Substance Abuse

Managing a Department Free from Alcohol and Drugs

As a manager, you have four main responsibilities when it comes to keeping your department drug and alcohol free. You must:

• fully understand your company’s drug/alcohol policy;
• be able to explain the policy to employees;
• familiarize yourself with the signs of drug/alcohol problems; and
• know how to properly address the situation should a problem be discovered.

The Importance of Policy—Knowing your company’s drug and alcohol policy inside and out is the first step in preventing substance abuse from infecting your department. If you do not have a copy, get one from your employer immediately. Review it carefully to make sure you understand the clauses. Make certain you know what is permitted and prohibited and the consequences for violating any part of the policy.

Putting the Policy into Practice—Every employee needs to be aware of your company’s drug and alcohol policy. But handing out copies in a handbook isn’t enough. You have to be prepared to explain every aspect of it. Most employees will have questions concerning the policy. Your best bet is to have your answers ready beforehand. Here are some of the most common questions employees ask.

• Are over-the-counter or prescription drugs permitted?
• Am I allowed to drink alcohol on my lunch hour or when entertaining clients?
• What actions will be taken if the policy is violated?
• Will treatment or counseling be available?
• Does insurance cover drug and alcohol treatment/rehabilitation?
• Does the company perform drug tests?

If your company requires that employees be tested for drug and alcohol use, you can expect questions like the following:

• How often will I be tested?
• Is testing random?
• How accurate are the results?
• What will happen if I refuse to take the test?
• What actions will be taken if a test comes out positive?
• Will the results remain confidential?

If your policy does not cover these questions, go to your employer and ask for the answers. The more you know, the more comfortable you will be when addressing employee concerns.

Be Aware of the Signs—Although you should not attempt to diagnose an employee’s alcohol or drug problem, you should know the signs to watch out for. Keep in mind that these signs can be attributed to personal problems other than substance abuse.

• Poor attendance
• Abrupt decrease in quality and/or quantity of work
• Increased disciplinary problems
• Unusual outbursts or problems controlling temper
• Deterioration in physical appearance/grooming
• Constantly borrowing money/asking for advances
• Secretive behavior
• Sudden change in attitude
• Wearing long-sleeves/long pants even in hot weather or refusal to wear shorts/short-sleeves
• Wearing sunglasses indoors or other inappropriate places
• Associating with individuals known to be involved with or have problems with drugs and/or alcohol
• Theft of company or co-worker property

Taking Action—If an employee is exhibiting one or more of the above signs, you need to assess the situation. Evaluating the employee’s performance is a good place to start. Be sure to document all performance problems. Once you determine improvement is needed, you can set the wheels in motion.

Schedule a meeting with the employee to discuss the problems they are having. Be sure to set it up at a time and place where you will be less likely to encounter distractions. Treat the employee with respect and give him/her the chance to explain. Let them know your door is always open, and they can discuss problems and concerns with you without fear or embarrassment.

Recommend that the employee take advantage of The Village EAP. Be sure not to accuse the employee of having a substance abuse problem. Explain that The Village EAP is a service the company provides to help employees resolve any problems and get back on track. Talk to your employer about when and how to refer employees to the EAP and the procedures you will need to take.

Go directly to your drug and alcohol policy. Take a look at how similar situations were handled in the past to make sure you discipline consistently. Again, document everything. This will be your defense should your decisions get dragged into court.

Information on making formal referrals is available on this website and for more information contact us.