Provided 6-17-16
1516 RTKL 0181

PHILADELPHIA SCHOOL DISTRICT
Office of School Safety

Directive #20

SUBJECT: SCHOOL POLICE OFFICER AND PER-DIEM SUBSTITUE OFFICER
PROPER ATTIRE & APPEARANCE POLICY
I.

PURPOSE AND INTENT OF THE POLICY
A.

School Police Officers (“SPOs”) and Per-Diem substitute Officers, as members
of a professional paramilitary organization judicially appointed pursuant to 24
PS §7-778, have the singular mission of providing safety, security and policing
services on behalf of the School District of Philadelphia beneath the auspices
and direction of the Office of School Safety. In order to effectuate this mission,
it is of utmost importance that all Officers maintain an appearance of authority,
professionalism, discipline, uniformity, and impartiality. Therefore, all SPOs
and Per-Diem substitute Officers are required to strictly adhere to the following
guidelines for proper attire and appearance.
i. RELIGIOUS AND MEDICAL EXCEPTION
SPOs and Per-Diem substitute Officers desiring an exemption or
accommodation from any provision of this proper attire and appearance
Policy based on medical or religious grounds, may obtain a waiver
request form from the Office of School Safety. Said form will require the
individual to specify the accommodation requested and the nature or
basis of the request. This request form must be submitted to the School
District’s Office of the Deputy for Employee Relations, which is
responsible for deciding whether to approve or deny all requests for
religious or medical accommodation.
a. Oral or written requests made to supervisors in the Office of
School Safety will not be sufficient to put the District on
notice of any need for religious or medical accommodation.
i.

If a supervisor receives an oral or written request
for a religious or medical accommodation, they are
to direct the requesting officer to Directive 20,
instruct the requesting officer on the steps needed
to be followed in order to make a proper request
(as outlined herein), and draft a brief memorandum
documenting the date the request was received, the
nature of the request, and a summary of
supervisor’s communications with the requesting
officer, including confirmation that the requesting
officer was instructed on Directive 20. Said
memorandum shall be placed in the requesting
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 officer’s personnel file. This document shall not
be treated as a formal request. Rather, it is every
requesting officer’s own responsibility to submit
the appropriate documentation to the Office of the
Deputy for Employee Relations.
b. Simply submitting the official request form to the Office of
the Deputy for Employee Relations does not entitle the
individual to deviate from the prescribed uniform policy. Any
deviation from the proper attire and appearance guidelines is
prohibited until an official exemption/accommodation request
form is both properly submitted and approved.
c. The Office of the Deputy for Employee Relations shall
endeavor to respond to any requested accommodation/
exemption in writing within 15 business days. Said response
will specify whether the request is approved or disapproved,
and will include the reasons for any disapproval.
d. Requests for religious or medical accommodation will be
reviewed on an individualized basis and, before any such
requests are denied, the Office of the Deputy for Employee
Relations shall engage in an interactive process with the
individual and explore the possibility of an alternate form of
accommodation than that which was requested, and that
would not compromise the overarching goals and mission of
the Office of School Safety as articulated in paragraph A
above.
e. Those individuals whose requests for an accommodation have
been denied after the interactive process have the right to file
a timely complaint with the Equal Employment Opportunity
Commission.
f. Neither the School District nor the Office of School Safety
will retaliate or take any adverse employment action against
an employee for requesting a religious or medical
accommodation, or for having a requested accommodation
approved.
g. Medical Exception – Individuals granted a medical exception
shall be monitored and reviewed by the Medical Director
every twelve months to determine if the medical condition
persists to warrant the continuation of the waiver.
h. Religious Exception – Waivers will expire after 12 months
and employees must reapply at the end of each term.
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 II.

