PN October 07 v4
UNIVERSITY OF SALFORD
Policy on approach to dealing with Alcohol, Drug and Substance Misuse
1. Introduction
1.1 The University has introduced the policy as alcohol and drug related problems
are matters of health and social concern. The policy forms part of the
University’s welfare and support provision to employees.
1.2 The University recognises that alcohol, drug and substance misuse can lead
to social, legal and personal problems, including addiction and dependency
and may significantly affect an employee’s work performance or compromise
his/her own safety and others’ safety at work. The University also accepts that
specialist help and treatment may be required for those employees with
problems.
1.3 The University hopes that the policy will create a climate which makes it less
likely that an employee will seek to conceal, deny or cover up problems
related to alcohol, drug or substance misuse.
2. Scope and purpose of the Policy
2.1 The policy is applicable to all employees. It explains the approach that should
be used when employees need assistance to overcome difficulties with
alcohol, drug or substance misuse or managers need to understand what
they should do when they suspect employees are experiencing such
difficulties.
3. General Principles
3.1 The policy is intended to assist those employees who accept they have a
problem related to alcohol, drug or substance misuse with a view to their
recovery and continued employment with the University. To this end it is
hoped that employees will seek help voluntarily and at an early stage.
3.2 The policy will also assist managers to deal effectively with employees who
may be misusing alcohol, drugs or other substances.
3.3 Managers should seek advice from their link Human Resources Manager
prior to implementing any aspect of this policy.
3.4 Whilst the policy is supportive in nature the University is required to fulfil its
legal obligations and consider the overall welfare and safety of all its
employees, students and others at work.
4. Applicability
4.1 The policy is applicable in respect of employees when working/representing
the University, including those working off site.
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4.2 The policy is not intended to intrude upon employees’ privacy but the
University is concerned where an employee’s health or behaviour impairs
his/her conduct, safety or work performance and where it is recognised that
alcohol, drug or substance misuse may be the cause of such impairment.
4.3 The application of the policy is limited to alcohol, drug or substance misuse
which regularly affects the employee’s conduct or his/her ability to undertake
the duties of his/her post. The policy does not apply to employees who,
because of isolated incidents due to excessive indulgence in alcohol or drugs,
behave in a manner contrary to the standards of safety and conduct required
by the University. Such instances will be dealt with in accordance with the
appropriate disciplinary procedures.
5. Definition of Alcohol, Drug and Substance Misuse
5.1 Alcohol, drug and substance misuse is defined as ‘the intermittent or
continual use of alcohol or any drug or other substance which causes
detriment to the employee’s health, social funding, social functioning or work
performance and which affects efficiency, productivity, safety, attendance,
timekeeping or conduct in the workplace.’
6. Legal and Statutory Obligations
6.1 It is recognised that the effect of alcohol, drug and substance misuse
problems can create serious health and safety risks and that both the
University and its employees have statutory duties under the Health and
Safety at Work Act 1974. As a consequence it is necessary to insist that
employees do not come into work under the influence of alcohol and drugs or
bring illegal drugs on to the premises.
6.2 Under the Road Traffic Act 1988 and the Transport and Works Act 1992
drivers of road vehicles must not be under the influence of alcohol while
driving, attempting to drive or when in charge of a vehicle. Employees
suspected of being under the influence of alcohol or drugs that could impair
their ability to safely carry out driving of University vehicles/private vehicles on
business use will be reported to their line manager who will immediately
remove them from the work activity and suspend them on full pay for the
remainder of the shift/working day.
6.3 The use, sale, possession and distribution of non-prescribed and controlled
drugs are prohibited under UK law (Misuse of Drugs Act 1971). The
University has an obligation under law to report to the police all incidents
involving the supply or taking of illegal drugs on the premises as required by
the Act.
7. Indicators of Alcohol, Drug and Substance Misuse
7.1 The following characteristics may be indicative of an alcohol, drug or
substance misuse problem. However, it should be noted that these
characteristics are not confined to such problems and caution should be
exercised in their interpretation:
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poor productivity, complaints about performance, impaired concentration
and memory;
increasing general unreliability and unpredictability;
accident proneness, mistakes, errors of judgement;
frequent lateness in arriving at work or returning from lunch, repeated
brief periods of absence for trivial or inadequate reasons, leaving work
early, taking annual leave without prior notice/approval, frequent absence
from actual place of work whilst at work;
persistent absenteeism, certified or uncertified and unacceptable absence
patterns, e.g. regular absence linked to weekends or before and after
holidays;
mood changes, irritability, lethargy;
deterioration in relationships with colleagues which may include paranoia,
abusive behaviour, borrowing money;
a combination of hand tremors, slurred speech, facial flushing, bleary
eyes, poor personal hygiene;
smelling of alcohol or appearing to be under the influence of alcohol
during working hours;
actual evidence of alcohol, drug or substance misuse whilst at work.
