HOW TO MAKE YOUR WORKPLACE TOBACCO-FREE A TOOLKIT FOR THE DEVELOPMENT OF A TOBACCO CONTROL POLICY AT THE WORKPLACE

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1 HOW TO MAKE YOUR WORKPLACE TOBACCO-FREE A TOOLKIT FOR THE DEVELOPMENT OF A TOBACCO CONTROL POLICY AT THE WORKPLACE

2 ABOUT THE NO BUTTS ABOUT IT TM COLLABORATIVE No Butts About It TM is a collaborative of four Ontario Local Public Health Agencies, Durham Region Health Department, Elgin St. Thomas Public Health, Ottawa Public Health and Toronto Public Health, researchers from the Program Training and Consultation Centre (Cancer Care Ontario) and the University of Waterloo, members of a research advisory committee from ECHO: Improving Women s Health in otnario, the Centre for Addiction and Mental Health, the Ontario Tobacco Research Unit, Public Health Ontario, the University of Toronto and the University of Waterloo, and the STOP study. This project is funded by Public Health Ontario. This package was adapted from the following: Health Canada. (2007). Towards a Healthier Workplace: A Guidebook on Tobacco Control Policies. Ottawa, ON: Health Canada. Reproduction is permitted provided the publication includes this acknowledgement: Reproduced with permission from the Program Training and Consultation Centre

3 SECTION 1: BENEFITS OF A COMPREHENSIVE TOBACCO-FREE POLICY WHAT IS A COMPREHENSIVE TOBACCO CONTROL POLICY FOR THE WORKPLACE? A tobacco control policy in the workplace is a set of principles that guide the workplace in protecting, enhancing and supporting the health, safety and productivity of their employees. In a workplace setting, a comprehensive tobacco control policy has two major components: (1) Restrictions or bans on tobacco use, which could include only smoking or include other forms of tobacco use, such as chew/spit tobacco (2) Support for employees who want to quit WHAT ARE THE BENEFITS OF POLICY IN THE WORKPLACE? Good business sense: When an employer invests in the health of their employees, they are investing in their business. The costs of smoking to the workplace are significant; the annual cost to the employer for each employee that smokes is an estimated $3, Further, employers who protect the health of their employees and promote a healthy work environment portray a positive image within the community. Improved health and employee satisfaction: Employees are an organization s most important asset. A comprehensive tobacco control policy promotes better health for employees, and protects employees and customers from the dangers of second-hand smoke. Smoking restrictions also encourage employees to cut down or quit smoking, and provide a supportive and smoke-free environment for those who have recently quit. Further, over one third of Canadians believe that smoking should not be allowed anywhere at the workplace, indoors or outdoors, and most Canadians think that smoking should be allowed only in certain areas outside of the workplace called designated smoking areas (DSAs) 2. Most employees, smokers and non-smokers alike, welcome a tobacco control policy in their workplace. 1

4 Furthermore, most smokers in Canada want to quit. A smoke-free work environment supports your employees efforts to living a smoke-free life. A comprehensive tobacco control policy demonstrates your commitment to the health and well-being of your employees. Introducing smoke-free workplace policies not only improves employees health but can also increase overall employee satisfaction. Comply with Ontario s Legislation: Each province has tobacco legalisation, which regulates where smoking is and is not allowed at the workplace. Ontario s legislation is called the Smoke-Free Ontario Act (SFOA). Under the SFOA, smoking is prohibited within all enclosed workplaces in Ontario. Employers are required to enforce the SFOA in their workplace. Please see Appendix B for an overview of the SFOA as it relates to workplaces. 2