GENERAL GUIDELINES
A. All SPO personnel and Per-Diem substitutes will maintain a clean, neat and wellgroomed appearance in their dress and deportment. All equipment will be
maintained in good working condition and kept clean and presentable at all times.
Supervisory personnel will conduct regular inspections.
B. No SPO or Per-Diem substitute Officer is permitted to sell, give, exchange or trade a
School Police uniform to any person who is not a Philadelphia SPO without written
authority from the Chief Safety Executive.
C. No SPO or Per-Diem substitute Officer will accept/solicit restitution for uniform(s)
damaged in the performance of duty.
D. Uniform personnel are to only wear their uniform on duty or at official functions
when authorized by the Chief Safety Executive.
E. SPOs and Per-Diem substitute Officer will be responsible for maintaining and
wearing the prescribed uniforms. Handcuffs, as a part of the uniform, will only be
worn after training and authorization. Special training and authorization will also be
required for the use of the baton and OC spray. No other uniform will be worn or
handcuffs carried unless it is authorized by the Chief Safety Executive.
F. No food, drink, newspaper or other reading material not related to training is allowed
in training.
G. No backpacks, pocketbooks, purse, tote bags, fanny packs or newspapers shall be
carried while on duty.

III.

SPO UNIFORM STANDARDS
a. It is required that SPOs and Per-Diem substitute Officers take proper care of
their uniforms and wear them as authorized.
1. Uniforms shall be worn neatly, meaning thoroughly well
cleaned, pressed, and fully buttoned.
2. Any item or article not enumerated below, and not specifically
authorized to be worn as part of the uniform, is prohibited.
b. All non-uniform personnel assigned to patrol and/or day-night activities,
schools, offices, and other school functions, are obligated to dress for a
business environment (shirt and tie, business slacks, black shoes – NO
SNEAKERS ARE OPERMITTED).

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 c. SPOs and Per-Diem substitute Officers are forbidden to exchange parts of
uniforms for the purpose of passing an inspection.
d. During the winter, uniformed police officers shall wear:
1.
Hat with frontispiece attached, issued by School Police
Operations.
2.
Winter coat issued by School Police Operations. In inclement
weather, officers may wear the issued yellow raincoat and rain
cap.
3.
Long sleeved, blue collared shirt.
4.
Black tie
5.
Badge worn over left breast pocket, or if wearing a jacket, it must
appear on the outermost garment. Commendation ribbons are to
be worn over the badge.
6.
Name tag worn over right breast pocket.
7.
Black belt – leather police type with standard type of chrome
buckle
8.
Blue winter trousers.
9.
Black shoes (polished); no sneakers.
10.
Writing materials and handcuffs must be carried.
11.
Navy blue or black earmuffs or turtleneck may be worn if
authorized by the Chief Safety Executive.
12.
Optional: Scarf and sweater in black or navy blue only.
13.
Optional: Undershirt must be white
14.
Black or navy blue socks.
e. During the summer, uniformed police officers shall wear:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Hat with frontispiece attached, issued by School Police
Operations.
Short sleeved, blue collared shirt.
Black tie (if wearing a jacket).
Badge worn over left breast pocket. Commendation ribbons worn
over badge.
Name tag worn over right breast pocket.
Black belt- leather police type with standard type of chrome
buckle.
Writing materials and handcuffs.
Summer weight blue trousers.
Black shoes (polished); no sneakers.
Prohibited all year long: Baseball caps, with or without School
Police logo, golf shirts, or tee shirts.
Optional: Undershirt must be white
Black or navy blue socks

NOTE: SPOs will be notified of the seasonal uniform changes either
through their immediate supervisor or a memo.
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 f. Per-Diem substitute Officers shall wear, when not issued uniforms:
1.
2.
3.
4.
5.
6.

7.
8.

Blue or white buttoned down, collared shirt.
Black belt – police type with standard type of chrome buckle
School District identification card attached to belt.
Black/dark blue trousers.
Black shoes (polished); no sneakers.
Prohibited: Per Diem officers are restricted from wearing
embroidered apparel, badges, insignia, nameplates, emblems, and
collar pins that identify the Per-Diem or as a member of any law
enforcement agency.
The word POLICE may not appear on any clothing.
Per-Diem officers are not permitted to carry handcuffs, unless
they have received authorized training by the Office of School
Climate and Safety.

g. Per-Diem substitute Officers shall wear, when issued uniforms:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Long sleeved, blue collared shirt.
Black tie.
Name tag worn over right breast pocket. (Issued 1)
Black belt – police leather type with standard type of chrome
buckle
Blue trousers
Black shoes (polished); no sneakers
Writing materials and handcuffs must be carried.
Navy blue or black earmuffs or turtleneck may be worn if
authorized by the Chief Safety Executive.
Optional: Scarf and sweater in black or navy blue only.
Optional: Undershirt must be white
Black or navy blue socks

h. During the summer, uniformed Per-Diem Officers shall wear:
1.
2.
3.
4.
5.
6.
7.
8.
9.

