Drug Free Workplace Supervisor Training

Objectives 1.Review the role of the Supervisor in a drug free workplace program –The basics of substance abuse –Your responsibilities –Legally sensitive areas –How to handle performance and potential crisis situations –How to confront a drug or alcohol situation –Intervention and referral –Requirements on confidentiality –Enabling –Potential traps –Do’s and Don’ts 2.Review highlights of our Drug Free Workplace policy –What is prohibited –Types of testing –Consequences –Communication

Using a substance to modify or control mood or state of mind in a manner that is illegal or harmful to oneself or others. Substance abuse affects people: Emotionally Behaviorally Physically What is Substance Abuse?

Aggression Burnout Anxiety Depression Paranoia Denial Emotional Effects of Substance Abuse

Slow reaction time Impaired coordination Slowed or slurred speech Irritability Excessive talking Inability to sit still Limited attention span Poor motivation or lack of energy Behavioral Effects of Substance Abuse

Weight loss Sweating Chills Smell of alcohol Physical Effects of Substance Abuse

The irresistible compulsion to use alcohol and other drugs despite adverse consequences. It is characterized by repeated failures to control use, increased tolerance and increased disruption in the family. What is Addiction?

Methods of Substance Abuse in the Workplace Experimentation Recreational use As a stress reliever

Alcohol Marijuana Inhalants Cocaine Stimulants Specific Drugs of Abuse Depressants Hallucinogens Narcotics Designer drugs

Employee health Productivity Decision making Morale Impact of Substance Abuse in the Workplace Safety Security Organizational image and community relations

The Problem Absenteeism Problem drinkers are absent from work times more often than normal. Drug users are absent from work an average of 5 days monthly. Less Productivity When they do show up, substance abusers are 33% less productive and cost their employers $7,000 annually. *Sources: Institute for a Drug-Free Workplace Bureau of National Affairs National Institute on Drug Abuse

The Problem Industrial Fatalities Up to 40% of industrial fatalities and 47% of industrial injuries can be linked to alcohol consumption and alcoholism. Accidents Drug-using employees are 4 times more likely to be involved in workplace accidents and 5 times more likely to file a workers compensation claim. *Sources: Institute for a Drug-Free Workplace Bureau of National Affairs National Institute on Drug Abuse

The Problem Higher Workers' Compensation Costs % of all workers' compensation claims are related to substance abuse. Higher Medical Costs Substance abusers are three times more likely to use medical benefits than other employees and incur 300% higher medical costs. *Sources: Institute for a Drug-Free Workplace Small Business Administration

The Problem Workplace Theft 80% of drug users steal from their workplaces to support their habits. Workplace Violence Substance abuse is the third leading cause of workplace violence. *Sources: Institute for a Drug-Free Workplace Small Business Administration

Supervisor Responsibilities Maintain a safe, secure and productive environment for employees Evaluate and discuss performance with employees Treat all employees fairly Act in a manner that does not demean or label people

Supervisor Responsibilities It is NOT your job to: Diagnose drug and alcohol problems Have all the answers Provide counseling or therapy Be a police officer

Legally Sensitive Areas Safeguard employee confidentiality Ensure the policy is clearly communicated Establish procedures to thoroughly investigate alleged violations Provide due process and ample opportunity for response to allegations If testing is included, ensure quality control and confirmation of positive tests Conform to union contracts, if applicable

Performance Problems vs. Crisis Situations As a supervisor, you are in a prime position to observe ongoing performance problems or a potential crisis situation. Although both conditions require a different approach, the outcome should be the same - action must be taken. It ’ s already your job as a supervisor to observe and document employee performance, so the addition of the drug free workplace program doesn ’ t really make your job more difficult. You are probably already doing some aspects of what is required as a supervisor, but you may not have realized it.

Performance Problems A performance problem can be observed by a change in the actual performance of an employee over time. Performance problems are more common than crisis situations and can consist of: –Reduced productivity –Reduced work quality –Unprofessional communication –Change in arrival and departure times (including breaks and lunches) Most employees, when counseled by a supervisor, will respond to an ongoing performance problem … unless there are other underlying problems, perhaps like substance abuse.

