Procedure - Reporting, Replacement, and Safeguarding of Official ID Badges and Uniforms

Section: Human Resource Procedure
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: Reporting, Replacement, and Safeguarding of Official IdentificationID Badges and Uniforms
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 staff and the ministry from potential risks posed by 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.

Employee and HR Responsibilities
Employee
- Immediately report any missing ID badge or crested uniform to the HR Department within 24 hours.
- Submit a written report addressed to the HR Department providing full details of the missing ID badge or uniform. Your report should include your employee ID number, the incident date, location, and time. Please also indicate whether your supervisor has been informed, as your immediate supervisor should be the first point of contact before escalating to HR.
- The replacement of an ID badge attracts a fee of ₦2,000, which will be deducted from your next salary to reimburse the ministry for the cost of producing a new badge once HR has been duly notified.
- The staff member is responsible for purchasing a new uniform at personal cost from the organization’s approved vendor or source.

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.
- The HR Department will process and issue a replacement within three (3) working days. 

HR Follow-Up Actions
Upon receiving the report, the HR Department shall:
- Submit timely internal documentation for both missing ID badges and uniforms.
- Submit a formal report to the nearest police station 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.

Why You Should Report on Time
Prompt reporting is essential to:
- 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 and compromise safety.

How to Safeguard Ministry Property Entrusted to You
- 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.
- Wear your ID badge in a visible position at all times while on ministry premises or during official assignments.
- Immediately report suspicious activities involving lost items.

Failure to report the loss of an ID badge or uniform promptly may be treated as a serious offence. It could lead to corrective action, up to and including termination of employment.

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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.