Tobacco Free Campus Policy
Communications Plan for Hospitals and Health Facilities
As part of our National Tobacco Control Framework, the HSE has committed to making all its
workplaces and campuses smoke-free by 2015. This process is already well underway, with 17
hospitals now tobacco free, as well as HSE Headquarters at Dr. Steevens’ Hospital in Dublin.
Many other hospitals and facilities are planning to introduce smoke-free campuses and a range
of resources is available to help in this planning and implementation process. This
communications plan is designed to support HSE teams and Area Communications Offices in
implementing a Tobacco Free Campus. It should be deployed as soon as the decision to go
smoke-free has been made, to allow time for a quality communication process with the public,
service users, staff and visitors. It is based on the experience of hospitals and locations that
have already successfully gone smoke-free. The term hospital is used throughout the plan, but
this can be replaced with the appropriate facility name as required, e.g. primary care centre,
health centre, administrative offices etc.
Printing of supporting materials and signage etc is best arranged by each hospital or site, as
local arrangements will be in place for print needs, and hospitals are likely to wish to add their
own crest or logo, customize the sample templates provided here as a guide, and ensure
signage is in keeping with existing estate style.
Going Tobacco Free – Communications Plan
Objectives
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To support the smooth implementation of the Tobacco Free Campus Policy
To outline the rationale for the policy to all
To ensure service users, staff and visitors are informed of the policy and how it affects
them
To inform patient advocates, public representatives and media of the policy and its
purpose
To provide an ongoing feedback mechanism on the policy
Target Audiences
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Service users
Visitors
Staff at all levels
Suppliers and contractors
Patient Advocates, Public Representatives, Media
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Key Messages
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This policy will help change social norms around tobacco use
To protect people’s health and reduce smoking prevalence, all HSE campuses will
become tobacco free by 2015
Smoking is the leading cause of death, heart disease and chronic illness in Ireland,
affecting the 1 million people who smoke in Ireland, their families, and our health service
The HSE’s role is to provide health care and enable people to live healthier more fulfilled
lives. We are committed to reducing the use of tobacco and its harmful health effects
This hospital is going completely smoke-free on X DATE. Smoking or use of any
tobacco products will not be allowed anywhere on the grounds of this hospital/site from
this date
This policy will provide a supportive environment for service users, visitors and staff to
enable them to successfully quit smoking
The HSE offers a range of smoking cessation support to service users, visitors and staff
who want help to quit smoking
We thank everyone involved for their co-operation with this important policy
Communication Phases
1. Announcement Phase
When the decision is made to go smoke-free, the toolkit for implementation gives guidance on
setting up an implementation group within your facility if that is deemed necessary, and how
good communications will support this. As much notice as possible should be given to staff
when announcing the policy implementation date, which will allow adjustment to the new
system. A minimum lead in time of three months and a maximum lead in of 12 months from
announcement to implementation is recommended, however, it may not be necessary to adhere
to this timeframe in some instances.
The announcement should be made by the Hospital Manager/site manager, via notice boards,
emails, websites/intranet, and should be placed on team meeting agendas. Service users and
visitors should also be made aware of the smoke-free date, however due to throughput, it will
only be relevant to frequent or repeat service users and visitors at this stage. A notice or sign in
reception stating that the hospital campus will be smoke-free from x date will suffice.
Hospitals may wish to survey staff and/or service users and visitors when the initial
announcement is made, to measure the views of all involved concerning the implementation of
going smoke-free. A sample survey is available, which may be adapted for use in your hospital.
The results of this survey are often helpful in later stages, as there is a trend of majority support
for such a policy.
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Announcement Steps:
1. Message to staff from Hospital Manager/site manager with rationale for the change
2. Use email, intranet, website, notice boards, team meetings, signage/posters, notices in
smoking areas
3. Service users and visitors should be made aware via a simple sign or poster in reception
4. GPs should be informed by letter, along with other primary care professional and public
bodies; Pharmacists, Dentists, Ambulance Services, Taxi Companies, Libraries, Garda
Stations, local public representatives
5. Contact local city/county council to advise them of impending new policy
6. Deploy staff survey or service user/visitor survey as required, via website, intranet, email
or hard copy
2. Preparation Phase
The hospital team will now put in place a range of preparations for the implementation date.
Staff and service users/visitors should be made aware of the survey results, if available, and
kept up to date on the timeframe. This is also a good time to begin promoting support services
for smokers who want to quit. Ideally these would be available within the hospital, but may also
be accessed in alternative locations. Supports available to all include the www.QUIT.ie website,
the National Smokers’ Quitline 1850 201 203, and the ‘You can QUIT’ Facebook Page at
www.facebook.com/HSEquit. The existing QUIT campaign posters for hospitals and health
facilities are ideal for this promotion phase and can be ordered from www.healthpromotion.ie.
(Register as a health professional in order to facilitate ordering of bulk supplies).
The hospital/site environment also needs to be prepared. The Facilities Manager will need to
survey the site and check if any existing smoking signage requires amendment e.g. ‘This is a no
smoking building’ – needs to become ‘This is a Smoke-free Campus’. Areas where staff and
service users/visitors currently smoke will need to be surveyed and plans made for removal of
any shelters. Plans should be made to erect signage at entrance to the grounds, and at car
parks. Some hospitals have chosen to paint the boundary of the hospital grounds with a blue
line, as a reminder of the no-smoking boundary and/or paint a No Smoking symbol on the
ground at entrances. Information leaflets should be drafted and printed, along with optional
reminder cards, which can be used to give to people who are smoking and need to be reminded
of the policy. All of this should be co-ordinated to be in place on the implementation day.
Letters or meetings should be arranged to inform local GPs and primary care sites of your
implementation date, outlining quit supports, and seeking their help in informing service users.
