Policy

Alcohol, drug, and substance misuse policy

Updated on 1 June 2023

Policy detailing the system under which the University may refer for help those members of staff with alcohol, drug, or substance related problems.

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Policy statement

The University of Dundee wishes to maintain and support a healthy and safe working environment, for all its staff, not only through its obligations under the Health and Safety at Work Act (1974), and the Misuse of Drugs Act (1971) but also through its commitment to providing a supportive, and rehabilitative environment, in which to support staff experiencing difficulties with alcohol, drugs or substance abuse. This supportive framework is set against the context that the University does not condone the excessive and/or inappropriate use of alcohol, nor the misuse of drugs/substances, whether illicit or prescribed.

The University recognises that a safe and healthy working environment is put at risk by employees who use alcohol and other drugs/substances in such a way that their health, work performance, conduct or relationships at work are adversely affected. As such staff must ensure that they are fit to carry out their duties safely free from the effects of alcohol, drugs, or substances and are not permitted to consume alcohol during their contracted working hours, whether on or off campus with the exception of arrangements relating to social events as outlined within Section 6 (iv).

The University therefore encourages staff with alcohol and drug/substance related problems to seek help voluntarily and is committed to supporting the member of staff through this process in accordance with the Policy on Alcohol, Drug and Substance Misuse. A member of staff who is undergoing treatment in accordance with this policy shall suffer no detriment in the application of promotion or any other procedure.

If a member of staff refuses to engage in an identified treatment programme, or discontinues their engagement whilst treatment is ongoing, the University may regrettably invoke the Capability or Disciplinary procedures as appropriate.

Scope

The policy applies equally to all members of staff regardless of contractual status. Individuals working within the University, but not employed by the University, e.g. students, contractors, visitors, external service providers and customers are required to adhere to the Policy guidelines even although not covered by procedural details. Issues arising in relation to individuals working within the University, but not employed by the University should be reported to the member of University staff directing this work, or designated Health and Safety Representative who will take immediate action or escalate as required. This may include being required to leave University premises if suspected of being under the influence of alcohol or drugs.

Definition

Alcohol, drug and substance misuse is defined as "the intermittent or continual use of alcohol or any drug or other substance which causes detriment to the member of staff's health, functioning, or performance at work, and which affects efficiency, productivity, safety, attendance, time keeping or conduct in the workplace".

Aims of the policy

The aims of the policy are:

  • to reduce the incidence of alcohol and drugs/substance related work impairment, thereby ensuring a safe and healthy workplace for everyone
  • to create a climate which encourages the member of staff not to conceal or deny alcohol and drug/substance related problems but to seek appropriate help
  • to ensure that any case which involves alcohol/drugs/substance misuse is treated in the strictest confidence
  • offer staff, who are known to have alcohol or drug/substance related problems affecting their work, referral to Occupational Health and/or an appropriate agency for guidance and, if necessary, treatment
  • whenever possible, to secure the complete rehabilitation of staff with alcohol or drug/substance related problems and their return to an acceptable level of performance at work
  • to reduce the likelihood of disciplinary action resulting from alcohol or drug/substance misuse

Roles and responsibilities

Individual

It is the responsibility of each individual member of staff to ensure that they are in a fit state to work. All staff are responsible for timely attendance at their work, and for ensuring that their perception and performance of duties are unimpaired by alcohol or drugs. If a member of staff does feel that they might have a problem with alcohol or drugs, they should try and seek help voluntarily, and as soon as they can. Their first point of contact may be with their own GP, Occupational Health, a specialist/help organisation (details at end of policy) or, the University (or external) Counselling.

Contact can also be made with the member of staff's line manager, Dean/Director, Senior People Partner, or Union Representative. Enquires will be kept confidential but reference may need to be made to Occupational Health or other agencies with specialist expertise. This
will not be done without the individual's consent.

Discipline lead, Dean of School, or Director

The Dean of School/Director has a direct responsibility for all staff in his/her area including any member of staff who appears to have an alcohol or drugs/substance misuse problem. If the Dean of School/Director is concerned about a member of staff and believes that they have a drugs/substance misuse problem, they should raise this directly with the member of staff’s line manager in the first instance.

