Creating A Drug-Free Workplace

When the Issue is Safety

CONTENTS Introduction Getting Started When the Issue is Safety The First Step: A Clear Policy Next Steps Common Concerns Appendix A Appendix B

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES
Substance Abuse and Mental Health Services Administration
Center for Substance Abuse Prevention

The presentations herein are those of the authors and may not necessarily reflect the opinions, official policy, or position of the Center for Substance Abuse Prevention (CSAP), the Substance Abuse and Mental Health Services Administration (SAMHSA), the Public Health Service, or the U.S. Department of Health and Human Services.

All material appearing in this book, except quoted passages from copyrighted sources, is in the public domain and may be used or reproduced without permission from CSAP or the authors. Citation of the source is appreciated.

CSAP Production and Editing Officer:
Joan White Quinlan

Robert W. Denniston
Director, Division Public Education and Dissemination

Charlie Williams, CEAP
Public Health Advisor, Workplace Community Prevention Branch

CSAP Mission Statement
The Center for Substance Abuse Prevention (CSAP) supports and promotes the continued development of community, State, national, and international, comprehensive prevention systems. CSAP strives to connect people and resources with effective and innovative ideas, strategies, and programs, aimed at reducing and eliminating alcohol, tobacco, and other drug (ATOD) problems in our society. CSAP's prevention programs and models, tailored to specific cultures and locales, capitalize on broad-based community involvement and enhanced public and professional awareness of prevention.

Introduction

Alcohol and other drug abuse (AOD) in the workplace can create problems that may jeopardize the safety of employees and customers. This pamphlet is intended to be used as a quick and easy reference guide to low-cost steps an employer can take to prevent workplace-related AOD problems. Smaller businesses especially, many of which are seeing their profit margins decreased by ever-increasing workers' compensation payments, will find this information very useful as a guide to readily available resources. This resources can help them prevent AOD-related problems from negatively affecting workplace safety and the well-being of their greatest asset -- their employees.

Getting Started

The majority of Americans who are employed today work in businesses with fewer than 50 employees. As every employer knows, people do not leave their personal problems at home when they come to work. Large numbers of employees alcohol abuse and other drugs.

FACT: The majority (66.5 percent) of current (past month) illicit drug users 18 or older are working either full-time or part-time (1992 National Household Survey on Drug Abuse, SAMHSA).

FACT: Drug use is greatest among employees in the construction, wholesale trade, and retail trade industries.

FACT: Alcohol and other drug use costs American businesses an estimated $102 billion every year in lost productivity, accidents, employee turnover, and related problems (Economic Costs of Alcohol and Drug Abuse and Mental Illness: 1987, ADAMHA, 1990).

Since Congress passed the Drug-Free Workplace Act in 1988, many businesses have taken the first steps to establish a safe, drug-free workplace. You need not start from scratch. There are many simple and inexpensive ways to begin to develop a drug-free workplace. The important things are to become informed, make a commitment, and get started.

When the Issue is Safety

Developing a drug-free workplace program is especially important in businesses where safety is an issue. Accidents and injuries can create severe hardships, not just for the victims, but also for the employer. A serious incident, especially if related to alcohol or other drug use, can shut down a small business.

FACT: Drug users at a minimum consume almost twice the medical benefits as nonusers, are absent 1.5 times as often, and make more than twice as many workers' compensation claims.

FACT: Every year, more than 17,000 motor vehicle fatalities are attributed to alcohol use (National Highway Traffic Safety Administration press release, May 1994).

For More Information . . .

Drugs at Work is a video that describes the costs of alcohol and other drug abuse in the workplace and provides examples of current programs in government and private companies. Call the National Clearinghouse for Alcohol and Drug Information (NCADI) at 800-729-6686 to request a copy. The cost of this video is $12.50. NCADI accepts VISA of MasterCard, checks, and purchase orders (minimum of $25). Ask for inventory number VHS02 when placing your order.

The First Step: A Clear Policy

You have probably heard about companies that offer so many benefits that employees rarely leave. For owners and managers of small businesses, it's a different story. Providing even the most basic benefits is not easy for small businesses. Health care and workers' compensation costs are soaring.

Working toward making your workplace drug-free does not have to drain your company's budget. You can take a number of small steps with little or no cost that could save you money. They will also improve with health, morale, and well-being of your employees.

The first and most important step is to develop a policy that makes your position about alcohol and other drug use in the workplace very clear. As the owner of a business, you have clear guidelines on attendance, performance, conduct, and even smoking in the workplace. But do you have a policy that tells your employees not to use drugs?

A well-designed policy should:

• Explain why a policy is needed and important -- that is, describe the goal of a drug-free workplace.
  
  
• Make it clear that alcohol and other drug use on the job violates company policy and will not be tolerated.
  
  
• State specific consequences for violating the policy.
  
  
• Define specific ways for employees and family members to obtain help for alcohol, drugs, or family problems.
  
  
• If screening is part of the program, share how, when, and under what conditions employees will be tested for alcohol and/or drug use.

Once a policy is adopted, all employees will know what you expect from them and what they can expect from you. A sample policy is included for your adaptation.