(See sample letter).
This phase involves preparing the public information element of this project. On implementation
day, we will need to provide clear information, and support services, to the staff, service users
and visitors who will be affected. While most smokers – over 70% – want to quit, and all
smokers should consider quitting to preserve their health, there will be some who find the policy
challenging. Good quality communications and local commitment to this policy will support a
smooth implementation.
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Preparation Steps:
1. Identify and promote Smoking Cessation Services
2. Survey and plan for removal of shelters and erection of signage and boundary marking
3. Draft and prepare information leaflet, reminder cards, details of smoking cessations
supports, indoor and outdoor signage and posters for printing
4. Consider:
amending staff email signatures, drafting pop up message for staff PCs, inserting notice
on headers/footers on all letters, organising a stamp for your franking machine,
amending the recorded message on the public announcement system/or phone lines
during call waiting to indicate the new policy
5. Link with stakeholders, local public representatives, advocacy or patient groups, staff
groups
6. Plan for the launch event, public relations and media activity. Identify a clinical
lead/champion and a site manager to be available in the lead up to, and on the
implementation day for media work (e.g. local radio interviews, press interviews etc)
3. Launch and Implementation Phase
The launch should take place on the day the hospital/site goes smoke-free. Consider inviting
media along with local and community representatives, patient groups, staff and union reps.
Going Smoke-Free is a positive step for any workplace, especially one that is dedicated to
caring for people and promoting wellness and recovery. A sample press release is attached.
After the initial launch, it will be very important to support the implementation of this policy,
particularly in the early weeks.
The implementation group will need to draw on its internal relationships and resources to
maintain commitment during this adjustment period; capturing the positive feedback, as well as
any challenges or non-compliance issues, will be of great support to this project. The reminder
cards are useful for staff who will play a role in enforcing the policy, as they avoid the need for
any verbal confrontation.
Evaluation and Feedback
It is worthwhile to plan for monitoring and evaluation of implementation of the policy over time.
This can be done by seeking service user, visitor and staff feedback, online or within the
hospital.
Support for Implementation
Support and advice is available to any site implementation group from your local Health
Promotion Department.
Support is also available from members of the Tobacco Control Framework Implementation
Group. Contact:
Miriam Gunning miriam.gunning@hse.ie 01 8976150
Marie Killeen marie.killeen3@hse.ie 045 880204
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APPENDICES:
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Frequently Asked Questions for General Audience
Frequently Asked Questions for Managers
Frequently Asked Questions for Staff
Sample Press Release
Sample letter to Staff
Sample letter to GPs
Sample letter to Public Representatives
Sample Staff Survey
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Tobacco Free Campus Policy
General Questions and Answers
Why is the HSE implementing a Tobacco Free Campus Policy?
The HSE as the leading healthcare provider is committed to reducing the use of tobacco and its
harmful health effects. As the national body responsible for health promotion, health protection
and prevention of illnesses and disease, the HSE is implementing the Tobacco Control
Framework (2010) which is based on international best practice. One of the key actions within
the Framework is the introduction of a Tobacco Free Campus Policy in all HSE services and
settings by 2015. Therefore, smoking by employees, service users, visitors and any other
parties will be prohibited within all HSE campuses on or before 31st December 2015.
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Smoking is the single biggest preventable cause of ill-health and premature death
Ireland led the world in implementing the smoke-free workplace legislation; we are now
taking the next logical step in having a smoke-free health service
Lung cancer is the leading cause of cancer-related death in Ireland
On average in each of our regional hospitals a Respiratory Consultant tells 2-3 people
each week that they have lung cancer.
1,600 people die in Ireland each year from lung cancer; 75 die from cervical cancer
How will the Hospital encourage compliance with the policy?
We understand that it is difficult for smokers to quit but ultimately quitting has huge health
benefits for the smoker themselves and for the health of their family. We are appealing for
people to support us. Good communication is the key to securing compliance.
The policy will be well communicated with appropriate signage throughout the site. Staff may
be briefed through various media (email, staff briefings/meetings, communication sent through
pay slips etc) and invited to contact their managers to clarify any queries. GPs and other
healthcare providers will be advised of the policy implementation prior to its launch. Hospital
outpatient appointment letters will advise patients of the policy and the policy will be
communicated widely through local media.
Staff will be trained in communication skills which will support policy compliance and also help
smokers to quit.
Visitors, service users and staff who are found to be smoking on site will politely be requested to
put out their cigarettes and advised that it is a no smoking area. Service users coming to the
hospital can request smoking cessation advice and support to help them quit smoking or to
manage their addiction during their hospital stay.
People will be requested to comply with the policy which is based on protecting and promoting
the health of all in our health services.
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To whom does the Tobacco Free Campus Policy apply?
Everyone including service users, staff, visitors, suppliers, contractors and others who work in or
visit our HSE owned or rented buildings or grounds.
Does the Hospital/Health Service have the authority to enforce such a policy?
Yes. The HSE has made the decision to introduce a Tobacco Free Campus Policy across the
organisation to benefit the health of patients, visitors and staff in accordance with the HSE’s
Tobacco Control Framework. The HSE will continue to provide smoking cessation counselling
and tobacco dependence treatments to help service users deal with their nicotine dependence
and to support quitting. The tobacco free campus initiative is acknowledged as international
best practice. This has already been achieved in hospitals and health-care facilities in the
United States, Canada, Spain, Britain, Australia and New Zealand.
What about patients who are terminally ill and still want to smoke?
Compassion will always guide care of the terminally ill patient. However, terminally ill patients
will generally have been accessing services prior to this stage. Therefore they will be aware of
the policy and smoking may not be an issue. Each patient will be assessed on an individual
and case by case basis and in certain circumstances an exemption may be given after a formal
risk assessment has been completed.