Line Manager

Line Managers are best placed to identify any concerns in relation to staff reporting to them. They should raise any concerns with the member of staff, highlighting aspects of performance or behaviour giving rise to the concern and encouraging the member of staff to talk freely about any problems. If an alcohol or drugs/substance related problem is acknowledged or suspected, an immediate referral should be made to Occupational Health via the People Support team and the steps outlined in this procedure followed.

It is recognised that other members of staff and students may be affected by a colleague's alcohol or drugs/substance related problem, and that during the treatment of a member of staff, the Dean of School/Director involved does also need to take reasonable steps to safeguard their interests and to identify and assess risks within their area of responsibility.

Role of the People Support team

The People Support team representative will be responsible for providing advice and guidance to managers and staff on the understanding and application of this policy. They will also be responsible for facilitating the provisions of appropriate professional support and treatment for the member of staff and will liaise with Occupational Health and the line manager or Dean of School/Director regarding the work situation.

Role of Occupational Health

Where it is suspected that a member of staff has an underlying dependency problem, a referral will be made to Occupational Health who will assess the member of staff and advise on the support that is likely to be most helpful. If an employee is suspected of being under the influence of something whilst at work, arrangements should be put in place to send them home safely. If deemed necessary, the emergency services may need to be called. In either circumstance, the People Support team will notify Occupational Health of the circumstances and
decision as soon as possible, so that they can provide additional advice, and support, if  required. Once seen by Occupational Health consent will be gained from the member of staff to write a report, a copy of which will be shared with the member of staff’s Line Manager and Senior People Partner in order that the appropriate support can be implemented in the workplace.

Any agreed framework of support will be implemented in accordance with the University’s Capability Procedure, where deemed appropriate. Occupational Health will review the member of staff's progress as and when deemed necessary by the Practitioner.

Role of Counselling

The Counselling Service cannot provide a stand alone, comprehensive treatment for serious long-standing drug or alcohol misuse concerns. However, counsellors can support and facilitate access to other high-level specialist services. Alongside this they can provide consistent and in-depth support to address the issues that may have led to the need to misuse drugs or alcohol.

They can also provide emotional support during a process of recovery or abstinence from drug or alcohol misuse. The content of counselling sessions will remain confidential unless the staff member in question or others are in danger of harm.

Professionals assisting the staff member, including the Counselling Service, will share information to an extent made clear to, and agreed by, the individual concerned, in order to ensure that the work of various services complement each other and provide the most appropriate support package possible. Those attending counselling under the influence of drugs or alcohol may not be seen during their planned appointment and may be asked to return at another time when they are more able to fully engage in the counselling process.

Managing Alcohol, Drug and Substance Misuse in the Workplace

Conduct related issue

Whilst the underlying premise of this policy is to provide a supportive framework for staff, this is underpinned by the expectation that staff are always fit to undertake their duties. If a member of staff is deemed unfit to perform their duties due to alcohol, drug, or substance misuse they will be sent home, and a disciplinary investigation will be initiated. Consideration will be given to whether the member of staff should be suspended from work pending the investigation, and the Line Manager should seek advice from the People Support team before taking this action.

Members of staff found to be in the possession of illegal substances will be automatically suspended pending an investigation, and where deemed necessary may be reported to the Police.

The Line Manager should consider whether the member of staff is able to go home by themselves, or whether arrangements should be made to assist them in returning home. Under no circumstances, should a member of staff deemed unfit to work due to alcohol, drug or substance misuse be allowed to drive themselves home.

The University reserves the right, where there is reasonable case to do this, to conduct searches for alcohol, drugs, or substances, included but not limited to, searches of lockers, filing cabinets, University vehicles or workstations which are on University premises. If alcohol, drugs, or substances are found this may result in a disciplinary investigation being initiated.