5 SECTION 2: POLICY OPTIONS SMOKING RESTRICTIONS AT THE WORKPLACE In addition to existing smoke-free policies inside the workplace, policies can eliminate tobacco use from all company property or allow tobacco use only in designated locations. Ideally, these designated smoking areas should be out of the customer s view and at least 9 metres from all entrances to the building. CREATING AN ENVIRONMENT SUPPORTIVE OF QUITTING Providing support to employees who want to quit smoking is an essential component of a comprehensive tobacco control policy. Creating this supportive environment will reduce tensions with smokers and make your policy easier to enforce. There are a variety of ways an employer can offer support. Through the No Butts About It program, we will help your workplace: Provide a smoke-free environment Hold an on-site quit smoking program Provide and promote incentives for smoking cessation through company communications, such as bulletins, s and slips in pay stubs. This improves participation in health promotion programs and thus contributes to efforts to quit smoking. Provide Nicotine Replacement Therapy (NRT). The pilot stage of the program will provide eligible participants with free NRT. Further, we will also assist you in exploring other options of providing NRT to your employees through benefits packages, or subsidizing the cost of NRT. This reduces costs, removes access barriers and increases the use of NRT among employees and thus supports their efforts of quitting smoking. The use of NRT has been shown to increase long-term quit rates among individuals who are motivated to quit by 50 to 70% 3. Host quit and win contests at your workplace. This can increase the interest of those employees who smoke to participate in the quit smoking program. Link employees to outside resources in the community to support their friends and families in their efforts to quit smoking and help your employees stay smoke-free long term. 3

6 SECTION 3: STEPS TO CREATING AND IMPLEMENTING A COMPREHENSIVE TOBACCO CONTROL POLICY There are three steps to create and implement a workplace tobacco control policy: (1) Preparation (2) Implementation (3) Follow-up and maintenance STEP 1: PREPARE YOUR POLICY Recruit leaders and champions and create a workplace health committee in your workplace. This committee should include representatives from management, employees from all areas of your workplace (cashiers, maintenance, front store, etc.), administrative support staff, and if applicable, representatives from the union/employee associations, health and safety staff, marketing and communications staff and human resources. Build your case for implementing the smoke-free policy. Use the information provided in this toolkit on the health benefits of having a tobacco control policy, and calculate the costs of smoking to the workplace and potential savings (see Appendix C). Test the waters. Gather information from employees on their attitudes and beliefs on smoking in the workplace, and see what kind of policies they are open to. The workplace survey that has been conducted in your workplace as part of the No Butts About It program is a great start! Develop a plan. Examine and evaluate policy options and decide what you want your policy to look like. Include what you are hoping to achieve (objectives), define the policy and what it includes, when the policy will be implemented and how it will be enforced. Build support for the policy. Educate your employees about the dangers of secondhand smoke and the benefits of a tobacco control policy in the workplace. Present the case to management and employee representatives for approval. 4

7 Write and revise the policy. Revisit your objectives and write a clear policy which states the purpose of the policy, its goals, enforcement procedures, implementation date, a plan for promoting the policy, and how the policy will be evaluated/monitored. STEP 2: IMPLEMENT YOUR POLICY Set the start date for your policy to begin. Make sure you have enough time to promote the policy among employees before the policy comes into effect. Present and explain the policy. Distribute copies of the policy to all employees, and post it in common areas such as the lunch room. Keep employees informed every step of the way. Ensure the smoke-free boundaries are clearly marked with signage. Support employees who want to quit. There are a variety of ways you can support employees who want to quit. The No Butts About It program you are currently involved with is a great way to show your support for employees. Additional options include: o Continuing to hold on-site quit smoking programs o Offering self-help materials o Linking employees to outside resources in the community Train all staff involved in the implementation and enforcement of the policy. Make sure it is clear who is responsible for enforcing the policy, and what the procedures will be for enforcement. Usually management is responsible for enforcing policies. Launch the policy! Hold a celebratory event to kick off the start of your new policy and celebrate your healthier work environment. 5

8 STEP 3: FOLLOW-UP AND MAINTAIN THE POLICY Monitor the policy implementation. How is compliance? How are employees reacting to the policy? How is participation in quit-smoking activities? Enforce the policy. See section 4 on enforcement for more tips on enforcing your policy. Evaluate long term outcomes changes in employee absenteeism, cost reduction and employee and customer satisfaction. Review and revise your policy as needed. Continue to provide support for employees who want to quit. Celebrate your successes. 6