This initiative sounds like it doesn’t treat smokers with much compassion.
The Policy highlights the importance of treating tobacco addiction as a care issue. The HSE will
continue to provide service users with all the support they need including advice, information
and smoking cessation support and tobacco dependence treatments to help deal with the
cravings. Staff also will be offered assistance to quit smoking, or manage their smoking during
working hours. This is about improving the health of our service users and staff and ensuring
quality care for all – and we are appealing for support for the initiative.
Do smokers have a right to smoke?
No, there is no legal right to smoke written into Irish law. Everyone has a right to health care in
a smoke-free environment. Smoking is a choice people make at some point in their lives which
quickly becomes an addiction and/or habit. The HSE wants to maintain a healthy environment
for service users, visitors, and staff. For this reason, we ask that individuals refrain from
smoking on our campus.
What support will service users get?
The HSE has various smoking cessation services available. Service users will be offered and
encouraged to avail of smoking cessation support and tobacco dependence treatments where
appropriate.
Will service users have to pay for tobacco dependence treatments?
Nicotine addiction will be treated as a care issue. Service users who are admitted to HSE
hospitals will be prescribed tobacco dependence treatments by their doctor like any other
treatment if appropriate.
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What happens if a service user insists on leaving the campus to smoke?
Every effort will be made to avoid a situation where a service user might decide to leave the
campus to smoke. Treatment of tobacco addiction as a care issue is key to this. The best
place for our service users to receive care is in the health-care facility itself. If a service user
leaves the campus, it will be against the advice of staff as they may be at risk and/or absent for
aspects of their care.
Are staff members obliged to assist service users off-campus?
No. This practice does not represent best practice or quality care. As outlined the best place for
our service users is in the health-care facility itself. In the interests of health and safety, staff
should only accompany service users that have a documented exemption to the policy and in
exceptional cases only. Staff members who accompany service users to a designated, outdoor
exempted area should remain outside of that area in order to reduce their exposure to secondhand smoke. Any employee who is concerned about exposure to second-hand smoke as a
result of their work should inform their line manager.
Will visitors be allowed to smoke on HSE campuses?
No. The policy will apply to all staff, visitors and patients within an HSE campus.
What happens if staff do not comply?
All staff are obliged to comply with the Tobacco Free Campus Policy. Staff who are finding it
difficult to adjust to the policy should meet with their line manager and can be offered support to
manage their nicotine dependence through referral to cessation support services and/or attend
their GP. Persistent breaches by employees will result in disciplinary action where appropriate
under the Disciplinary Procedure for Employees of the HSE (2007).
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Tobacco Free Campus Policy
Frequently Asked Questions – Managers
Q: What does tobacco free mean?
A: From the date of implementation of the Tobacco Free Campus Policy, tobacco use of any
kind is not permitted by anyone on this HSE campus. Smoking and the use of tobacco products
including cigarettes, cigars, chewing tobacco and pipe smoking are not permitted on the
grounds of the campus or in any vehicles on the campus.
Q: Why is the HSE making its campuses tobacco free?
A: As the national body responsible for health promotion, health protection and prevention of
illnesses and disease, the HSE aims to create a healthy environment for our service users,
visitors, employees, volunteers and everyone who comes on our campuses. Tobacco free
health care settings are consistent with international best practice, providing a supportive
environment for smokers to quit. We believe that we are setting a positive example for the
community with genuine concern for everyone’s health. The policy will help change social
norms around tobacco use, treat tobacco addiction as a health care issue, and promote
smoking cessation by actively advising, encouraging and supporting people to quit smoking.
This will contribute to quality care for all.
Q: Where on campus does the smoking ban apply? Is smoking allowed inside cars?
A: Smoking is prohibited in all buildings and grounds owned or leased by the HSE, including in
cars that are parked on HSE property.
Q: What is my responsibility as a manager in relation to the Tobacco Free Campus
Policy?
A: Management responsibilities:
 Support, implement and ensure compliance with the policy
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All employees, service users, visitors and contractors are advised to comply with the
policy
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Co-operate with any training initiatives under the policy
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Identify, support and encourage any staff member who is finding it hard to comply with
the policy
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Ensure that service users and employees are informed of smoking cessation supports
available
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Keep a record of all incidences of non compliance and complete an incident form if
necessary, in line with national and local protocols.
Q: When will the policy come in to effect?
A: Insert Date
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Q: Is smoking allowed anywhere on campus?
A: A designated area may be set aside for use in exceptional circumstances where an in-patient
has been assessed and has received an exemption. Staff will not be allowed to smoke in this
designated area or anywhere on campus.
Q: What should I do if an employee leaves his or her work area for an extended period of
time to smoke?
A: As for any situation where an employee exceeds the allocated time for breaks and lunch for
any reason, this must be addressed by the relevant manager or supervisor.
Q: What do I do if I see an employee who is violating the policy?
A: Remind them that the HSE has a Tobacco Free Campus Policy which all staff are obliged to
comply with. Ensure that they cease violating the policy forthwith, taking appropriate action as
you would with any other breach of an HSE policy. Staff who are finding it difficult to adjust to
the policy should meet with their line manager and can be offered support to manage their
nicotine dependence through referral to cessation support services and/or their GP. Persistent
breaches by employees will result in disciplinary action where appropriate under the Disciplinary
Procedure for Employees of the HSE (2007).
Q: Isn’t smoking a personal legal right?
A: No. There is no legal right to smoke written into Irish law. The HSE is not asking
employees, visitors and service users to quit smoking, but to refrain from smoking while working
or visiting HSE campuses. The HSE is committed to providing information, advice and support
to all those that are affected by the Tobacco Free Campus Policy. Please see Appendix for a
list of available cessation supports.
