alcohol and drugs in the workplace - conciliation · pdf filep/15/12...

P/15/12

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Alcohol and Drugs in the Workplace

Policy Aim

Conciliation Resources is committed to providing a safe and productive work environment seeking to promote the health, safety and well being of its employees, consultants and volunteers. This policy is designed to:

• Ensure that employees, consultants and volunteers are aware of the health risks associated with alcohol/drug misuse;

• Outline the help and support available for staff and their line managers on these issues; • Provide a framework to enable instances of substance misuse by employees at work to be handled in an

appropriate, fair and consistent manner. • Achieve a balance between supporting employees and volunteers who come forward with a problem, and

the legal requirement to preserve:

o The health, safety and welfare of employees and volunteers and others with whom they come into contact.

o The delivery of high quality and effective work.

o Conciliation Resources’ reputation.

• The policy is not intended to penalise those who are legitimately taking medication, prescribed or over-the-counter, which may have unforeseen side effects affecting their performance.

The inappropriate use of alcohol or drugs can damage the health and wellbeing of employees, consultants and volunteers and have far reaching effects on their personal and working lives. At work, alcohol or drug misuse can result in reduced levels of attendance, sub-standard work performance and increased health and safety risks. Furthermore, the effects of alcohol or drug misuse may be detrimental to the reputation and image of Conciliation Resources and its ability to undertake its work.

Conciliation Resources treats drug and alcohol dependency1 as a health issue that requires special treatment and help rather than as a disciplinary matter, although we reserve the right to take disciplinary action to deal with the problem if this is appropriate.

This policy covers the use and misuse of intoxicating substances2 that could adversely affect work performance and/or health and safety.

This policy also provides guidance on when the consumption of alcohol during Conciliation Resources’ office hours as defined in the Conciliation Resources Contract of Employment maybe permissible.

1 Dependency is defined as a compulsion to keep taking an intoxicating substance either to avoid effects of withdrawal (physical dependence) or to meet a need for stimulation or tranquillising effects or pleasure (psychological dependence). 2 An intoxicating substance is a substance that changes the way the user feels mentally or physically. It includes alcohol, illegal drugs, legal drugs, prescription medicines (for example, tranquillisers, anti-depressant, over-the-counter medicines), solvents, glue, lighter fuel etc.)

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Policy Scope

The policy applies to all grades within Conciliation Resources including those on fixed term contracts, volunteers, or an employee that may be seconded to Conciliation Resources.

It is also expected that agency workers, consultants or contractors and others working on behalf of Conciliation Resources whether in a paid or unpaid capacity will comply with this policy. Failure to do so is likely to result in the termination of any contract of employment or engagement.

This policy must be brought to the attention of all new employees and volunteers of Conciliation Resources as part of their induction process. In addition all consultants and contractors will be provided with a copy of this policy as part of the Consultant’s Handbook, which maybe reviewed and amended from time to time.

Whilst this policy is part of the terms and conditions of employment with Conciliation Resources it does not form part of an employee’s contract and the content may be subject to revision as the need arises.

Health risks associated with the misuse of intoxicating substances

Alcohol

While drinking within the Government’s suggested guidelines has minimal detrimental effect on health, there are several health risks associated with drinking too much alcohol. Further information about the health risks of consuming too much alcohol can be found at www.drinkaware.co.uk.

Drugs

Health risks depend on the drugs taken and the frequency of use. More information can be found at www.talktofrank.com.

The Responsibilities of Line Managers and Employees

The Role of the Line Manager

Drinking alcohol is an accepted part of social life for many people and it can be hard for line managers to draw a line between appropriate social drinking and alcohol abuse. Similarly, recognising signs of drug abuse can be problematic. It should be emphasised that line managers are not expected to be experts in this area, and if they have to deal with such issues, they will be given full support and guidance by the Director of Operations and/or the Executive Director (see Help and Support below).

An employee, volunteer or consultant with a drink or drug problem may have higher absence levels than their colleagues, but this will not always be the case. Similarly, performance may not always be adversely affected. Line managers therefore have a twofold role in handling these issues:

• Where appropriate, to highlight the effect on performance, conduct or attendance, and

• To encourage the individual to seek help to deal with their dependence and offer appropriate support.

Where a line manager is or becomes aware, or suspects, that an employee, volunteer or consultant is misusing intoxicating substances, they must seek advice from either the Director of Operations or the Executive Director. It is not necessary for the line manager to have spoken directly to the employee who is, or may be, affected prior to raising their concern. However once an initial discussion has taken place, the line manager must talk to the employee, volunteer or consultant concerned before any further action is taken.