Sample Policy

Your Company's Letterhead (Name of Business) is committed to providing a safe work environment and to fostering the well-being and health of its employees. That commitment is jeopardized when any (Name of Business) employee uses illegal drugs or alcohol on the job, comes to work with these substances present in his/her body, or possesses, distribute, or sells drugs in the workplace. (Name of Business) has established the following policy with regard to alcohol and other drugs to ensure that we can meet our obligations to our employees, shareholders, customers, and the public. The goal of this policy is to balance our respect for individuals with the need to maintain a safe, productive, and drug-free environment. The intent of this policy is to offer a helping hand to those who need it, while sending a clear message that illegal drug use and alcohol abuse are incompatible with working at (Name of Business). It is a violation of our policy for any employees to possess, sell, trade, or offer for sale illegal drugs or otherwise engage in the use of illegal drugs or alcohol on the job. It is a violation of our policy for anyone to report to work under the influence of illegal drugs or alcohol -- that is, with illegal drugs or alcohol in his/her body. It is a violation of our policy for anyone to use prescription drugs illegally. (It is not a violation of our policy for an employee to use legally prescribed medications, but the employee should notify his/her supervisor if the prescribed medication will affect the employee's ability to perform his/her job.) Violations of this policy are subject to disciplinary action ranging from a letter of reprimand, to suspension from work without pay, up to and including dismissal. It is the responsibility of our supervisors to counsel employees whenever they see changes in performance or behavior that suggest that an employee has an alcohol or other drug problem. Although it is not the supervisor's job to diagnose the employee's problem, the supervisor should encourage such an employee to seek help and tell him/her about available resources for getting help. Because all employees are expected to be concerned about working in a safe environment, they also should encourage their fellow employees who may have an alcohol or other drug problem to seek help.

For More Information . . .

Additional sample policies from existing programs in a variety of industries and settings may be obtained by calling the Center for Substance Abuse Prevention's (CSAP) Workplace Helpline 800-WORKPLACE.

Next Steps

We were working on a project for a Department of Defense contractor, and I was afraid they'd pull the contract if they found out anyone was using drugs on the job. One of my men was behaving very strangely. Two days in a row he had minor accidents -- he cut his finger, then he skinned his knee. I told the guy I wanted to drug-test him. He made a big fuss, but then he admitted he'd used marijuana over the weekend. He said he wasn't the only one. Fortunately, he got help. Until then I'd had a simple policy saying employees could be tested because of the government contract, but I expanded the policy to include very specific procedures about how we were going to deal with employee problems. -Manager of an electronic components manufacturer in Santa Clara, California

A policy is only the first step. Here are some other steps you can take to become better informed:

• Ask other employers how they are dealing with alcohol and other drug use in the workplace.
  
  
• Ask your health insurance agent about coverage for alcohol and other drug-related problems for your employees and their family members.
  
  
• Join with other employers who have already purchased employee assistance program (EAP) services. Cost vary but are usually in the range of $15 to $25 per employee per year.
  
  
• Call your trade association. Most trade associations offer informational materials on drug-free workplace programs. Example include:
  
  • American Subcontractors Association
    703-684-3450
  • Associated Builders and Contractors
    703-812-2000
  • National Association of Manufacturers
    800-637-3005
  • National Association of Plumbing-Heating-Cooling Contractors
    800-533-7694
  • Painting and Decorating Contractors of America
    703-359-0826
    
    
• Ask your employees for their input on the new program. One way to do this is to hold a brown bag lunch for your employees to increase their awareness and support for a drug-free workplace.
  
  
• Call the health or human resource department of large companies in your area. Seventy-five percent of large businesses (1,000 or more employees) are doing something, including offering EAP services to their employees and their family members, and many are willing to assist smaller businesses in addressing the problem.
  
  
• Find out what your community and business groups are doing to help prevent alcohol and other drug problems in your community.

One Example of a Business Owner Taking Action

Chamberlain Contractors is an asphalt paving company with approximately 70 employees, located in Laurel, Maryland. According to its president, Harold Green, the company developed its EAP through the "back door" -- a safety awareness program. In the late 1980's the company had high workers' compensation costs and frequent vehicular accidents: in 1987, for example, the company's workers' compensation costs were $97,000. In 1991, those costs were $22,000, and the company had gone for more than two years with neither a vehicular accident nor an on-the-job injury. This dramatic drop corresponded to the establishment of an EAP. (Source: Promoting Health at Work, Fall 1993.)

The company holds quarterly half-day meetings with all employees during which safety and EAP issues are discussed. These meetings give employees the opportunity to voice concerns and express their expectations of the EAP. According to Green, a strong case can be made for the argument that EAPs save small businesses money. Managers must support the program, and employees must play a strong role in its development and implementation.

For More Information . . .

Finding Solutions is a video that focuses on how to provide information to employees, promote worker involvement in drug-free workplace programs, and build on community linkages to prevent alcohol and other drug problems in the workplace. Call NCADI at 800-729-6686 to request a copy. The cost of this video is $12.50. NCADI accepts VISA of MasterCard, checks, and purchase orders (minimum of $25). Ask for inventory number VHS07 when placing your order.