A potential crisis situation can be observed by a change in the behavior or performance of an employee in real time. Crisis situations are less common than performance problems and can consist of: –Dangerous or threatening behavior –Obvious impairment –Possession of alcohol and other drugs –Illegal activity A crisis situation will demand immediate attention, with care for protection of employees, visitors, persons in your care, etc. Emergency responders may be needed. Potential Crisis Situations

1.What exactly do you see? 2.Does there appear to be illegal activity, policy violations or unusual behavior taking place? 3.Is a group of people involved or a single employee? 4.Are you the direct supervisor to anyone involved in the incident? 5.Are reliable witnesses available? 6.Is any physical danger involved in taking action or not taking action? Crisis Situations – Questions to Consider

7. Is the situation serious enough to require calling security or law enforcement? 8. Is there a specific policy that applies to the situation? 9. Does the situation require expert consultation from Human Resources, the Employee Assistance Program (EAP), if applicable, or security? 10. Is this a situation that calls for reasonable-suspicion testing? 11. Have you documented what you see and what you have done in response? Crisis Situations – Questions to Consider

Ask the employee to come to private area with another supervisor and/or security personnel Inquire about the behavior, rumor or report Inform the employee of your concerns Get his or her explanation of what is going on If you feel there is a problem, notify your superior Confronting a Drug or Alcohol Situation

If there is evidence or suspicion of recent use, and based upon the employee’s response and your policy, the supervisor should: Refer the employee to the Employee Assistance Program (EAP) if applicable Place the employee on suspension until a formal investigation occurs Arrange for the employee to be escorted home Escort the employee to a collection for the drug test, if applicable Confronting a Drug or Alcohol Situation

1.Observe 2.Confirm 3.Document 4.Confront 5.Test Reasonable Suspicion Process

1.Observe – you personally witness unusual or uncharacteristic behavior by employees you supervise. 2.Confirm Confirm employee’s appearance, behavior, speech, and/or body odors are consistent with signs and symptoms of alcohol and/or drug misuse. If you are unsure of your observations, have another trained supervisor assist. Reasonable Suspicion Process

Reasonable suspicion MUST be based on specific observations of the supervisor or company official concerning the employee’s: Behavior Speech Body odor (marijuana or alcohol) Documentation of Observations

3. Document – specifically and clearly state in writing your observations of employee’s appearance, behavior, speech, and/or body odors. 4. Confront Discuss your suspicions confidentially, describing what you observed and why you are requesting an alcohol and drug test. Remove the employee from all safety-sensitive functions. Reasonable Suspicion Process

5. Test Direct the employee to undergo testing. If the test is conducted off-site, the employee should be transported to the testing facility by a company official of the same gender. Never permit anyone who you reasonably suspect of alcohol or drug misuse to transport himself or herself to the testing facility. Reasonable Suspicion Process

Addiction is the irresistible compulsion to use alcohol and other drugs despite the consequences, characterized by repeated failures to control use, increased tolerance and increased disruption in the family. Ongoing performance problems that do not respond to normal supervisory actions may be signs of addiction and other personal problems and may require more intervention. Examples of common performance problems that may be indicators of underlying addiction include: Poor attendance - tardiness, unexplained absences, long lunches Coworkers or customer complaints Mistakes and missed deadlines Challenges of Addiction

Steps to take when you have identified a performance problem: Document the performance problem Get yourself ready and set the stage Use constructive confrontation Refer to assistance Follow up on progress towards meeting performance goals Intervention and Referral

Tell the employee you are concerned about performance State the problem Refer to documentation of specific events Avoid over-generalizations Ask for an explanation Intervention and Referral

Avoid getting involved in discussions of personal problems Try to get the employee to acknowledge what you see as the problem State what must be done to correct the problem Set a timeframe for performance improvement Specify consequences if the problem continues Intervention and Referral

For referrals to be effective, an employee must know that: Problems will not be made public Conversations with an EAP professional or other referral agent are private and will be protected All information related to performance issues will be maintained in the employee’s personnel file Protecting Confidentiality - Employees

Information about referral to treatment will be kept separately. Information about treatment for addiction or mental illness is not a matter of public record and cannot be shared without a signed release from the employee. If an employee chooses to tell coworkers about private concerns, that is the employee’s decision. When an employee tells the supervisor something in confidence, supervisors are obligated to protect that disclosure. Protecting Confidentiality - Referrals

Employees must also be assured that: EAP records are separate from personnel records and can be accessed only with a signed release from the employee. EAP professionals are bound by a code of ethics to protect the confidentiality of the employees and family members that they serve. There are clear limits on when and what information an EAP professional can share and with whom. Protecting Confidentiality – EAP’s

