
QUICK REFERENCE GUIDE
This policy must be followed in full when developing or reviewing and amending Trust procedural documents.
For quick reference the guide below is a summary of actions required. This does not negate the need for the document author and others involved in the process to be aware of and follow the detail of this policy.
- Notices are to be produced on a PC, spell checked, dated, laminated and displayed on notice boards using appropriate multi-purpose Tack/drawing pins as appropriate to the surface. Corporate identity must be used where appropriate.
- Permanent notices are to be produced by FM service – requested through FM Helpdesk (ext. 6321). For changes to permanent signage/wayfinding signage please refer to the Signage, Amending or Altering Policy.
- Notices/office information should not be adhered to walls/doors – notice boards can be requested/ordered through FM Helpdesk (ext. 6321)
1.INTRODUCTION
Notices and office information must be displayed in a professional manner that does not deface walls and doors of the hospital site. Notices should be informative and only used when necessary. This policy ensures that a process is in place for the display and removal of notices.
Notice boards will be attached to agreed areas in wards, departments and communal areas including offices for the display of notices and general information which needs to be accessible to staff, hospital organisations and committees.
2.PURPOSE
The purpose of this policy is to ensure that the display of notices and office information, temporary and permanent, will be controlled in a uniform way in order for the hospital environment to be kept clutter free and clean. It is important that notices relevant to hospital business look professional and tidy
The policy must also ensure that damage to the decoration of walls, doors, internal glazing and lifts of the hospital are kept to a minimum.
The policy ensures that wayfinding is not compromised by inappropriately placed notices.
This policy should actively promote the use of the notice boards and display panels provided, and must discourage staff from attaching paper notices with sticky tape to walls, doors, fixtures and fittings of the hospital. This will end a culture of out of date, dog-eared and badly written notices which leave unsightly marks that are difficult or impossible to remove.
Walls, doors, fixtures and fittings are required to be clean and paper free for infection control purposes.
This policy will also ensure that the appearance and tidiness of public spaces are made the responsibility of the Care Groups.
3.SCOPE
This policy is applicable to all PHT staff, FM service staff and other recognised agencies and organisations. This policy is inclusive of all notice boards and notices displayed throughout Portsmouth Hospital sites.
‘In the event of an infection outbreak, flu pandemic or major incident, the Trust recognises that it may not be possible to adhere to all aspects of this document. In such circumstances, staff should take advice from their manager and all possible action must be taken to maintain ongoing patient and staff safety’
4.DEFINITIONS
The ‘Trust’ and ‘PHT’ refers to Portsmouth Hospitals NHS Trust.
‘Notice Boards’ relate to ready installed boards/display panels
‘Notices’ refers to singular posters for specific events or information
5.DUTIES AND RESPONSIBILITIES
Ward/department managers are responsible for monitoring and controlling notices and office information displayed in their areas.
Public spaces are the responsibility of the Care Groups identified in Appendix 1. Notice boards in these areas will be monitored and controlled in accordance with this policy. In addition, the Care Groups will be responsible for the whole corridor appearance, not only notice boards, e.g. signage, wear/tear, default reporting, disposal of clutter etc.
The co-ordination and updating of the site maps is the responsibility of the PHT Estates and FacilitiesTeam.
6.PROCESS
All notices, including temporary notices, must be produced on a PC and spell checked before being laminated and displayed, and where appropriate, should employ the corporate identity ensuring clear visual identity and consistent notices across PHT. They must be laminated to assist easy cleaning and be necessary to the unit or department. Notices should only be displayed on notice boards, to be fixed by drawing pins or multi-purpose Tack. This will produce professional notices without causing damage to fixtures and fittings. Notices not fixed in this way will be removed and disposed of and reported back to the area manager.
Any repair costs incurred will be met by the Department if notices or signs are adhered incorrectly.
Permanent notices should be produced by FM service Helpdesk Department (ext. 6321) to ensure consistency.For changes to permanent signage/wayfinding signage please refer to the Signage, Amending or Altering Policy.
Temporary notices should be displayed for the minimum time possible and removed as soon as they become redundant.
Office information, for example, useful telephone numbers/addresses etc., must also adhere to this policy, and should not be taped to walls, fixtures or fittings. Notice boards can be requested through the FM service FM Helpdesk (ext. 6321) at a cost to the department.