Q: How will employees be notified of this new policy?
A: The new policy will be communicated to staff in a variety of ways, e.g. posters, intranet news,
communication through pay slips, Health Matters, staff briefings etc. A communications plan
will be deployed in the run up to the implementation date. However, as a manager, you are the
most powerful source of information. Your presentation at staff meetings and one on one
discussion with employees is the most effective means of communicating the change.
Q: Are there any exemptions for service users on campus?
A: The HSE recognises that there may be exceptional circumstances which may render the full
application of this policy a risk to a service user’s well being i.e. where the risk would be
disproportionate to any benefit achieved by prohibiting smoking. Such circumstances might
arise in the case of service users who are mentally or terminally ill, or who are a long term
resident on a HSE campus.
Blanket exemptions will not apply: each service user will be assessed on an individual and case
by case basis and may be allowed smoke on campus in a designated area after a formal risk
assessment has been undertaken and an exemption process has been completed.
Exemptions from the Tobacco Free Campus Policy will not be permitted for employees, visitors
or contractors engaged by the organisation.
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Q: What do I do if I see service users violating the policy?
A: Any service user seen violating the policy should be politely advised that the campus is now
smoke-free and offered assistance to support them to comply. Ongoing breaches of the policy
by service users will be dealt with on a case by case basis by local management.
Q: Can staff accompany service users off-campus to smoke?
A: No. The best place for our service users to receive care is in the health-care facility itself.
Every effort should be made to avoid a situation where a service user might decide to leave the
campus to smoke. Treatment of tobacco addiction as a care issue is key to this. If a service
user leaves the campus, it will be against the advice of staff as they may be at risk and/or
absent for aspects of their care.
Q: How will visitors and service users be notified?
A: A communications plan will be deployed in the run up to the implementation date. Extensive
signage will be in place and various other methods of communication will be in place to ensure
that visitors and service user are aware of the policy, e.g. local media briefings, information on
the policy on appointment correspondence etc.
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Tobacco Free Campus Policy
Frequently Asked Questions – Staff
Q: What does tobacco free mean?
A: From the date of implementation of the Tobacco Free Campus Policy, tobacco use of any
kind is not permitted by anyone on this HSE campus. Smoking and the use of tobacco products
including cigarettes, cigars, chewing tobacco and pipe smoking are not permitted on the
grounds of the campus or in any vehicles on the campus.
Q: Why is the HSE making its campuses tobacco free?
A: As the national body responsible for health promotion, health protection and prevention of
illnesses and disease, the HSE aims to create a healthy environment for our service users,
visitors, employees, volunteers and everyone who comes on our campuses. Tobacco free
health care settings are consistent with international best practice, providing a supportive
environment for smokers to quit. We believe that we are setting a positive example for the
community with genuine concern for everyone’s health. The policy will help change social
norms around tobacco use, treat tobacco addiction as a health care issue, and promote
smoking cessation by actively advising, encouraging and supporting people to quit smoking.
This will contribute to quality care for all.
Q: Where on campus does the smoking ban apply? Is smoking allowed inside cars?
A: Smoking is prohibited in all buildings and grounds owned or leased by HSE, including in cars
that are parked on HSE property.
Q: What is my responsibility as a staff member in relation to the Tobacco Free Campus
Policy?
A:
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All staff members have a role in facilitating and supporting the implementation of this policy
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All staff members should inform service users and visitors of the policy where appropriate
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If a breach of the policy is witnessed, whether by a service user, visitor or staff member
inform the individual of the campus policy where appropriate. Take a common sense
approach to supporting compliance. If a person refuses to comply with the policy, staff
should not engage in an altercation with the person but should simply advise them of the
breach and advise them of support services where appropriate
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In most cases this will be sufficient but if the service user or visitor continues to smoke, alert
security/management. Where appropriate, the individual should be asked to stop smoking
or leave the campus grounds
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Employees who witness breaches of the policy should advise the manager of the campus
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All staff are requested to co-operate with training to facilitate implementation of the policy
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Staff members are role models for the organisation and staff members who choose to
smoke off-campus grounds during work breaks should not be identifiable as employees of
the organisation. Staff must adhere to infection control principles at all times.
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Q: When will the policy come in to effect?
A: Insert Date
Q: Is smoking allowed anywhere on campus?
A: A designated area may be set aside for use in exceptional circumstances where an in-patient
has been assessed and has received an exemption. Staff will not be allowed to smoke in this
designated area or anywhere on campus.
Q: Why can’t we have smoking huts that are in designated outdoor locations?
A: As a health-care institution, the HSE is committed not just to healing illness, but to promoting
wellness. Allowing smoking on our campus, even in designated areas is not consistent with this
commitment. The HSE is committed to taking a supportive role with its employees in
implementing the Tobacco Free Campus Policy.
Q: Why was smoking chosen rather that other health risks?
A: Smoking is the leading preventable cause of disease and death.
Q: Isn’t smoking a personal legal right?
A: No, there is no legal right to smoke written into Irish law. The HSE is not asking employees,
visitors and service users to quit smoking, but to refrain from smoking while visiting or working
on HSE campuses. The HSE is committed to providing information, advice and support to all
those that are affected by the Tobacco Free Campus Policy.
Q: How will employees be notified of this new policy?
A: The new policy may be communicated to staff in a variety of ways, e.g., posters, Health
Matters, intranet news, communication through pay slips, staff briefings, communicated through
your manager etc. A communications plan will be deployed in the run up to the implementation
date.
Q: Are there any exemptions for service users on campus?