8. Confidentiality
8.1 All self referrals to the Occupational Health Unit will be treated in strict
confidence and no details will be given to an employee’s line manager or to
the Human Resources Division without the express consent of the employee.
The only exception is where an Occupational Health professional considers it
necessary in defence of public interest.
8.2 Any help or treatment given will be treated confidentially between the
employee, the Occupational Health Unit and where necessary, any external
agency involved.
8.3 Any employee records which refer to alcohol, drug and substance misuse
problems will be kept confidentially.
9. Help offered by the University
9.1 Employees who come to notice through observation or poor work
performance or via disciplinary procedures as possibly having an alcohol,
drug or substance misuse problem will be offered the opportunity immediately
to seek help from the Occupational Health Unit (see section 9 below), who
will, if necessary, discuss with the employee if he/she has consulted with
his/her GP to discuss the appropriateness of the GP referring the employee to
a counsellor or an external agency who specialises in alcohol or drug
dependency.
9.2 Where necessary, employees who agree to have treatment may, at the
University’s discretion, have time off work to attend appointments, receive
treatment and participate in a programme designed to help their recovery, in
the same way as absence for other forms of medical treatment. The
Occupational Health Unit will advise managers/Human Resources Division of
the period during which employees will be undergoing treatment so that
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managers are able to agree with employees the timescale during which
support will be offered.
9.3 Every effort will be made to ensure that on completion of a recovery
programme the employee is able to return to the same or equivalent work.
9.4 Should an employee suffer a relapse during or after treatment, each case will
be considered on its merits in the light of advice from Occupational Health
professionals with regard to whether a further period of treatment should be
offered.
10. Problem Identification – Procedural guidelines
10.1 Employees who suspect or know they have an alcohol, drug or substance
misuse problem are encouraged to seek help voluntarily by contacting
a) Occupational Health Unit
b) link Human Resources Manager
c) supervisor/manager
d) trade union representative
10.2 An employee’s colleagues or supervisor may identify signs of developing
problems and/or deteriorating work performance or behaviour. If this should
occur they should be brought to the attention of the appropriate manager. The
manager, following consultation with the link Human Resources Manager will
arrange to meet with the employee in private.
10.3 Employees have the right to be accompanied at a meeting by a work
colleague or trade union representative.
10.4 At the meeting the employee should be advised of the facts observed and of
the possible consequences of such behaviour and/or performance and
offered help.
10.5 During the meeting the manager should establish future acceptable standards
of work performance and behaviour expected at work.
10.6 If an offer of assistance is accepted the manager should refer the employee to
the Occupational Health Unit, via the link Human Resources Manager. No
referral to the Occupational Health Unit should be made without first advising
the employee. The employee should be made aware of the specific issues
that will be raised in the referral.
10.7 If an employee indicates that he/she has no health related problem and rejects
any offer of assistance the manager should assess the appropriateness of
instigating other formal procedures or to keep the situation under review.
10.8 The manager should keep a written record of meetings held with the
employee and give the employee a copy of any notes taken.
11.
Roles and Responsibilities
11.1 Employees
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11.2
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Check with doctor/pharmacist regarding side effects of prescribed
medication
Do not bring alcohol to work for consumption at work (unless authorised)
Do not bring illegal drugs (i.e. Class A or Class B drugs that fall into the
category of ‘controlled drugs’ under the Misuse of Drugs Act 1971) on to
University premises
Do not attend work under the influence of alcohol or drugs
Do not drive or operate machinery if affected by alcohol or drugs
Report all incidents of suspected alcohol, drug or substance misuse to an
appropriate manager
Attend all appointments arranged with Occupational Health Unit
Where problem identified, commit to a support programme to overcome
difficulties
If undergoing a programme of support, commit to attend for all reasonable
and appropriate treatment arranged
Comply with recommendations of Occupational Health Unit/specialist
external agencies
Advise Occupational Health Unit when treatment/counselling received
external to the University has been completed
Understand that if undergoing a support programme as a consequence of
a management referral, the Occupational Health Unit will provide
manager/Human Resources Division with summary progress reports on a
regular basis. In cases where an employee has self referred no
information including the fact that the employee has self referred will be
divulged without the employee’s consent
Regularly meet with the manager to keep him/her advised of progress
(employee has right to be accompanied at meetings by a Trade Union
representative or work colleague). If off work, maintain regular contact
with the manager
Accept that the manager will arrange a period of monitoring both during
and after treatment to ensure performance/attendance is sustained at
acceptable levels
Understand that if an employee does not accept that he/she has a
problem related to alcohol, drug or substance misuse and does not agree
to a support programme, then he/she is liable for any consequences of
poor performance, absence at work etc which may be dealt with through
formal procedures
Subject to an employee giving his/her consent, understand that the
manager/Human Resources Division will be advised by Occupational
Health Unit if an employee ceases to comply with the Policy
Any evidence of failure to complete treatment will be viewed as non
compliance and future problems will be dealt with through formal
procedures
Understand that if at any time an employee withholds his/her consent to
update the manager on progress etc, that the manager will act/make
decisions based on the information known
Managers
Where there are concerns regarding possible alcohol, drug or substance
misuse, seek advice of link Human Resources Manager before having
any individual discussions with employees
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11.3
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Treat confidentially any information regarding employees with problems
relating to alcohol, drug or substance misuse
Arrange that all meetings with employees are held in private
If an employee’s performance is unsatisfactory/deteriorating, the manager
should identify in what ways performance is unsatisfactory
If a manager becomes aware that an employee is experiencing problems,
he/she should arrange to meet with the employee to discuss any
concerns and offer him/her support/advice
Deal with specific incidents that occur, following referral to the Human
Resources Division for advice
Suspend employees from duty for the rest of the shift/working day where
it is considered that they are incapable of performing their duties safely
Indicate standards required and ensure employee understands what is
expected
Agree with employee about any follow up action to be taken
Keep accurate records of problems, poor performance and non
attendance. Make notes of all meetings held with employees to discuss
such problems and any agreements regarding follow up actions, providing
employees with a copy of notes
Consider any measures to prevent re-occurrence of problems, e.g.