Ongoing Health Related Issue

When an employee’s usage of alcohol, drugs or substances repeatedly interferes with their health and/or work then this should initially be addressed by the Line Manager, and where required the People Support team. The following characteristics, whether in isolation, or combined may indicate an alcohol, drugs, or substance related problem, but equally may be indicators of other health problems:

  • Absenteeism: instances of unauthorised leave, frequent Friday and/or Monday absences, leaving work early, lateness (especially returning from lunch), excessive sickness absence, unusually high levels of short-term and intermittent absences with, or without explanation
  • High accident level either at work or elsewhere such as at home
  • Work performance: difficulty in concentration, work requires increased effort, individual tasks take more time, problems with remembering instructions or increased number of mistakes
  • Mood swings: irritability, depression, and general confusion
  • Appearance: deterioration in physical appearance and/or wellbeing
  • Often smelling of alcohol, possibly accompanied with attempts to mask this

Staff who are experiencing difficulties with alcohol, drugs or substances are encouraged to seek help voluntarily, but where this is not forthcoming the Line Manager should raise this with the member of staff, taking advice from the People Support team where required.

Health related issues will be progressed under the University’s Capability Procedure and the Sickness Absence Management Policy. Once a problem has been identified the member of staff will be referred to Occupational Health. Occupational Health will assess the member of staff and advise on a treatment programme which will be progressed under the Informal Capability Procedure.

The timescale for progressing the health-related issue will be agreed between Occupational Health, the Line Manager and the People Support team, on an individual basis, taking into consideration individual circumstances and the operational impact of the health issue.

Periods of sickness absence which occur during the treatment period will be progressed under the Sickness Absence Policy, as per any other sickness absence. Where considered appropriate, any treatment programme may be amended, or ceased, in response to concerns over a member of staff’s absence regardless of whether the absences are related to the underlying concerns with alcohol or drugs misuse or an unrelated condition.

Where advised as appropriate by Occupational Health, the member of staff will be allowed reasonable time off to attend external appointments to support their treatment. The University reserves the right to write to an external source of support for confirmation of attendance of appointment, if considered necessary.

If a member of staff does not complete the treatment programme within the agreed timescale, this will be progressed under the Formal Capability Procedure. Failure to attend Occupational Health appointments or any other meeting scheduled as part of the treatment programme may result in disciplinary action.

Where a member of staff relapses following a successful treatment programme the treatment programme will recommence as outlined above. However, the length of time during which this will be progressed under the Informal Capability Procedure will again be determined on an individual basis taking into consideration the extent of the health issues at the time, operational requirements, and the timescale between the previous
treatment programme completing and the relapse. Where deemed applicable the Formal Capability process may be implemented immediately. In exceptional circumstances, following assessment, a decision may be taken to proceed directly to a Capability Hearing.

Prescription Medication

The University recognises that members of staff may be required to take prescription medication whilst at work for short- or long-term use. Whilst this is entirely acceptable, members of staff have a responsibility to notify their line manager, or Occupational Health, if it is indicated that the medication has side effects which may impair their behaviour or performance, particularly in relation to their ability to undertake tasks safely or develop symptoms which impact their performance which they attribute to the medication. Depending on the nature of the underlying condition for which the medication has been prescribed, a member of staff may not be willing to discuss this with their line manager but should self-refer to Occupational Health.

Social Events

University staff are not permitted to consume alcohol during their contracted working hours. Outside contracted working hours, staff may only consume alcohol within a campus building if it is a licensed premises or a private residence. The only exception is at functions that have been thoroughly risk assessed and are sanctioned by Deans or Directors to recognise special events (e.g. retirement presentations). Any such event where alcohol is served must also provide an equal amount of non-alcoholic drinks, and the event must be managed to prevent excessive alcohol consumption by anyone attending the event. Work social events involving alcohol must not commence at a time of day when there will be any perception that people should return to work following the event. Any member of staff consuming alcohol at a work social event must not return to work after leaving the event or pass through any high risk areas (e.g. laboratories, workshops) on their way out of the building.