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The Responsibilities of the Line Manager

Employees, volunteers, consultants and line managers are required to:

• Be aware, to the extent possible, of the signs of alcohol and substance misuse and the effects on performance, attendance and the health of people. For possible indicators of alcohol or drug misuse please see appendix A.

• Be aware of Conciliation Resources’ duty of care to all employees, volunteers and consultants to ensure the health, safety and welfare of all employees, volunteers and consultants and with whom they come into contact.

• Ensure that should they have an issue with alcohol or drugs, employees, volunteers and consultants are aware of the support that is available to them, both within Conciliation Resources and through external organisations (please see appendix B).

• Provide support and assistance, as appropriate to employees and volunteers who are dependent on intoxicating substances, to help and aid their recovery.

• Monitor the performance, behaviour and attendance of employees, volunteers and consultants as part of the normal line management relationship. If appropriate, keep accurate records of instances of poor performance, attendance or conduct to enable appropriate action to be taken. Line managers should intervene at an early stage where changes in performance, behaviour, sickness levels and/or attendance patterns are identified. Where a line manager suspect’s substance abuse may be causing a problem, they should first discuss the situation with the Director of Operations or the Executive Director. It may be appropriate, in the first instance, to explore any change in performance or attendance in terms of a health problem without specifically mentioning alcohol or drugs.

Employee’s, Volunteers and Consultants responsibilities

All are required to:

• Familiarise themselves with this policy and comply with its provisions.

• At all times present a professional, courteous and efficient image to those with whom they come into contact. They therefore have a personal responsibility to adopt a reasonable attitude towards the consumption of alcohol and taking prescribed or over-the-counter drugs.

• Where appropriate, co-operate with any arrangements for help and support offered by Conciliation Resources to assist with the addressing of any alcohol or drug misuse problem they may have.

Confidentiality

Conciliation Resources will treat issues relating to dependence on, or misuse of, alcohol or drugs in complete confidence, within the limits of what is practicable and within the law. In order to provide effective support and help, it may be necessary for information to be shared with others; for example with the line manager if the initial approach has been from elsewhere or the alternate EMC member (Director of Operations or the Executive Director), but at all times this will be kept to the minimum.

Help and Support

All are strongly encouraged to seek help or guidance if they have concerns regarding their alcohol or drug consumption. In addition to your General Practitioner, there are a number of agencies offering help and support for those experiencing problems with alcohol and drugs. A non-exhaustive list of organisations is available at appendix B.

If anyone has concerns about the way in which their consumption of alcohol or drugs is affecting their work, they may wish, in the first instance, to directly approach their line manager or the Director of Operations or the

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Executive Director. With the person’s permission, the line manager or Director of Operations or the Executive Director will arrange for the provision of appropriate support and help. This may involve referral to an occupational health organisation, other medical professionals, alcohol/drug treatment agencies etc.

Where an employee or volunteer has disclosed that they have an alcohol or drug related problem, Conciliation Resources will always seek to adopt a constructive and supportive approach to assist them in addressing it. This may include allowing time off to attend rehabilitation, counselling or medical appointments related to the problem, and these will be subject to the normal rules on Sickness Absence as detailed in the Leave Policy.

Where an employee, volunteer or consultant does not come forward to seek help, and their colleague(s) genuinely suspect that they may be misusing alcohol or drugs, they have a responsibility3 to raise their concerns. People should not, even with the best motives in mind, “cover up” for, or collude with, a colleague who may have an alcohol or drug related issue but should instead encourage the individual to seek help. If this option does not prove successful and concerns remain, serious consideration should be given to raising the issue confidentially with either the Director of Operations or the Executive Director who will then become responsible for seeking an appropriate way forward.

Requirements of the Policy

During Conciliation Resources Working Hours

Employees, volunteers or consultants should attend work and remain throughout their contracted or agreed hours, in a fit and safe condition to undertake their duties.

• Consumption of alcohol during the working day, including during breaks, whether inside or outside any Conciliation Resources office or place or work, is actively discouraged, as the smell of alcohol on the breath can create an unfavourable impression which may impact on the credibility of the individual and Conciliation Resources. It may also affect performance and/or behaviour, which could lead to formal action being taken against an individual. The exception to this is where a third party is being entertained over lunch or dinner but consumption should be appropriate and not excessive.

• Employees, volunteers or consultants may not consume alcohol on Conciliation Resources premises, except at work related functions or activities, although this must be authorised by an EMC Director and then only moderate and sensible levels of alcohol should be consumed.