Limits on confidentiality may require: Disclosure of child abuse, elder abuse and serious threats of homicide or suicide as dictated by state law. Reporting participation in an EAP to the referring supervisor. Reporting the results of assessment and evaluation following a positive drug test. Verifying medical information to authorize release time or satisfy fitness-for-duty concerns as specified in company policy. Revealing medical information to the insurance company in order to qualify for coverage under a benefits plan. Protecting Confidentiality – Limits

After constructive confrontation and referral, the employee will need: Continuing feedback about behavior and performance Encouragement to follow through with continuing care and support Accurate performance appraisals and fair treatment Time to adjust to doing things differently Respect for his or her privacy Open lines of communication Corrective action if old behaviors reappear Continued Supervision

“Enabling” is any action that you take that protects the employee from the consequences of his/her actions and actually helps the employee to NOT deal with the problem. Examples of enabling: Covering up Rationalizing Withdrawing or avoiding contact Blaming Controlling Threatening Enabling

Avoid falling into these traps – these will keep you from focusing on the actual problem, and this ultimately means the employee does not get the help needed, and your workplace is at risk. Sympathy Excuses Apology Diversions Innocence Anger Pity Tears Supervisor Traps

Supervisor Do’s and Don’ts Your Job: Maintain a safe, secure and productive environment for employees Evaluate and discuss performance with employees Treat all employees fairly Act in a manner that does not demean or label people NOT your job: Diagnose drug and alcohol problems Have all the answers Provide counseling or therapy Be a police officer

You will help the program succeed when you do the following: Identify and investigate crisis situations Recognize workplace problems that may be related to alcohol and other drugs Intervene in problem situations Refer employees who have problems with alcohol and other drugs Protect employee confidentiality Continue to supervise employees who have been referred to assistance Avoid enabling and common supervisor traps Your Role as a Supervisor

Our Drug Free Workplace policy…

It is a violation of our drug free workplace policy for any employee: To use, possess, sell, trade, offer for sale, or offer to buy illegal drugs or otherwise engage in illegal use of drugs on or off the job. To report to work under the influence of or while possessing in his or her body, blood or urine illegal drugs in any detectable amount. To report to work under the influence of or impaired by alcohol. Prohibited Behavior

If the use of a legally prescribed medication could compromise the safety of the employee, fellow employees or the public, it is the employee's responsibility to use appropriate personnel procedures (e.g., call in sick, use leave, request change of duty, notify supervisor) to avoid unsafe workplace practices. Prohibited Behavior

Each employee, as a condition of employment, will be required to participate the following types of testing: 1.Pre-employment 2.Post-accident 3.Reasonable suspicion 4.Random – what does our policy say? 5.Post rehabilitation testing – what does our policy say? Drug Testing – Types of Tests

Substances tested for are amphetamines, cannabinoids, cocaine, opiates, phencyclidine (PCP) and alcohol. Testing for presence of alcohol will be conducted by analysis of breath. Testing for presence of the metabolites of drugs will be conducted by the analysis of urine. Drug Testing – Methodology

One of the goals of our drug free workplace program is to encourage employees to voluntarily seek help with alcohol or drug problems. If an individual violates the policy, the consequences are serious. In the case of applicants, if the drug free workplace policy is violated, the offer of employment can be withdrawn. The applicant may reapply after six months and must successfully pass a pre-employment drug test. Consequences

Employees with a confirmed positive test result may, at their own expense, have a second confirmation test made on the same specimen. An employee will not be allowed to submit another specimen for testing. Any employee who tests positive must participate in rehabilitation at the employee’s expense or face termination. What does our policy say? Any employee who tests positive will be terminated. What does our policy say? Consequences

An employee will be subject to the same consequences of a positive test if he: –Refuses the screening or the test –Adulterates or dilutes the specimen –Substitutes the specimen with that from another person or sends an imposter –Will not sign the required forms –Refuses to cooperate in the testing process in such a way that prevents completion of the test Interfering with Testing Process

Communicating our drug free workplace policy to both supervisors and employees is critical to our success. To ensure all employees are aware of their role in supporting our drug free workplace program: –All employees will receive a copy of the policy. The policy will be reviewed in orientation sessions with new employees. The policy and assistance programs will be reviewed at safety meetings. Posters and brochures will be available at all locations. Communication

Any Questions? The bottom line… A drug free workplace is a better working environment, it is safer, it is more profitable, and it is more likely to succeed.