Common Concerns

Tardiness is gone and the Monday "can't-come-to-work-because-I-have-the-flu syndrome" is gone. Sloppy work, bad work, or unfinished jobs are gone too. A couple of years ago, before employees were in treatment, we used to get a lot of customers complaints. We don't anymore. -Owner of a manufacturing firm in Oregon

What benefits will I see from setting up a drug-free workplace program?

Some of the benefits are economic. Employers frequently cite reductions in workers' compensation costs, for example. An effective program helps to cut back on accidents, mistakes, and employee turnover. It can save an employer hundreds or thousands of dollars every year. Other benefits are less tangible but just as important; for example, an effective program can significantly improve the climate of the workplace and employee morale.

What do I do if I am fairly sure an employee has an alcohol or other drug problem?

Do not accuse the employee of having an alcohol or other drug problem. Address the problem on the basis of the employee's work performance and conduct. If you have an alcohol and other drug policy in place, follow through on it objectively and fairly for all employees. If you do not have a policy, you can stop the employee from performing the job to protect the safety of other employees, the public at large, or your company's reputation. Call the CSAP Workplace Helpline at 800-WORKPLACE to find out whether local, State, or Federal laws apply to your situation.

Am I required to do drug testing?

The Federal Drug-Free Workplace Act does not require employers to do drug testing. However, some Federal agencies, such as the Department of Transportation and the Department of Defense, have specific drug-free workplace regulations governing safety and security and many now require alcohol and other drug testing.

If I do drug testing, how much is it likely to cost, and how do I find a good drug testing laboratory?

Depending on the types of tests performed and number of substances being tested for, drug testing costs between $20 and $50 per drug test. Drug testing consortiums can help make drug testing services more affordable for smaller businesses. Information about laboratories certified by the U.S. Department of Health and Human Services may be obtained by calling the CSAP Workplace Helpline at 800-WORKPLACE.

What is an employee assistance program?

An EAP is a confidential service that helps employees deal with a variety of personal problems that may be interfering with their work performance. Consulting an EAP, as with any form of counseling, should be voluntary, although in many cases managers and supervisors can strongly recommend that an employee seek assistance from an EAP and tie this in with a performance evaluation. More than ever before, EAP services are available to smaller businesses at affordable costs.

What is the role of supervisors and supervisor training?

Effective supervision is one key to a drug-free workplace program. One of the most important considerations is the need to focus on job performance and avoid attempting to become a counselor or diagnostician. Supervisors should be able to recognize patterns of behavior that might indicate employee problems -- and be prepared to refer employees to appropriate sources of help. Training for supervisors is essential for an effective workplace program.

How can I prevent alcohol and other drug problems in my workplace?

Develop a clear and consistent written policy for a drug-free workplace. Obtain information and, if possible, hands-on training for your supervisors and employees. Find out what resources and services are available in your community and provide the information to your employees and their family members if possible.

What are the benefits of an AOD-free workplace to my employees?

Employees typically report improved morale, less worry about their own safety, and a more positive attitude about their job and toward their employers.

For More Information . . .

CSAP operates a Workplace Helpline (800-WORKPLACE, 9 a.m.-8 p.m. Eastern Time, Monday-Friday) staffed by drug-free workplace specialists who can answer many of your questions and provide you with individualized technical assistance.

Appendix A

Hotlines and National Resources

WORKPLACE HELPLINE 1-800-WORKPLACE Center for Substance Abuse Prevention Technical assistance for employers and community organizations, including: Sample drug-free workplace policies Employee assistance program information Drug testing information Complimentary drug-free workplace resource materials

CSAP'S NATIONAL CLEARINGHOUSE FOR ALCOHOL AND DRUG INFORMATION 1-800-729-6686 (se habla espanol) 1-800-487-4889 (TDD) Center for Substance Abuse Prevention More than 10,000 items on alcohol and other drug abuse (at no cost) including all the CSAP drug-free workplace resources materials mentioned in this pamphlet. Drug-free workplace videotapes - employer and employee versions. U.S. Department of Labor's Substance Abuse Information Database (SAID) on floppy diskette providing information about drug-free workplace programs.

CENTERS FOR DISEASE CONTROL AND PREVENTION 1-800-458-5231 1-800-243-7012 (TDD) Information, publications, and referral on HIV/AIDS in the workplace

U.S. DEPARTMENT OF TRANSPORTATION (DOT) 1-800-225-3784 202-366-3784 DOT drug-free workplace transportation regulations and guidance documents

U.S. SMALL BUSINESS ADMINISTRATION (SBA) 202-401-3784 Information from the SBA that can help you implement a drug-free workplace program.

EMPLOYEE ASSISTANCE PROGRAMS Employee Assistance Professionals Association, (EAPA), Arlington, Virginia 703-522-6272 Employee Assistance Society of North America, (EASNA), Berkley, Michigan 810-545-3888 Professional association representing EAP providers Information about EAPs Referrals to available EAP resources

STATE ASSOCIATIONS 202-783-6868 National Association of State Alcohol and Drug Abuse Directors, Inc. (NASADAD) Referrals to your State Government's Alcohol and Other Drug Agency

Appendix B

References