A: The HSE recognises that there may be exceptional circumstances which may render the full
application of this policy a risk to a service user’s well being i.e. where the risk would be
disproportionate to any benefit achieved by prohibiting smoking. Such circumstances might
arise in the case of service users who are mentally or terminally ill, or who are a long term
resident on a HSE campus.
Blanket exemptions will not apply: each service user will be assessed on an individual and case
by case basis and may be allowed smoke on campus in a designated area after a formal risk
assessment has been undertaken and an exemption process has been completed.
Exemptions from the Tobacco Free Campus Policy will not be permitted for employees, visitors
or contractors engaged by the organisation.
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Q: What do I do if I see service users violating the policy?
A: A: Any service user seen violating the policy should be politely advised that the campus is
now smoke-free and offered assistance to support them to comply. Ongoing breaches of the
policy by service users will be dealt with on a case by case basis by local management.
Q: What kind of support is the HSE providing for employees who smoke?
A: Cessation supports can double a person’s chancing of quitting smoking successfully. A
range of supports is available:
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Self-referral to free HSE smoking cessation services – see Appendix for services in your
area
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National Smokers’ QUITline 1850 201 203 (Monday-Saturday, 8am-10pm);
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www.QUIT.ie provides information and ongoing support via email when you sign up to a
QUITplan
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The facebook page ‘You can QUIT’ is an online support community for those wishing to
quit, www.facebook.com/HSEquit
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GPs/Pharmacists can offer support and advice on tobacco dependence treatments.
NRT and other cessation pharmacotherapies are available free to GMS patients
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In-patients will be offered counselling and tobacco dependence treatments where
appropriate.
Q: Isn’t customer satisfaction a top priority in patient care within the HSE? Will banning
smoking here anger visitors and service users who want to smoke?
A: Customer satisfaction is indeed a priority in patient care, this policy will highlight the
importance of treating tobacco addiction as a care issue. The majority of our service users,
visitors and staff are non-smokers and they are entitled to smoke-free areas surrounding
hospitals and health-care services.
Q: What kind of support is the HSE providing to in-patients that smoke?
A: Brief intervention and more intensive cessation counselling will be offered to smokers where
appropriate. In addition, tobacco dependence treatments for in-patients can be accessed via
pharmacy and are free of charge during the period of stay. The attending physician should
assess and discuss the need for dependence treatments with the service user and, if indicated,
prescribe as part of hospital medication.
When a service user is scheduled for elective surgery or procedure, the attending physician
should discuss the Tobacco Free Campus Policy and highlight the benefits of pre-operative
quitting.
Q: What kind of support is the HSE providing to visitors who smoke?
A: Visitors are asked not to smoke on the premises. We have information available on all of our
cessation support services including brief intervention and intensive cessation counselling and
the various tobacco dependence treatments that are available.
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Q: What is the HSE policy on staff who choose to smoke?
A: Staff members are role models for the organisation and staff members who choose to smoke
off-campus grounds during their designated work breaks should not be identifiable as
employees of the organisation. Staff must adhere to infection control principles at all times.
Q: How will the tobacco free policy be enforced? What if someone refuses to comply
and continues to smoke?
A: Staff: All staff are obliged to comply with the Tobacco Free Campus Policy. Staff who are
finding it difficult to adjust to the policy should meet with their line manager and can be offered
support to manage their nicotine dependence through referral to cessation support services
and/or their GP. Persistent breaches by employees will result in disciplinary action where
appropriate under the Disciplinary Procedure for Employees of the HSE (2007).
Visitors: may be unfamiliar with our policy and should be politely informed that smoking is
prohibited on our campus. For those visitors who refuse to comply with our policy, a common
sense approach to supporting compliance is recommended. Do not engage in an altercation
with the person, simply advise them of the breach – in most cases this will be sufficient, but if
the patient/visitor continues to smoke, alert security.
Service Users: At the time of admission or pre-admission, service users are notified of the HSE
Tobacco Free Campus Policy and advised to talk to their physician if they are concerned about
being able to comply with the policy. All service users should be informed that smoking
cessation support and tobacco dependence treatments are available to them. Should a service
user suggest that they will go off-campus to smoke, they should be advised that leaving the
hospital to smoke is against medical advice. The best place for our patients to receive health
care is in the health-care facility itself. If a service user leaves the campus, it will be against the
advice of staff as the service user may be at risk and/or absent for various aspects of their care.
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Add-on for all the preceding FAQ Documents:
National & Local Smoking Cessation Support Services
There is a wide range of supports available to help smokers to quit.
1. www.QUIT.ie is a HSE health education website aimed at encouraging smokers to quit. It
has information on the health impacts of smoking, benefits of quitting, useful tips on how to
measure level of addiction and a cost calculator. There is also an option to sign up to a
QUITplan and receive ongoing email support during the first six weeks.
2. ‘You can QUIT’ facebook page www.facebook.com/HSEquit is an online community
supporting quitters through their quit journey.
3. HSE’s National Smokers’ QUITline 1850 201 203 offers a confidential counselling service
to anyone seeking support or information about quitting smoking. The service is available
8am-10pm Monday to Saturday.
4. HSE Smoking Cessation Services provide specialist support to clients either in community
or health service settings (see list below). Services vary between areas and can include
one-to-one, group or telephone support. Services are available free of charge.