Event information should be dated and displayed on the boards designated for this purpose. This should include notice boards within the clinical staff environment. All notices without a date will be removed. It is the responsibility of the person displaying the notice to remove it when it is no longer needed.
Notice boards for ‘one off’ events will be available for displays in the main entrances and reception areas and will be the responsibility of the event organiser. These boards should be arranged via the Communications Team, who will give guidance as to what boards are available, and what content should be included e.g. wayfinding to events.
Display frames in the lifts are managed by Portsmouth Hospitals Charity (2 x frames) and Harbour Suite (1 x frame) and should not be used for any other content. Any notices not related to these will be removed.
Notices should not be displayed on corridor walls/doors, internal glazing, stairwells or in lifts and will be removed by the Patient Services Department.
Notice boards should be approved by Control of Infection as being suitable to the area. If additional notice boards are required in a ward/department, they can be requested through the FM service FM Helpdesk (ext. 6321) at a cost to the department.
Only general staff information posters should be displayed on the ‘Staff Information’ notice board located on B level outside the restaurant. Notices that are out of date; content is not related to Trust business; personal advertisements, e.g. buying or selling, or fundraising; or are displayed outside of the policy guidelines will be removed.
7.TRAINING REQUIREMENTS
N/A
8.REFERENCES AND ASSOCIATED DOCUMENTATION
Corporate identity
Corporate Identity Intranet page
9.EQUALITY IMPACT STATEMENT
Portsmouth Hospitals NHS Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds.
This policy has been assessed accordingly
Our valuesare the core of what Portsmouth Hospitals NHS Trust is and what we cherish. They are beliefs that manifest in the behaviours our employees display in the workplace.
Our Values were developed after listening to our staff. They bring the Trust closer to its vision to be the best hospital, providing the best care by the best people and ensure that our patients are at the centre of all we do.
We are committed to promoting a culture founded on these values which form the ‘heart’ of our Trust:
Working together for patients
Working together with compassion
Working together as one team
Working together always improving
This policy should be read and implemented with the Trust Values in mind at all times
Notice Board and Notices Policy
Version: 2
Issue Date: 27 November 2018
Review Date: 26 November 2021 (unless requirements change) Page 1 of 13
10.MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS
Minimum requirement to be monitored / Lead / Tool / Frequency of Report of Compliance / Reporting arrangements / Lead(s) for acting on RecommendationsVisual Inspection of notice boards / Care Group reps / Observation / Monthly / Policy audit report to: Patient Environment Partnership Group / Chief Nurse
This document will be monitored to ensure it is effective and to assure compliance.
EQUALITY IMPACT SCREENING TOOL
To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval for service and policy changes/amendments.
Stage 1 - ScreeningTitle of Procedural Document: Notice Board and Notices Policy
Date of Assessment / 01 October 2018 / Responsible Department / Development Team
Name of person completing assessment / Nicky Hardman / Job Title / Facilities Monitoring Manager
Does the policy/function affect one group less or more favourably than another on the basis of :
Yes/No / Comments
- Age
- Disability
- Gender reassignment
- Pregnancy and Maternity
- Race
- Sex
- Religion or Belief
- Sexual Orientation
- Marriage and Civil Partnership
If the answer to all of the above questions is NO, the EIA is complete. If YES, a full impact assessment is required: go on to stage 2, page 2
More Information can be found be following the link below
www.legislation.gov.uk/ukpga/2010/15/contents
Stage 2 – Full Impact Assessment
What is the impact / Level of Impact / Mitigating Actions
(what needs to be done to minimise / remove the impact) / Responsible Officer
Monitoring of Actions
The monitoring of actions to mitigate any impact will be undertaken at the appropriate level
Specialty Procedural Document: Specialty Governance Committee
Clinical Service Centre Procedural Document:Clinical Service Centre Governance Committee
Corporate Procedural Document:Relevant Corporate Committee
All actions will be further monitored as part of reporting schedule to the Equality and Diversity Committee
Notice Board and Notices Policy
Version: 2
Issue Date: 27 November 2018
Review Date: 26 November 2021 (unless requirements change) Page 1 of 13
APPENDIX 1: Notice Board Allocation
Notice Board and Notices Policy
Version: 2
Issue Date: 27 November 2018
Review Date: 26 November 2021 (unless requirements change) Page 1 of 13