Roles Involving Driving or Safety Critical Work

There are roles within the University for which the consumption of alcohol, drugs or substance misuse during working hours carries greater risk. Roles that are not covered under standard safe working measures and require a separate documented risk assessment to be carried out for part, or all their duties under the Management of Health and Safety at Work Regulations (1999). Other roles out-with this classification may be determined as Safety Critical Work following advice from Safety Services. Roles involving driving are also subject to the Road Traffic Act (1988). Given the nature of safety critical roles, Line Managers who employ staff to undertake such work must emphasise to staff as part of their induction and risk assessment, the importance of disclosing any issues relating to the consumption of alcohol, drugs, including prescription medication, or substance misuse should they arise. Line Managers must emphasise that any disclosure would be treated in a confidential, and supportive manner, unless there is a risk to self, others or property. It must be emphasised that due to the nature of the work undertaken, failure to disclose may lead to disciplinary action.

Where a member of staff employed to undertake Safety Critical Work discloses a health issue in relation to the consumption of alcohol, drugs or substance misuse, consideration will be given to the impact that this has on the member of staff’s ability to undertake their role, whilst the treatment programme is ongoing. Where possible, adjustments will be made to the role, such as the removal of driving duties. Where this is not possible, in conjunction with Occupational Health, consideration will be given to whether the member of staff should be placed on sickness absence.

If a line manager has concerns about a member of staff undertaking a Safety Critical Role who has not disclosed any information, they should raise it with them immediately, taking any necessary action in the first instance, and seek further advice from the People Support team, Occupational Health and Safety Services as appropriate.

Homeworking

The University recognises that as a consequence of the pandemic, working from home has become more prevalent and, for some staff, may continue under the University’s Hybrid Working Policy. This pattern of work does makes it difficult to identify, and support staff who may be experiencing problems with alcohol, drugs, or substance misuse. Managers are advised to refer to the list of potential health indicators outlined in section 4 (ii) above to identify any concerns. Similarly, to working on campus, the consumption of alcohol, is not permitted whilst undertaking work and the responsibility of staff to disclose any issues they are experiencing applies equally to homeworking. Line managers should be clear with staff working from home as to what the University’s core working hours are, and their own contracted hours if they differ from these. In circumstances whereby more flexible arrangements have been agreed, there should be clear communication regarding these revised arrangements, and the expectations of these.

Leave for Treatment

Members of staff experiencing problems with alcohol, drugs or substance misuse, will normally be granted reasonable paid time off to undergo treatment (whether as an inpatient or outpatient), counselling, or attendance at self-help groups.

Where arrangements for external treatment is made on a voluntary and individual basis, these appointments should be disclosed to the member of staff’s line manager and Occupational Health in order that any treatment programme arranged under the Capability Procedure takes this additional support into consideration.

Leave for treatment will be treated as sick leave within the terms of the University Sick Pay scheme and must be reported in accordance with the University policy on reporting sickness absence. Alternatively, absence may be for a specific appointment in which case procedures relating to hospital appointments apply. It should be noted that in many cases there need be no absence from work.

Training for Managers

The University is committed to providing training to support the management of alcohol, drugs, and substance misuse problems in the workplace. Training to develop recognition of early signs of alcohol, drugs and substance misuse is available on the Talent and Development programme.

 

Sources of advice and voluntary agencies

 

  • Own GP/Health Centre
  • University Occupational Health Service : 01382-345410, email: OccupationalHealth@dundee.ac.uk
  • University Counselling Service: 01382-384164
  • Tayside Council on Alcohol, Alcohol and Advice Information Centre :01382-456012
  • Cairn Centre Harm Reduction Service, 12 Rattray Street, Dundee: 01382-200532
  • Alcoholics Anonymous, National Helpline (for those requiring help with a problem only) 0800 9177 650
  • Drug Problem Centre, Constitution House, 55 Constitution Rd, 01382-424544
  • Drinkline, 0800 7 314 314 free) (weekdays 9:00-21:00, weekends 10:00-16:00) Webchat function also available.
  • Scottish Drugs Forum, 0141-221-1175,
  • Relate, Relationship education and support
  • National Drugs Helpline, 0800-77-66-00 (24 hour)
  • FRANK (Drug Advice), 0300 1236600
  • Know the Score (Drugs Advice):0333 230 9468
From People
Corporate information category Health and safety