HSE DUBLIN MID-LEINSTER
HSE DUBLIN NORTH EAST
Dublin South Central
Dublin South East
Dublin South West
Dublin West
Kildare
Longford
Laois
Offaly
Westmeath
Wicklow East
Wicklow West
Cavan
Dublin North
Louth
Meath
Monaghan
01 463 2800
01 274 4297
01 463 2800
01 463 2800
01 463 2800
1800 242 505
1800 242 505
1800 242 505
1800 242 505
01 274 4297
01 463 2800
HSE SOUTH
Carlow
Cork City
Cork North
Cork West
Kerry
Kilkenny
Tipperary South
Waterford
Wexford
041 685 0671
01 897 6184
041 685 0671
041 685 0671
041 685 0671
HSE WEST
056 776 1400
021 492 1641
022 58634
028 40418
066 719 5617
056 776 1400
052 617 7037
051 846712
1850 201 203
Clare
Donegal
Letterkenny Hospital
Galway University Hospital
Leitrim
Limerick
Mayo
Roscommon
Sligo
Sligo General Hospital
Tipperary North
065 686 5841
1850 200 687
074 912 3678
091 542103
1850 200 687
061 301 111
1850 201 203
1850 201 203
1850 200 687
071 917 4548
1850 201 203
5
SAMPLE PRESS RELEASE
HEALTH SERVICE EXECUTIVE
NEWS RELEASE
(Insert Date)
(INSERT NAME OF HOSPITAL/SITE) – A SMOKE FREE CAMPUS FROM (INSERT DATE)
(INSERT NAME OF HOSPITAL/SITE) campus will become a smoke-free zone today (insert day and
date). From this date forward, smoking will not be permitted anywhere on the hospital grounds.
The introduction of this new policy, which was officially launched today by (Insert name), is in
keeping with (insert name of hospital/site) status as a Health Promoting Hospital and its
designation as one of the eight regional cancer centres in Ireland. (Retain or delete as
appropriate). Already 17 hospitals including (name other hospitals in the region) have
successfully implemented the policy.
The policy, which will apply to all staff, patients, visitors and contractors will ensure a healthier,
safer and cleaner environment for all and better health outcomes for our patients.
A recent staff and patient survey conducted in Cork University Hospital identified that 73% of
patients and 64% of staff (including smokers) were supportive of CUH becoming a Smoke-Free
Campus. 50% of the in-patients who smoke were in favour of the policy with 56% expressing
an interest in stopping smoking. (Insert results from surveys in the relevant site or use results
from other sites)
(Insert name of clinical spokesperson) said, “Introducing the Smoke Free Campus policy in
(insert name of hospital/site) provides an environment that promotes health and supports those
who want to stop smoking. Research conducted prior to implementing the policy indicated that
the majority of staff and patients are in favour of a Smoke Free Campus and (retain or delete)
the facts are indisputable when it comes to the health gains; giving up smoking greatly improves
a patient’s recovery. Research shows that non smokers or those who quit smoking before and
after surgery have much better wound healing and recover faster.”
As a major provider of health care in the region, a designated cancer centre, a major trauma
centre and a centre for cardiac and renal services, (insert name), CEO of (insert name of
hospital/site) outlined how the Hospital is taking its responsibility around health promotion and
illness prevention very seriously, “Hospitals and health systems, both nationally and
internationally, are working to encourage patients to adopt healthier tobacco free lifestyles in
order to decrease the incidence of smoking related disease.
Providing a smoke free environment sends a clear message that this hospital is committed to
protecting and promoting the health of our patients, staff and all who visit (insert name of
hospital/site).”
6
Efforts are being made to inform all patients of the new policy in advance of their admission to
hospital and, when admitted, patients who smoke will be offered free Nicotine Replacement
Therapy (NRT) during their hospital stay. Patients can also be referred to the Hospital’s free
Smoking Cessation Service. GPs have also been informed. Ongoing awareness sessions
have been held for staff as well as training on the use of nicotine replacement therapy.
(Insert name of clinical spokesperson/Hospital senior management spokesperson) concluded,
“We are not telling anyone that they must stop smoking, but we are asking people not to smoke
in our hospital. Stopping smoking, at any age, is the single most important thing a person can
do to improve their health and we are very pleased to be able to provide such an environment in
(insert name of hospital/site) that is supportive of anyone who wishes to do that.”
For Help to Quit Smoking:
 Contact your local HSE Smoking Cessation Counsellor
 Visit www.QUIT.ie
 Join www.facebook.com/HSEquit
 Call the National Smokers’ QUITLINE 1850 201 203
 Talk to your GP, Pharmacist or Dentist
 Hospital Patients can access smoking cessation support from their nursing/medical team
ENDS
7
SAMPLE LETTER TO STAFF
Date
Re: Introduction of Tobacco Free Campus Policy – insert date
Dear Colleagues
As a health-care organisation, the HSE is committed to promoting the health of patients, staff
and visitors. Smoking is one of the leading causes of death and illness and we have an
obligation to everyone to address this critical public health issue. In line with national HSE
policy, we plan to implement a Tobacco Free Campus as of insert day and date. This policy
covers all areas of the campus including buildings, entrances, doorways, car parks etc. In
preparation for the new policy, the existing smoking shelters will be removed on insert date and
the campus boundary will be marked with a blue line.
The policy will apply to all patients, visitors, staff and external contractors. We are not asking
employees to stop smoking – however the policy will require employees who smoke to refrain
from smoking while on our campus.
I realise that this change may be difficult for people who smoke, and we are announcing the
policy now in order to give everyone sufficient time to prepare for this change. We will actively
support all staff in this regard. We have a range of smoking cessation support services (see
attached list) and would encourage all smokers to avail of these. Information sessions will be
held shortly/during the coming months to communicate details of the policy.
In-patients who smoke will also require support to manage their addiction while under our care.
We will help make the transition to a tobacco free campus easier by providing information to all
patients about our tobacco free policy prior to admission; screening/early identification of
nicotine dependant patients, and provision of both smoking cessation support and tobacco
dependence treatments during their stay. Once discharged, patients can avail of continued
support from the HSE’s cessation services, their local GP or Pharmacist.
