Policy overview 1. Purpose/Principles 2. Scope 3. Definitions 4. Policy 5. Procedures

Transcription

1 QUALITY MANAGEMENT SYSTEM Policies and Procedures Standard 3: Financial, Administrative and Physical Resources Policy title: (G05) Smoke-free Environment First approved: March 2000 Current version approved: February 2012 Applies from: February 2012 Review due: February 2015 Approving body: Responsibility: First point of contact Management Forum Chief Executive Policy overview 1. Purpose/Principles 2. Scope 3. Definitions 4. Policy 5. Procedures 1. Purpose/principles Introduction of the Smoke-Free Environments Act 1990 (the Act) provides for the prevention, as far as reasonably practicable, of the detrimental effects of smoking on the health of any person who does not smoke, or who does not wish to smoke, inside any workplace or in certain public enclosed areas. Bay of Plenty Polytechnic is committed to permanent smoke free campuses, reflecting our commitment to provide a healthy smoke-free learning environment.. BoPP has therefore adopted a Smoke-Free Environment Policy in accordance with the provisions of the Smoke-Free Environments Act, 1990 and the Smoke Free Environments Amendment Act, The institution provides support for staff and students who want to quit smoking. 2. Scope This policy applies to all individuals working in, studying at, or visiting the Polytechnic campuses. BoPP employees, students, contractors and visitors are required to support the promotion of a smoke-free environment and comply with relevant signage. 3. Definitions Act Campus Means the Smoke-Free Environments Act 1990 and subsequent Smoke-Free Environments Amendment Act All the grounds of Bay of Plenty Polytechnic at Windermere Drive, Bongard Centre in the CBD and Edgecumbe and any areas leased by BoPP Designated Smoking Area Areas provided and identified on the perimeter of the campus grounds where smoking may take place

2 4. Policy Bay of Plenty Polytechnic places an emphasis on wellness and is committed to establishing and maintaining a smoke-free environment to minimise health risks associated with smoking. Our nonsmoking policy is designed to promote good health and provide a healthy environment for everyone who works, studies and visits our Polytechnic. The introduction of the Smoke-Free Environments Act 1990 and subsequent Smoke-Free Environments Amendment Act 2003, provides for consistent health protection for all workers and non-smokers from the significant health risks of exposure to second-hand smoke. The policy is based on the following principle: 4.1 All areas of the Bay of Plenty Polytechnic campuses are smoke-free. Smoking is not permitted anywhere at the Windermere, Bongard or Edgecumbe Centres. This includes all car parks, the roads leading into the Polytechnic and the Aquatic Centre. Designated areas on the perimeter of the campuses will be provided as smoking areas. Receptacles for smoking materials will be placed in designated areas where smoking is permitted. 4.2 All members of the Bay of Plenty Polytechnic community who do not smoke are entitled, so far as reasonably practicable, to be protected from second-hand cigarette smoke when on campus. 4.3 Smoking is not permitted in any vehicle owned or leased by the institution. 4.4 Prominent No Smoking notices will be displayed on all buildings and in all Polytechnic vehicles. 4.5 The institution supports all efforts to promote a smoke-free lifestyle as desirable. 4.6 Leading by example is an important role for an educational institution. 4.7 The institution recognizes that a smoke-free status requires social change and this is best achieved through encouragement, support and leadership. 4.8 Support for staff and students who wish to stop smoking will be provided. 5. Procedures 5.1 Complaint Procedure Individuals who believe on reasonable grounds that there has been a failure to comply with the Smoke-Free Policy, must forward their complaint in writing to their immediate Manager, Head of School or Group Leader Specific particulars of the complaint must be included in the written advice. 5.2 Complaint Response Investigation of a complaint by the Manager, Head of School or delegated employee, must be made within 20 working days after receipt of the complaint If the investigation supports a contravention of the Smoke-Free Environments Amendment Act 2003 or the Policy, steps must be taken to resolve the cause An employee or student may nominate a representative e.g. colleague, union or other support person, who is entitled to be present at any meeting held to resolve the complaint.

3 5.2.4 Written advice of the outcome of the review shall be forwarded to the complainant and others who are involved If there is evidence of deficiencies in the Policy, procedure and implementation the employer will settle the cause If the contravention is on the part of an employee or individual, the employer shall seek to obtain a written assurance from the employee or individual that there will be no repetition of the cause of the complaint. Related policies Related forms

4 Appendix Questions and Answers Q. To whom will the policy apply? The policy applies to all Schools, staff, students and visitors. Q. How will the policy be enforced? The campuses, except for designated areas on the perimeter of the campus, are already smoke-free and the policy is regular enforced. Our standard procedures to monitor compliance and violations will be in effect within all facilities and across the campuses. We expect all our employees, students and visitors to comply with the policy. To enforce this policy: Our interaction with smokers will be firm, but courteous and respectful. Visitors will be informed of the policy. Visitors smoking outside of the designated areas for BoPP will be reminded of the policy and asked to comply with it. Employees seen smoking on the grounds will be asked to stop smoking. Signs are posted in strategic locations throughout the campuses. People applying for positions at BoPP will be informed in advance of the smoke-free policy. Q. How will you handle employees and students who violate the policy? Employees and students who violate the policy will first be reminded that BoPP is a smoke-free institution. Subsequent violations will result in disciplinary action similar to those taken if an employee or student violates any other BoPP policy. Q. What should Managers do if they see an employee smoking in violation of this policy? Managers are responsible for ensuring that employees follow all BoPP policies. For the first offence the Manager should explain that BoPP in order to promote a healthy environment for its Schools, staff, students and visitors does not permit smoking on its grounds. Except in the designated areas. Failure to stop smoking after this request may be cause for disciplinary action. If an individual employee is found in violation of the policy the Manager is to follow the normal procedure to address employees who do not adhere to polytechnic policy. Q. Will BoPP offer any programmes to help employees quit smoking? For students and employees, BoPP provides a comprehensive package of tobacco cessation support. Medications that assist people with smoking cessation are covered under BoPP s health support plan. Q. What will happen to employees and students who do not stop smoking? Students and employees are not required to stop smoking and the policy is not meant to force anyone to quit. However, students and employees are not permitted to smoke anywhere on the campuses except in the designated areas. Students and employees will need to find a way to manage their need for nicotine

5 without smoking on polytechnic property/campuses. Support will be offered to students and employees interested in managing their nicotine cravings during the workday. Q. Will outside groups who rent BoPP facilities be able to smoke? No, outside groups will be informed that BoPP is a non-smoking environment prior to contracting to use the facilities.