Short sleeved, blue collared shirt
Black tie (if wearing jacket)
Name tag worn over right breast pocket
Black belt
Writing materials and handcuffs
Summer weight blue trousers
Black shoes (polished); no sneakers
Prohibited all year long: Baseball caps, with or without School
Police logo, golf shirts, or tee shirts.
Black or navy blue socks

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 NOTE: SPOs and Per-Diem Officers will be notified of the seasonal
uniform changes either through their immediate supervisor or
a memo.
IV.

GROOMING STANDARDS
Male SPOs and Per-Diem substitute Officers:
a. Male SPOs and Per-Diem Substitutes are expected to maintain a clean, neat,
and well-groomed appearance.
b. Haircuts- hair will be clean, kept properly trimmed and combed. It will not
touch the collar or stick out around the hat. Hair may touch the top of the
ears, but may not cover any portion of the outside of the ear. It must be worn
in such a manner that it does not interfere in any way with the proper wearing
of the uniform hat in the accepted military manner.
c. Sideburns - will not extend lower than the top of the earlobe.
d. Mustaches - when worn, will be neat and trimmed at all times, ending in a
straight line from the corners of the mouth.
e. Beards – are not permitted except with the approval of a medical or religious
accommodation. If an SPO or Per-Diem Substitute receives approval to wear
a beard pursuant to a medical or religious accommodation, the length of the
beard shall not exceed ¼ of an inch.
f. Goatees and/or soul patches – are not permitted.
g.

No
“visible”
necklace/medal
or
body
(including on the tongue) may be worn while on duty.

piercing

jewelry

h. Male officers may not wear earrings while on duty.
i. Fingernails must be well trimmed, no longer than 1/8” of an inch from the tip
of the finger.
j. Unnatural colored beards and hair colors are prohibited (green, purple, blue,
etc.)
k. Eyewear- mirror lenses and brightly colored frames and wraparounds are not
permitted.
l. Jewelry-restricted to wedding band, watch, tie clasp, class ring, medical alert
bracelet or medallion.
m. Supervisors will conduct weekly inspections to enforce the proper authorized
uniforms.
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 n. Divisional Commanders will periodically conduct inspections of uniforms.
Female SPOs and Per-Diem substitute Officers:
a. Female SPOs and Per-Diem Substitutes are expected to maintain a clean,
neat, and well-groomed appearance.
H. Hair- hair may be worn in contemporary styles but will not extend below the
earlobe, or the bottom of the collar. No hair will show or extend over the forehead
below the hat. Hair may be pinned up in order to meet these requirements. No
hairstyle may interfere with the proper wearing of the uniform hat in the accepted
military manner. All personnel who so desire may wear a wig/hairpiece providing it
conforms to the hairstyle requirements outlined above.
Beads, butterfly clips, large barrettes, large hair clips or other large
hair accessories are prohibited. (Exception: bobby pins and hair pins)
a. Cosmetics- while on duty, cosmetics including lipstick, may be applied
lightly. The colors may neither be too bright or too dark. False eyelashes
may not be used.
b. No
“visible”
necklace/medal
or
body
(including on the tongue) may be worn while on duty.