• Where work-related functions, such as the Conciliation Resources Christmas Lunch, or work-related activities take place at the end of the working day after which employees, volunteers or consultants are not returning to work, no authorisation from an EMC Director is needed for the consumption of alcohol.

• Where an employee, volunteer or consultant is representing Conciliation Resources, for example at an evening reception, seminar, networking event or in the field etc., they should bear in mind their responsibility to maintain a professional image both for themselves and as a representative of, and ambassador for, Conciliation Resources.

• Employees, volunteers or consultants must not take controlled drugs4 at any time during the working day including breaks either at or away from their place of work.

• Employees, volunteers or consultants may take drugs that have been prescribed for them or over-the-counter medicines used for their intended purpose (in accordance with the instructions given by the prescriber, pharmacist or manufacturer).

• Employees, volunteers or consultants must notify their line manager as soon as possible if they are prescribed medicine that may cause side effects and which is likely to impair their ability to undertake their duties safely and effectively.

3 All employees and volunteers have a responsibility to take reasonable care for their own and their colleagues health and safety and to notify their line manager or the Director of Operations of any concerns. 4 Controlled drugs are drugs covered by the Misuse of Drugs Act 1971. These drugs include drugs with no current medical uses as well as medical drugs prone to misuse. All are considered likely to result in substantial harm to individuals and society.

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• Employees, volunteers or consultants who experience side effects as a result of taking prescribed or over-the-counter medicines that impair their ability to perform their duties safely and satisfactorily should notify, if they are in a position of line management, their staff, otherwise their line manager as soon as possible. This is particularly important if the employee or volunteer is in a post or undertaking work where it is not only their safety, but the safety of others that could be jeopardised.

o This is applicable wherever the employee, volunteer or consultant is working for Conciliation Resources.

o There is no requirement to notify your line manager of the medication prescribed or taken during periods of sickness absence unless it will continue to be taken after the employee or volunteers return to work.

o Employees, volunteers or consultants are not obliged to disclose either the actual medical condition being treated or the medication – simply the impact/side effects. However if the impact/side effects may be severe, and could result in the attendance of the emergency services, it may be of use to the emergency services if a colleague was aware of the medication taken.

Outside working hours

Employees, volunteers and consultants should be aware of the impact of consuming intoxicating substances immediately before coming to work and personally be responsible for allowing sufficient time for any incapacitating effects of alcohol or any other intoxicating substance to wear off before attending work.

To arrive at work, whether Conciliation Resources’ office in London, or the office of a partner or any other location where you may be working and representing Conciliation Resources, in an unfit state may lead to disciplinary action being taken against the employee or volunteer, or termination of the consultant’s contract.

Controlled Drugs

Employees, volunteers or consultants are not permitted to possess, store, trade, use, misuse or sell controlled drugs on Conciliation Resources’ premises or whilst representing Conciliation Resources or bring Conciliation Resources into disrepute by engaging in such activities outside of work.

The only exception to this is in relation to possession where an employee, volunteer or consultant has a prescription for a controlled drug, however the trading or sale of such prescription drugs is not permitted.

Everyone should also be aware that the laws relating to Controlled Drugs differ around the world with the penalties extending up to and including the death sentence.

Breaches of this policy

Conciliation Resources will adopt a constructive and supportive approach when dealing with employees, volunteers or consultants who may be experiencing alcohol or drug dependence or addiction5. This means that employees, volunteers or consultants experiencing substance misuse will not automatically have their employment or engagement terminated simply because of their dependence/addiction.

If performance, attendance or behaviour is unacceptable, despite any support and assistance that has been offered by Conciliation Resources, whether or not this has been taken up, dismissal may ultimately be unavoidable.

Notwithstanding the above, there will be circumstances where breaches of this policy, whether dependency related or not, will be treated as a disciplinary matter and may result in summary dismissal of the employee or 5 Addiction is defined as a state of periodic or chronic intoxication produced by the repeated intake of an intoxicating substance. This means that a dependency has developed to such an extent that it has serious detrimental effects on the user and often on their family, and the individual has great difficulty discontinuing their use.

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the ending of the engagement by a volunteer or termination of the consultant’s contract. Examples of issues that may be subject to proportionate disciplinary action, up to and including dismissal are:

• Deliberate disregard for personal safety and/or safety of others which is associated with the use of intoxicating substances, whether or not this is as a result of dependence or addiction.

• Unacceptable behaviour in the workplace associated with the use of intoxicating substances, whether or not this is as a result of dependence or addiction.

