PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
PROMOTING SMOKE-FREE POLICIES
A GUIDE FOR WORKPLACES
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
The space around your workplace tells a lot about the kind of company you are.
Making your business welcoming by keeping it free from second-hand smoke
(SHS) shows you care about the health of others and the environment.
There is no safe level of SHS- inside or outside. (1) Even a small amount of SHS
can affect health. Any employee or customer that passes by someone smoking
will be exposed to SHS. SHS can cause lung cancer, trigger heart problems
and make breathing conditions such as asthma worse. (2) Children, seniors,
pregnant women and people with heart and breathing problems are even more
at risk of the health effects caused by SHS.
This guide has been created to help employers protect their employees and
customers from SHS. The guide explains the “why” and “how” of creating,
promoting, and enforcing smoke-free policies in workplaces.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
SMOKE-FREE WORKPLACE LEGISLATION
Presently, smoking is banned inside
all enclosed workplaces, workplace
vehicles and public places.
In Ontario, the Smoke-Free Ontario Act (SFOA) bans smoking:
inside enclosed workplaces,
in workplace vehicles,
in enclosed public places,
on all school property, and
within nine (9) meters of entrances or exits of
workplaces under the Public Hospitals Act, the Private
Hospitals Act, the Mental Health Act, Nursing Homes
Act, and the Charitable Institutions Act, the Homes for
the Aged and Rest Homes Act and the Independent
Health Facilities Act.
Some cities have banned outdoor smoking on all city owned
properties or within a certain distance of entrances of
businesses and municipal buildings. Some cities have also
banned smoking on outdoor restaurant and bar patios and
terraces.
•
•
•
•
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Business owners have the legal right to make policies to
restrict smoking at entrances and on outdoor property.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
Smoking bans
help reduce heart
and breathing
problems. (7)
Walking through
SHS near
entrances is not
only unpleasant
for clients, and
employees; it is
also a proven
health hazard.
There is no safe
level of exposure
to SHS. (1)
Workplaces that create a smoke-free policy for
entrances and property show leadership in their
efforts to support and protect the health of
their employees, visitors, clients and contractors
by reducing everyone’s exposure to SHS and
encouraging smokers to quit.
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In 2008, 53% of
Ontarians reported
being exposed to
SHS at entrances.
(3) More than one
third of Canadians
believe that
smoking should
not be allowed
anywhere at the
workplace, indoors
or outdoors. (4)
PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
A smoke-free
policy gives
the employer
the chance to
provide staff with
education and
quit smoking
support. The
policy should also
explain how it will
be enforced.
WHY CONSIDER SMOKE-FREE WORKPLACES?
Smoking around doorways presents a poor
image to the general public and visitors. (5)
Your business is protected from lawsuits
that can be brought against employers from
employees and clients exposed to SHS. (6)
There are more cleaning
costs from the litter
caused by discarded
cigarette butts. (5)
The Conference Board of Canada estimated that it costs employers $4,256
for each employee that smokes — up from $3,396 in 2005. This includes the
costs of increased absenteeism and decreased productivity. (8)
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
STEPS TO CREATE A SMOKE-FREE POLICY
There are four basic steps to follow when making a
smoke-free policy:
CREATE THE POLICY
PROMOTE THE POLICY
REINFORCE THE POLICY
REVIEW THE POLICY
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
STEP ONE
CREATE THE POLICY
The policy needs to be clear and state that your company wants to protect
customers and employees from SHS. It should also include how you plan to
reinforce and review the policy.
Here are some helpful tips to get started:
••
Put together your case for wanting to create the smoke-free policy by
using the information provided in this guide on the benefits of having a
policy. Include the costs of tobacco litter clean up if available.
••
Build support for the policy. Discuss the idea with your management
team or host a staff meeting to determine policy readiness. Provide
information about the dangers of SHS, the benefits of a smoke-free
policy, and the costs of tobacco litter cleanup to the members at the
meeting.
••
Consider setting up a working group to give input into the type of
smoke-free policy you want to create. The working group should
represent all levels of the organization. For example it could include:
management, human resources, Joint Health and Safety Committee
(JHSC) representatives, union representatives, and employees.
••
Decide on the type of smoke-free policy you want. A complete smokefree policy includes entrances and outdoor property. However, you can
create a smoke-free entrance policy first and extend it to include the
outdoor property later.
Some questions to consider are:
••
••
••
••
••
Will quit smoking supports be available for employees who use
tobacco products?
Which entrances/exits will be affected by the policy?
Where will the smokers congregate when the policy is in place?
Will the cigarette waste containers be moved to support the new
policy?
Who will enforce the policy? What will be the approach if someone
violates the policy?
Sample policies are included as Appendix A and Appendix B.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
STEP TWO
PROMOTE THE POLICY
It is important that everyone knows about the policy for it to work. Here are
some ideas to promote the policy:
Ask managers to explain the policy at a staff meeting.