9 SECTION 4: ENFORCEMENT It is important to develop a procedure for how your workplace will enforce your new policy. You likely already have other policies and procedures in place at your workplace related to what can and cannot happen on workplace property such as harassment policies or illicit drug use policies; handling a tobacco-free policy is very similar. Decide who will be responsible for enforcing the policy and handling complaints. Often, a manager is responsible for handling enforcement. An organization may also choose to have their HR department handle enforcement. The staff in charge of enforcement should be well-trained in enforcement procedures, conflict management and how to handle complaints. Create a strategy for dealing with infractions. It is a good idea to have a statement in the employee handbook which addresses enforcement of the policy, for example: Violation of this tobacco use policy will result in discipline, up to and including discharge under COMPANY XY s progressive discipline policy. It is important to remember that tobacco use is an addiction, and employees should be treated with sensitivity. A progressive disciplinary approach is recommended, such as starting with a verbal warning, then a written, etc. Inform your employees about your policy. Make sure all employees are aware of and understand the policy and enforcement procedures before the policy is implemented. Have the employees read and sign a copy of the policy and enforcement procedures stating that they have read and understood them, and keep this in their personnel file. 7

10 APPENDIX A: SAMPLE POLICIES SAMPLE POLICY# 1: TOTAL SMOKING BAN AT THE WORKPLACE COMPANY XY Tobacco Policy Company XY is committed to providing a healthy and safe work environment for all of its employees. In order to protect our employees and customers from the dangers of second-hand smoke and ensure a healthy workplace, XY Company will be completely smoke-free, effective XX MONTH, YEAR. In compliance with the Smoke-Free Ontario Act, smoking is not permitted anywhere indoors, including company vehicles. In addition, any form of tobacco use including smoking and the use of chew or spit tobacco - is strictly prohibited anywhere on company property, indoors and outdoors. This includes parking garages and outdoor parking lots. All employees will receive a copy of this policy. No-smoking signs will be posted at all building entrances to ensure all individuals are aware of the policy as they enter the workplace. Employees who are interested in quitting smoking should contact XX for more information on how Company XY can support them. All employees share the responsibility of adhering to and enforcing this policy. Incidents of tobacco use by employees are to be documented for supervisor follow-up. In consideration of others, we appreciate your co-operation with this policy. Thank-you, COMPANY CEO or MANAGER COMPANY NAME 8

11 SAMPLE POLICY #2: DESIGNATED SMOKING AREAS AT THE WORKPLACE COMPANY XY Non-Smoking Policy Company XY is committed to providing a healthy and safe work environment for all of its employees. In order to protect our employees and customers from the dangers of second-hand smoke and ensure a healthy workplace, XY Company will be completely smoke-free, except for designated outdoor smoking areas, effective XX MONTH, YEAR. In compliance with the Smoke-Free Ontario Act, smoking is not permitted anywhere indoors, including company vehicles. In addition, any form of tobacco use is strictly prohibited anywhere on company property, indoors and outdoors, with the exception of designated smoking areas outdoors. Smoking will not be permitted within 9 metres of any entrance. Smoking will only be permitted in the designated smoking area, located XX-YY at the back of the building. All employees will receive a copy of this policy. No-smoking signs will be posted at all building entrances. Employees who are interested in quitting smoking should contact XX for more information on how Company XY can support them. All employees share in the responsibility of adhering to and enforcing this policy. Incidents of tobacco use by employees are to be documented for supervisor follow-up. In consideration of others, we appreciate your co-operation with this policy. Thank-you, COMPANY CEO or MANAGER COMPANY NAME 9