Stopping smoking is the single most important thing a person can do to improve their health. I
look forward to your support in the roll-out of this very important health initiative.
Yours sincerely
Hospital CEO / HSE Service Manager (as appropriate)
8
National & Local Smoking Cessation Support Services
1. www.QUIT.ie is a HSE health education website aimed at encouraging smokers to quit.
It has information on the health impacts of smoking, benefits of quitting, useful tips on
how to measure level of addiction and a cost calculator. There is also an option to sign
up to a QUITplan and receive ongoing email support during the first six weeks.
2. ‘You can QUIT’ facebook page www.facebook.com/HSEquit is an online community
supporting quitters through their quit journey.
3. HSE’s National Smokers’ QUITline 1850 201 203 offers a confidential counselling
service to anyone seeking support or information about quitting smoking. The service is
available 8am-10pm Monday to Saturday.
4. HSE Smoking Cessation Services provide specialist support to clients either in
community or health service settings (see list below). Services vary between areas and
can include one-to-one, group or telephone support. Services are available free of
charge.
HSE DUBLIN MID-LEINSTER
HSE DUBLIN NORTH EAST
Dublin South Central
Dublin South East
Dublin South West
Dublin West
Kildare
Longford
Laois
Offaly
Westmeath
Wicklow East
Wicklow West
Cavan
Dublin North
Louth
Meath
Monaghan
01 463 2800
01 274 4297
01 463 2800
01 463 2800
01 463 2800
1800 242 505
1800 242 505
1800 242 505
1800 242 505
01 274 4297
01 463 2800
HSE SOUTH
Carlow
Cork City
Cork North
Cork West
Kerry
Kilkenny
Tipperary South
Waterford
Wexford
041 685 0671
01 897 6184
041 685 0671
041 685 0671
041 685 0671
HSE WEST
056 776 1400
021 492 1641
022 58634
028 40418
066 719 5617
056 776 1400
052 617 7037
051 846712
1850 201 203
Clare
Donegal
Letterkenny Hospital
Galway University
Hospital
Leitrim
Limerick
Mayo
Roscommon
Sligo
Sligo General Hospital
Tipperary North
065 686 5841
1850 200 687
074 912 3678
091 542103
1850 200 687
061 301 111
1850 201 203
1850 201 203
1850 200 687
071 917 4548
1850 201 203
9
SAMPLE LETTER TO GPs
Date
Dr x
Address
Re: Tobacco Free Hospital Campus @ x hospital – launch date
Dear Dr x,
I am writing to advise you that we are introducing a Tobacco Free Campus Policy at x hospital
on insert date. This initiative is aimed at reducing the enormous toll of mortality and morbidity
caused by smoking. The policy covers all areas of the campus and will apply to all patients,
visitors, staff and contractors.
We realise that this change may be difficult for people who smoke, and we are announcing the
policy now in order to give everyone sufficient time to prepare for this change.
Successful implementation of the policy is dependant on the support and engagement of all our
stakeholders and our local GPs in particular. We are asking you to:
 inform patients of the new arrangements
 document on referral letters your patients’ smoking status and any intervention delivered
 encourage and support patients to quit prior to admission and
 support them to remain quit on discharge.
Supports to help patients can include brief intervention by healthcare professionals, prescription
of tobacco dependence treatments and/or a referral to the wide range of supports available from
the HSE to help people quit smoking. A full list of these resources is detailed on the attached
sheet.
You may already be aware that in 2011 the ICGP launched an online training module in brief
intervention for smoking www.promotingsmokingcessation.ie. This was developed by the ICGP
in conjunction with the HSE and Irish Cancer Society. Further training can be provided to
primary care teams by the HSE by emailing your request to trainbi@hse.ie.
We look forward to your support and co-operation as we move towards a smoke-free campus at
x hospital.
Yours sincerely
Hospital/Site Manager/ Chair of Tobacco Free Working Group (as appropriate)
10
National & Local Smoking Cessation Support Services
There is a wide range of supports available to help smokers to quit.
1. www.QUIT.ie is a HSE health education website aimed at encouraging smokers to quit.
It has information on the health impacts of smoking, benefits of quitting, useful tips on
how to measure level of addiction and a cost calculator. There is also an option to sign
up to a QUITplan and receive ongoing email support during the first six weeks.
2. ‘You can QUIT’ facebook page www.facebook.com/HSEquit is an online community
supporting quitters through their quit journey.
3. HSE’s National Smokers’ QUITline 1850 201 203 offers a confidential counselling
service to anyone seeking support or information about quitting smoking. The service is
available 8am-10pm Monday to Saturday.
4. HSE Smoking Cessation Services provide specialist support to clients either in
community or health service settings (see list below). Services vary between areas and
can include one-to-one, group or telephone support. Services are available free of
charge.
HSE DUBLIN MID-LEINSTER
HSE DUBLIN NORTH EAST
Dublin South Central
Dublin South East
Dublin South West
Dublin West
Kildare
Longford
Laois
Offaly
Westmeath
Wicklow East
Wicklow West
Cavan
Dublin North
Louth
Meath
Monaghan
01 463 2800
01 274 4297
01 463 2800
01 463 2800
01 463 2800
1800 242 505
1800 242 505
1800 242 505
1800 242 505
01 274 4297
01 463 2800
HSE SOUTH
Carlow
Cork City
Cork North
Cork West
Kerry
Kilkenny
Tipperary South
Waterford
Wexford
041 685 0671
01 897 6184
041 685 0671
041 685 0671
041 685 0671
HSE WEST
056 776 1400
021 492 1641
022 58634
028 40418
066 719 5617
056 776 1400
052 617 7037
051 846712
1850 201 203
Clare
Donegal
Letterkenny Hospital
Galway University
Hospital
Leitrim
Limerick
Mayo
Roscommon
Sligo
Sligo General Hospital
Tipperary North
065 686 5841
1850 200 687
074 912 3678
091 542103
1850 200 687
061 301 111
1850 201 203
1850 201 203
1850 200 687
071 917 4548
1850 201 203
11
SAMPLE LETTER TO PUBLIC REPRESENTATIVES
Date
Name
Address
Insert Name of Hospital/Site will be a Tobacco Free Campus from Insert Date
Dear X
I am writing to inform you that from x date name of hospital will become a tobacco free campus.