• Being found incapable of performing normal duties satisfactorily and safely as a result of consuming alcohol or taking drugs, whether or not this is as a result of dependence or addiction.

• Possession, consumption, dealing/trafficking, selling and/or storage of controlled drugs either on Conciliation Resources’ premises or the premises of organisations supported by, or working with Conciliation Resources, or engaging in such activities outside of work, subject to the caveat in the section, Controlled Drugs.

• For an employee, volunteer or consultant that is are expressly required to drive a vehicle for Conciliation Resources work purposes, being disqualified from driving as a result of alcohol or drug related offences.

• Making malicious or vexatious allegations that a colleague is misusing intoxicating substances.

Where evidence warrants, Conciliation Resources will inform the police or relevant local authorities of illegal drug use or any activity or behaviour related to drugs or alcohol over which there are concerns as to its legality.

END / November 2012

Appendix A to P/15/12


Possible Indicators of Alcohol or Drug Misuse

Alcohol or drug misuse impairs judgement, concentration and co-ordination amongst other problems. The following are signs of possible alcohol or drug misuse.

It is important to note that these can also be caused by other factors, such as stress, physical illness, mental health issues or the effects of prescription drugs; each case should be considered on its merits and you should not automatically assume that alcohol or drugs are the cause. If you have any concerns that an employee or colleague may be some showing some of these signs you should, in the first instance, confidentially raise the matter with the Director of Operations or Executive Director.

• Erratic performance

• Unusual irritability or aggression

• Dilated pupils

• Hand tremor

• Increased incidents of accidents or near misses

• Overconfidence

• Inappropriate behaviour

• Sudden mood changes from extreme happiness to severe depression

• Reduced response times

• A tendency to become confused

• Reduced productivity

• Absenteeism

• Poor time-keeping

• Indiscipline

• Reduced concern for personal appearance

• Deterioration in relationship with colleagues, partners, consultants, or others involved with Conciliation Resources

• Dishonesty or theft

• Financial irregularities

Appendix B to P/15/12


Agencies and Support Mechanisms

• Conciliation Resources Employee Assistance Programme - www.wellness.rightmanagement.co.uk/login Username: cronerju12 or call 0800 197 2040

• Samaritans: 08457 90 90 90 or email [email protected]

• Alcoholics Anonymous: www.alcoholics-anonymous.org.uk or email [email protected] or call 0845 769 7555 – the largest self-help group for people who acknowledge they cannot handle alcohol, and want a new way of life without it. The service is free.

• Alcohol Concern: www.alcoholconcern.org.uk. Is the national agency on alcohol misuse campaigning for effective alcohol policy and improved services for people whose lives are affected by alcohol-related problems.

• Alcohol services: www.alcoholconcern.org.uk/concerned-about-alcohol/alcohol-services

• NHS: www.nhs.uk/servicedirectories/Pages/ServiceSearchAdditional.aspx?ServiceType=Alcohol

• Drinkline: www.drinkaware.co.uk. The national drink helpline phone number is 0800 917 8282. A government funded free service providing advice to the drinker or anybody concerned about the drinker. It has a database of local support and treatment services.

• Employee’s General Practitioner or Doctor.

• Adfam National: www.adfam.org.uk and www.adfam.org.uk/find_help – the largest non-statutory organisation that works with and on behalf of families affected by drug and alcohol problems.

• Helpline numbers – Al-Anon Family Groups (for people worried about someone else’s drinking) – 020 7403 0888 or Families Anonymous – 0845 1200 600.

• FRANK: www.talktofrank.com or on a smart phone http://m.talktofrank.com or email [email protected]. This is a confidential, anonymous, discreet and well informed service ready to offer advice, information and support on drugs issues. FRANK is also available by phone on 0800 77 66 00 and is available in 120 languages. You can also SMS on 82111.

• Narcotics Anonymous: www.ukna.org or call 0300 999 1212 – the largest self help group for people who want to stop using drugs. Services are free.

• Cocaine Anonymous: www.cauk.org.uk or email [email protected] or call 0800 612 0225, lines open daily between10:00 – 22:00 – a national self help group specifically for cocaine users.

• NHS: www.nhs.uk/ServiceDirectories/Pages/ServiceSearchAdditional.aspx?ServiceType=DrugAddictionSupport

• Re-Solv: www.re-solv.org or call 01785 810762, lines open 09:00 – 17:00 Monday to Friday (excluding public holidays). A national charity providing information for the prevention of solvent and volatile substance abuse.

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