Dress Code Policy

Standard dress code defining business-casual expectations, role-specific requirements (uniforms, PPE, customer-facing roles), and accommodations for religious, medical, and gender-identity-related expression.

Purpose

• This policy establishes consistent dress and appearance standards that support professionalism, customer trust, workplace safety, and role-specific operational needs. It also sets out the process for requesting and evaluating reasonable accommodations for religious, medical, and gender-identity-related expression in accordance with applicable law.

Scope

• This policy applies to all employees, interns, temporary workers, and contractors when they are representing the company or working on company premises, unless a collective bargaining agreement, local law, or role-specific requirement provides otherwise. **Applicable jurisdictions:** United States. **California employees:** any appearance standard or grooming rule must be applied consistently and may not unlawfully discriminate under the California Fair Employment and Housing Act (FEHA). **New York employees:** accommodation and anti-discrimination requirements must also be applied consistently with the New York State Human Rights Law.

General Dress Standards

• Unless a role-specific standard applies, employees are expected to wear clean, neat, and workplace-appropriate business-casual attire. **Acceptable examples** may include: - Collared shirts, blouses, sweaters, polos, or comparable tops - Slacks, khakis, chinos, skirts, dresses, or tailored pants - Closed-toe shoes where required by the work environment **Not permitted** in general work areas may include: - Clothing with offensive, harassing, or discriminatory language or imagery - Garments that are excessively torn, revealing, or unsafe for the work setting - Items that create a safety hazard or interfere with an essential function Employees must maintain a neat appearance and follow any department-specific standards communicated by their manager or the policy holder.

Role-Specific Requirements

• Some positions require attire beyond the general dress standard. **Customer-facing roles:** Employees in client-facing, retail, reception, hospitality, or similar roles must present a polished appearance consistent with the company’s brand and customer expectations. Managers may require role-appropriate attire, name badges, or other identifying items. **Uniformed roles:** Where a uniform is issued, employees must wear the assigned uniform as directed, keep it reasonably clean and maintained, and return company-issued items upon separation. **Safety-sensitive roles:** Employees must wear required PPE and any other protective clothing designated for the task, site, or hazard. PPE requirements are an essential function when tied to safety or regulatory compliance. **Remote or hybrid roles:** Employees working remotely must follow this policy when attending in-person meetings, client visits, or company events.

Religious, Medical, and Gender-Identity-Related Accommodations

• The company will consider reasonable accommodations for sincerely held religious beliefs, medical needs, and gender identity or gender expression, consistent with Title VII of the Civil Rights Act of 1964 and the ADA where applicable. Employees may request an accommodation by contacting HR or their manager. The company will engage in an **interactive process** and may request limited documentation when permitted by law. Examples of possible accommodations include: - Alternative uniform options - Modified grooming or hair requirements - Head coverings or religious attire - Alternative footwear or PPE-compatible options - Pronoun/name badge adjustments where appropriate An accommodation may be denied only if it creates an undue hardship, conflicts with an essential function, or presents a safety risk that cannot be reasonably mitigated.

Procedure for Exceptions and Enforcement

• 1. Employees should raise dress code concerns or accommodation requests as early as possible. 2. Managers must escalate accommodation requests to HR promptly and must not make unilateral decisions about protected-class requests. 3. HR will review the request, assess the job requirements, and document the interactive process and outcome. 4. If an employee is out of compliance with this policy, the manager may issue a verbal reminder, followed by a documented warning if the issue continues. 5. Repeated or willful violations may result in a **PIP**, removal from customer-facing duties, or other corrective action, up to and including termination, depending on the severity and context. 6. Safety-related noncompliance may require immediate removal from the work area until the issue is corrected.

Roles and Responsibilities

• **Employees** must comply with the dress code, maintain professional appearance, and promptly request accommodations when needed. **Managers** must apply the policy consistently, avoid discriminatory enforcement, and escalate accommodation requests to HR. **HR / Policy holder** must evaluate requests in good faith, maintain documentation, coordinate the interactive process, and ensure the policy is applied consistently with EEOC, ADA, and Title VII requirements. **Safety or department leaders** must define and communicate any PPE or uniform requirements tied to essential functions or site hazards.

Compliance, Discipline, and Non-Retaliation

• Violations of this policy may result in corrective action based on the nature and frequency of the issue. Discipline may include coaching, a documented warning, a PIP, temporary reassignment, or termination. The company will not retaliate against any employee for requesting an accommodation, reporting discrimination, or engaging in protected concerted activity under the NLRA. Nothing in this policy should be interpreted to restrict legally protected employee rights, including wage-and-hour rights under the FLSA or protected workplace discussions under Section 7 of the NLRA.

Review and Revision

• This policy will be reviewed at least annually and updated as needed to reflect changes in operations, safety requirements, and applicable federal, state, and local law. The policy holder is responsible for maintaining the current version and communicating material updates to affected employees.