From that date, smoking will not be permitted anywhere on the hospital grounds.
The introduction of the Tobacco Free Campus Policy is in keeping with the designation of
(name of hospital) as one of the eight regional cancer centres in Ireland and its status as a
Health Promoting Hospital Or
The introduction of the new ‘Tobacco Free Campus’ policy is in accordance with the HSE
Tobacco Control Framework (2010) – a five year plan to address tobacco.
This initiative will provide a healthier, safer and cleaner environment for all and lead to better
outcomes for patients. Similar initiatives have already been introduced in other large hospitals
(e.g. St Vincent’s and Connolly Hospitals in Dublin and Cork and Galway University Hospitals)
and, with smoking being the leading preventable cause of disease and death, it is important that
hospitals are at the forefront of providing an environment committed to wellness and illness
prevention.
The following measures for patients have been undertaken by name of hospital to support this
initiative:

Advice regarding (Name of hospital) becoming a smoke-free campus has been included
with all patient appointment/admissions letter

On admission to hospital, in-patients who smoke will be treated for their tobacco
addiction during their hospital stay

Patients who are identified as smokers will be offered support to quit

GPs have been informed of the new policy and have been asked to advise their patients
of this initiative and their options around smoking cessation in advance of their
admission to hospital

We will be informing the general public via the media. Appropriate signage has been
erected around the grounds of the hospital/site to advise all visitors, patients, contractors
etc that the campus is a smoke free zone
Enclosed is a smoke-free campus poster and leaflet for your information. Further copies are
available on request. If you have any queries about this initiative please contact (Insert name of
contact).
Yours sincerely
_____________________________
Hospital Manager/Site Manager/Chair of Group
12
SAMPLE STAFF SURVEY
Tobacco Free Campus Policy
The Health Service Executive (HSE) as the leading healthcare provider is committed to
reducing the use of tobacco and its harmful health effects. The HSE aims to create a healthier
tobacco free, clean environment for its staff, patients/service users and visitors. The policy will
help change social norms around tobacco use, treat tobacco addiction as a health care issue,
and promote smoking cessation by actively advising, encouraging and supporting people to quit
smoking.
This hospital/service will become a Tobacco Free Campus from (Insert date). In advance of
this, we want to seek everyone’s views on this important change, and to arrange supports for
people who might use this as an opportunity to quit smoking. Please complete the survey
below, whether you are a smoker or a non-smoker, and let us know what you think.
All information is anonymous and confidential
Please place completed surveys in the boxes provided at Reception and in the Canteen before
X Date.
1. Department (please tick box)




Management
Administration
Healthcare professional
Support services (e.g. catering, portering, bureau staff)
2. Sex
Male 
Female 
3. Age group
< 30 
30 – 39 
40 – 49 
50 – 59 
4. Smoking status
(a) Are you a smoker?
(b) If yes, how many cigarettes do you smoke a day?
(c) Would you like to stop?
(d) If you would like to stop, would you like help?
What help would you choose?
(e) One-to-one support session with a trained facilitator
(f) Group support (1hr/wk x 6 weeks)
(g) Self help books/ materials
(h) HSE Quitline 1850 201 203
(i) HSE Quit Smoking website www.quit.ie
(j) HSE facebook page www.facebook/HSEquit
≥ 60 
Yes  No 
_____
Yes  No  Unsure 
Yes  No  Unsure 
Yes
Yes
Yes
Yes
Yes
Yes






No
No
No
No
No
No






13
5. Are you aware of the Smoking Cessation support services that are available for patients
and staff to help them quit smoking?
Yes 
No 
Non-smokers & ex-smokers
6. (a) Did you ever smoke?
Yes 
No 
(b) If yes, what helped you succeed in quitting?
____________________________________________________________________________
____________________________________________________________________________
All
7. What role do you think you could play in implementing the Tobacco Free Campus policy?
(a)
(b)
(c)
(d)
(e)
Yes 
Yes 
Yes 
Yes 
Yes 
Stick to the policy and support its implementation
Inform others of the Tobacco Free Campus policy
If you see someone smoking, politely explain the policy to them
Encourage smokers to quit
Inform smokers about quitting support services
No 
No 
No 
No 
No 
8. If you are a smoker, how difficult do you feel complying with this policy might be for you?
Please circle the appropriate answer
1 = Very difficult 2 = Difficult
3 = Ok
4 = Not difficult
5 = Not very difficult
9. (a) Do you think that implementation of the policy will have positive effects?
Yes  No  Unsure 
Will it:
(b) Improve health of hospital patients and visitors and staff
(c) Give positive message to other organisations
(d) Encourage smokers to quit
(e) Improve HSE corporate image
(f ) Reduce litter problems
(g) Reduce time spent on smokers breaks
10. Do you agree with the introduction of this policy?
Yes
Yes
Yes
Yes
Yes
Yes






No
No
No
No
No
No






Unsure 
Unsure 
Unsure 
Unsure 
Unsure 
Unsure 
Yes  No  Unsure 
Please return surveys by x date to: (Insert Name and Location)
Thank you for taking the time to complete this questionnaire
14