supervision, monitoring
When a manager believes alcohol, drug or substance misuse may be the
cause of problems at work, he/she should arrange to refer the employee
to the Occupational Health Unit, via Human Resources Division
Discuss with an employee any relapses in performance that result in
unacceptable performance levels
Support employees who accept they have a problem and commit to
overcoming it
Allow employees reasonable time off to follow a recommended course of
treatment
Balance concern for the employee’s welfare with the overall responsibility
for that of other employees and the safe and effective performance of the
unit
Occupational Health Unit
Promote good health and well being amongst employees
Clarify to employees the support that can be offered
Respond to self referrals and management referrals
Help employees to accept they have a problem
Explain confidentiality aspects to employees, particularly those employees
who self refer, and encourage openness and honesty in their future
communication with managers
Refer employees to specialist external agencies where they have agreed
to commit to an employee support programme
Liaise as necessary with employees GPs and other external agencies
Regularly review the progress of employees who are undergoing a
support programme
Subject to employees giving their consent, keep managers/Human
Resources Division advised of the progress of employees undergoing a
support programme, together with the implications of their treatment in
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respect of their work, the timescale for undergoing treatment, confirmation
that appointments are kept and when employees complete their treatment
Advise managers/Human Resources Division of any failures to complete
treatment or if treatment is not successful
Keep managers/Human Resources Division informed if a return to work is
not feasible within a reasonable period of time
Provide advice to managers to help them acquire the necessary skills and
confidence to deal with the identification and management of employees
with alcohol, drug and substance misuse problems
Maintain statistical records of management and self referrals
Human Resources Division
Ensure effective communication between employees, managers and the
Occupational Health Unit
Provide advice to managers on how to deal with staff who may have a
problem associated with alcohol, drug or substance misuse
Provide advice to individual employees as required
In conjunction with managers, prepare and submit management referrals
to the Occupational Health Unit, ensuring employees are aware of the
referral
If illness has impaired the employee’s ability to return to his/her previous
post following treatment, explore in conjunction with the Occupational
Health Unit and the manager, the appropriateness of redeployment to
another suitable post elsewhere in the University
12 The link with performance/disciplinary/sickness management
procedures
12.1 Despite the best efforts of the University to offer support to employees it
may still be necessary on occasions to invoke other formal procedures
where employees have reverted to unsatisfactory levels of
performance/conduct/attendance.
12.2 Where an employee’s attendance is being dealt with under the University’s
Sickness Management Procedure, and the employee raises a problem
related to alcohol, drug or substance misuse as being a contributing factor,
such problems will be taken into account when making decisions about
managing the employee’s sickness absence.
12.3 If during the course of a disciplinary procedure being implemented alcohol,
drug or substance misuse is believed to be a factor, the disciplinary
procedure may be suspended and the employee will be offered a referral for
assessment and treatment. However, if it is subsequently established that
an employee’s misconduct is not due to dependency, or, if the employee
refuses help, denies there is a problem or discontinues treatment, the
disciplinary procedure may be re-invoked.
12.4 In appropriate cases the requirement to undergo treatment may form part of
the disciplinary action taken.
12.5 Drinking or being under the influence of alcohol whilst at work to such an
extent that an employee is incapable of carrying out his/her duties will be
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considered to be gross misconduct. The possession or taking of prohibited
drugs is against the law. Any employee found in possession of or taking
drugs or being under their influence whilst at work will be considered to be
gross misconduct. In these situations the disciplinary procedure may be
invoked (Refer to section 5.3, Misuse of Drugs Act 1971).
13. Policy Review
13.1 The University will monitor and review the operation of this policy on a
regular basis.
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