Procedure - Missing ID Badges and Ignition Crested Uniforms
Section: Human Resource Procedure
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Missing ID Badges and Ignition Crested Uniforms Procedure
Origination Date: November 2025
Purpose
This procedure outlines the proper steps to be taken when a staff member loses or misplaces their official ID badge or Ignition Crested uniform. It ensures accountability, promotes security, and protects both the staff and the ministry from potential risks associated with the misuse of identification materials or official uniforms.
Scope
This procedure applies to all employees, volunteers, and ministry staff of Ignition633 Ministries, regardless of department, rank, or location.
Goals/Objectives
Employee
- Promptly report any missing ID badge or crested uniform to the HR Department within 24 hours.
- Submit a written report providing full details of the incident.
- Complete all necessary steps for replacement (including payment or repurchase if required).
Human Resources (HR) Department
- Receive and document all reports of lost ID badges or uniforms.
- Conduct follow-up verification and submit timely reports to relevant authorities.
- Facilitate the issuance of replacement ID badges or coordinate uniform repurchase (where applicable).
- Maintain proper records for accountability and compliance.
Reporting Procedure
Within 24 hours of discovering the loss, the staff member must submit a written report to the HR Department containing:
- The date the item (ID badge or uniform) went missing.
- The location where it was lost and, if remembered, the approximate time.
- The names of any witnesses, if applicable.
Note: Failure to submit this written report within 24 hours will be considered a serious offense, as it may endanger the safety and integrity of the ministry.
Replacement and Cost Responsibility
- A replacement fee of ₦1,000 shall be paid by the staff before a new ID badge is issued.
- The HR Department will process and issue a replacement within three (3) working days.
- The staff member is responsible for purchasing a new uniform at personal cost from the organization’s approved vendor or source.
HR Follow-Up Actions
Upon receiving the report, the HR Department shall:
- Submit timely internal documentation for both missing ID badges and uniforms.
- Report the incident to the nearest police or security agency for record purposes and safety precautions.
- Ensure that, in the event the lost item is found or used for any criminal or impersonation activity, the organization and the concerned staff are already cleared of liability through prior notification.
- Maintain secure and up-to-date records of all incidents and replacements.
Importance of Timely Reporting
- Ensure quick internal documentation and reporting to authorities.
- Safeguard the ministry and its staff from potential misuse or impersonation.
- Prevent organizational risk or exposure to harm.
- Reinforce the culture of accountability and responsibility.
Failure to report promptly may endanger the ministry, delay security responses, and compromise safety.
Preventive Measures
- Always keep ID badges and Ignition uniforms secure and in good condition.
- Avoid lending or sharing ID badges or uniforms with any individual.
- Store both items safely when not in use.
- Immediately report suspicious activities involving lost items.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.