12 APPENDIX B: THE SMOKE-FREE ONTARIO ACT, 2006 The Smoke-Free Ontario Act (SFOA) forbids smoking in enclosed workplaces and enclosed public places in Ontario. The law protects workers and the public from the dangers of second-hand smoke. Enclosed workplaces include the inside of any building, structure or vehicle that is used by employees during the course of their employment. This includes washrooms, trailers, loading docks and company vehicles. The SFOA is in effect at all times, including offhours. RESPONSIBILITIES OF THE EMPLOYER: Ensure that employees are aware of the SFOA and where smoking is and is not allowed at the workplace. Ensure that no one smokes in the workplace. Post No Smoking signs at exits, washrooms and other appropriate locations in order to ensure that everyone knows where smoking is not allowed. ENFORCEMENT: Local public health units carry out inspections and investigate complaints in workplaces in order to enforce the Act. If there is a violation of the SFOA, the employer or an employee should contact their local public health unit/bylaw services to investigate. PROTECTION FOR EMPLOYEES: An employer may not dismiss, threaten to dismiss, discipline, suspend, penalize, intimidate or coerce an employee who obeys the Act, or makes a complaint regarding the Act not being complied with. If an employee experiences any of the above-noted actions by his or her employer, the employee may direct complaints to the Ontario Labour Relations Board. PENALTIES: In regards to the employer s obligations and the general prohibition against smoking, an individual could be subject to a maximum fine of $5,000. There is no maximum corporate fine listed in the SFOA for contravention of this section of the Act, meaning the fine amount would be left up to a justice of the peace. In regards to the section of the Act for the protection of employees, individuals convicted under this section could be subject to a maximum fine of $4,000. Any corporation convicted of an offence under this section of the Act could be subject to a maximum fine of $10,000. Adapted from the Ministry of Health Promotion and Sport s Fact Sheet: How the Act Affects You Employers & Employees 10

13 APPENDIX C: ESTIMATING THE COST OF SMOKING IN YOUR WORKPLACE The Conference Board of Canada estimated that it costs employers $3,396 annually for each employee who smokes. This includes the costs of increased absenteeism, higher insurance premiums and decreased productivity, as well as other costs. Increased absenteeism: The Conference Board of Canada estimates that increased absenteeism costs employers $323 per year for each employee who smokes. To calculate the costs related to increased absenteeism, the following formula can be used. You can calculate the estimated cost for your own workplace by imputing the average daily wage of employees at your workplace into the formula and multiplying the result by the number of employees at your workplace who smoke. COST ABSENT = (DAYS EVER DAYS NEVER) X DAILY WAGE X (1 + BENEFITS) COST ABSENT = annual per-employee cost due to increased absenteeism (dollars per employee) DAYS EVER = average number of sick days taken each year by an employee who smokes (estimated at 13.5 days) DAYS NEVER = average number of sick days taken each year by employees who do not smoke (estimated at 11.7 days) DAILY WAGE = average daily wage (estimated by the average weekly wage, divided by 5 days) BENEFITS = benefits that are paid by the employer (percentage of payroll, estimated at 15%) Decreased productivity: To calculate the costs related to decreased productivity, the following formula can be used. This calculates the productivity that is lost each year due to employees leaving work to smoke. On average, individuals smoke 19 cigarettes per day. For this purpose, it is assumed that about five of these would be consumed within working hours. If an employee takes two designated breaks and a lunch hour, and smokes one cigarette each time this assumes that there are at least two cigarettes smoked during non-designated break times. COST PROD = CIGS x (TIME/60) x WAGE x (1 + BENEFITS) x DAYS WORKED COST PROD = Annual loss of productivity (in dollars per employee) CIGS = number of cigarettes smoked per day at work during non-designated breaks (2) TIME = time taken to smoke each cigarette in minutes (estimated at 15 minutes) WAGE = average hourly wage (estimated by the average weekly wage, divided by 40 hours) BENEFITS = benefits that are paid by the employer (percentage of payroll, estimated at 15%) DAYS WORKED = number of days worked per year Adapted from references 1 and 4

14 REFERENCES 1 Conference Board of Canada. (2006). Smoking and the bottom line: Updating the costs of smoking in the workplace. Ottawa, ON: Conference Board of Canada. 2 Health Canada. (2008). Smoking cessation in the workplace a guide to helping your employees quit smoking. Ottawa, ON: Health Canada. 3 Stead, L. F., Perera, R., Bullen, C., Mant, D., & Lancaster, T. (2008). Nicotine replacement therapy for smoking cessation. Cochrane Database of Systematic Reviews. 4 York Region. (n.d.). Good business...better health: a comprehensive guide for smokefree workplaces. Newmarket, ON: York Region. 12

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