piercing

jewelry

c. Jewelry – restricted to wedding bands, watch, tie clasp, class ring, medical
alert bracelet or medallion.
d. Female officers with pierced ears may wear one pair of small post type
earrings, no more than ¼” in diameter. They shall not dangle below the
earlobe or protrude or be worn above the earlobe. No more than one earring
per ear may be worn.
e. Fingernails must be well trimmed, no longer than 1/8” from the tip of the
finger. Only clear nail polish is acceptable while in uniform. Nail
decorations are prohibited (e.g., rhinestones, decals, etc.)
f. Unnatural colored beards and hair colors are prohibited (green, purple, blue,
etc.)
g. Eyewear- mirror lenses and brightly colored frames and wraparounds are not
permitted.
h. Beards – are not permitted except with the approval of a medical or religious
accommodation. If an SPO or Per-Diem Substitute receives approval to wear
a beard pursuant to a medical or religious accommodation, the length of the
beard shall not exceed ¼ of an inch.
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 i. Goatees and/or soul patches – are not permitted.
j. Supervisors will conduct weekly inspections to enforce the proper authorized
uniforms.
k. Divisional Commanders will periodically conduct inspections of uniforms.

V.

RESPONSIBILITY
A. If a SPO or Per-Diem substitute Officer experiences damage to
his/her uniform while on duty, he/she is to submit a memorandum
to his/her Supervisor within 24 hours.
B. If a SPO of Per-Diem substitute Officer personally damages or
loses his/her uniform, he/she will be responsible to promptly
replace or repair at their own expense.

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 Directive #20
Addendum #1
EQUIPMENT TO BE CARRIED WHILE ON DUTY
A. Uniform school police officers, Sergeants and Lieutenants will carry the
following while on duty:
1. Baton – issued type, not to exceed 24” in length, diameter 1/14”; wood
fiberglass or polycarbonate composition. (Patrol Officers)
2. Handcuffs with key
3. Flashlight – Department approved (Patrol Officers)
4. Pocket notebook – bound type
5. Pen and Pencil – ballpoint preferred (black or dark blue ink only)
6. School District Identification Card
a. School District Identification Cards will be carried by All employees of the
Office of School Safety (OSS).
b. School District Identification Cards will be worn by ALL personnel in
civilian clothes.
7. Nameplate – 2 ½” x ½” plastic with ¼” white lettering (metal optional)
8. Authorized OC Spray and Holster.
B.

The following equipment will be readily available for use as needed:
1. Raincoat

C.

The following forms will be carried by Police Officers and Sergeants while
performing a patrol function:
l. Complaint or Incident Report Book – SP-16
2. School Based Officers are issued SP-18a and SP-18 forms for reporting log
Incidents.

D. All personnel assigned to a limited duty status will wear appropriate civilian
business attire. Jeans and tee shirts are not appropriate attire.
NOTE: This also applies to personnel in sick/injured status and
plainclothes/investigatory personnel who are required to appear in court.

7-15-04
10-27-14
5-19-15
June 2015

BY ORDER OF THE CHIEF SAFETY EXECUTIVE
OFFICE of SCHOOL SAFETY
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 Directive #20
Addendum 2

WEARING THE MOURNING BAND/CREPE
The mourning band is a solid black band that will fit tightly around your badge.
The mourning band should be worn straight across the center of the badge.
The width of the black band should not exceed ½ inch
Black tape will not be used as a mourning crepe
Black mourning bands shall be worn on a School Police Officer’s badge only in the
following circumstances:
1. Upon the line of duty death of an active School Police Officer (SPO) in the Office of
School Safety. The mourning band should be worn for a period of thirty days from
the date of death or a length of time designated by the Chief Safety Executive.
2. By all SPO in civilian clothing, while displaying a badge, when attending the funeral
of an active SPO. Upon the completion of the funeral, the mourning band can be
removed.
3. At the direction of the Chief Safety Executive, upon the line of duty death of
a LEO from a neighboring jurisdiction, the mourning band will be worn from the date
of death and removed at the conclusion of the day of the burial.
4. The day of any memorial service the Office of School Safety or the Philadelphia
Police Department designates honoring LEO’s who have died in the line of duty.
6. Any other time, at the direction of the Chief Safety Executive, when special
circumstances dictate that the department display of official mourning is appropriate.

7-15-04
10-27-14
5-19-15
June 2015

BY ORDER OF THE CHIEF SAFETY EXECUTIVE
OFFICE of SCHOOL SAFETY
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