Give a copy of the policy to all new employees.
Post the policy in lunch rooms, break rooms, and/or locker rooms.
Provide information about the policy to visitors, clients and contractors.
Use various ways to communicate the policy such as in leaflets, emails
and on your company’s website.
• Hold an event to kick off the start of your new policy and celebrate your
healthier work environment.
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•
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STEP THREE
REINFORCE THE POLICY
To make sure your policy works, it needs to be reinforced. Train all staff involved
with the policy. Make sure it is clear who will reinforce the policy, and what the
procedure will be. Management is often responsible for making sure the policy
is followed. Having signs (see Appendix C), and/or a painted line marking off
the smoke-free zone will help with reinforcement.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
STEP FOUR
REVIEW THE POLICY
You may want to review your policy about 6 months after it started.
Sample questions you might ask:
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•
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Are people aware of the policy?
Are people following the policy?
Does anyone need more training?
Are there supports to help people who want to quit smoking?
Is the reinforcement plan working?
It is a good idea to review your policy regularly, and update it if things need to
be changed.
Is there a need for
additional training?
Are people following
the policy?
Are there
smoking cessation
supports?
Is the reinforcement
plan working?
Are people aware
of the policy?
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
APPENDIX A
SAMPLE
SMOKE-FREE ENTRANCE POLICY
Purpose
Company X wants to provide a healthy and safe work environment for its employees, clients,
contractors and visitors. Company X recognizes the documented evidence which shows that
second-hand smoke has many carcinogens, and avoiding exposure to second-hand smoke
will help to prevent many major diseases in smokers and non-smokers alike.
Policy Statement
In order to reduce the risk of exposure to second-hand smoke and protect the employees,
clients, contractors and visitors of Company X, smoking is prohibited within X metres of the
perimeter of all company owned building entrances, including facilities rented for private
functions.
“Smoking” is defined as the inhaling, exhaling, burning or carrying of any lighted cigar, cigarette,
pipe or other lighted smoking equipment.
Application
There will be no smoking within X metres of the perimeter of any company owned building
entrances, exits or loading docks. This will include facilities rented for private functions.
Compliance
If an employee is seen smoking in a restricted area, the appropriate manager will be advised.
Company X employees in violation of this policy will be disciplined in accordance with the
Guidelines for Administration of Discipline as outlined in the discipline policy and/or collective
agreement. It is the responsibility of management representatives to monitor compliance with
this policy among all employees, and to document clearly all steps taken in the application of
the policy.
Employees working at Company X are encouraged to promote compliance of the policy to
ensure its effectiveness. Anyone witnessing a client, contractor or visitor smoking where
smoking is prohibited, will advise the person of the policy, and refer them to the signage. If the
person refuses to comply, the employee will immediately notify the nearest available manager,
who will inform the individual of the policy. If the individual continues smoking in a restricted
area, they will be asked to leave the property.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
APPENDIX B
SAMPLE
SMOKE-FREE GROUNDS POLICY
In order to reduce the risk of exposure to second-hand smoke and protect employees,
clients, contractors, students and visitors to Company X, effective (insert date), smoking
will be prohibited in all Company X owned, operated or leased vehicles, facilities,
buildings or on all Company X owned grounds and parking lots. Smoking is not
permitted during and beyond working hours anywhere on the grounds of Company X
property. Employees, contractors, students and visitors cannot smoke during work time
including breaks and meal periods on Company X property. Littering of tobacco-related
products on grounds or parking lots is also prohibited. Smoking is not permitted within
personal vehicles parked on company property before and after work or during regularly
scheduled work breaks.
“Smoking” is defined as the inhaling, exhaling, burning or carrying of any lighted cigar,
cigarette, pipe or other lighted smoking equipment.
APPLICATION
This policy applies to all persons accessing Company X owned, operated or leased
vehicles, facilities, buildings, grounds and parking lots including but not limited to
suppliers, contractors, students and visitors. All prospective employees will be notified
of this policy in employment announcements, during their first interview, prior to hire
and during orientation. All current Company X employees and staff will be notified of
the policy, reasons for the policy, implementation date and expectations for compliance,
through various communication tactics, in advance of the policy implementation date.
All Company X visitors will be informed of this policy, prior to their visit where possible.
COMPLIANCE
Compliance with the smoke-free workplace policy is mandatory for all employees and
persons visiting the Company X property. If an employee is seen smoking in a restricted
area, the appropriate manager will be advised. Employees in violation of this policy
will be disciplined in accordance with the Guidelines for Administration of Discipline
as outlined in the discipline policy and/or collective agreement. It is the responsibility
of management representatives to monitor compliance with this policy among all
employees and to document clearly all steps taken in the application of the policy.
Continued violation of the policy may result in disciplinary action.
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APPENDIX C
SIGNAGE
ENFORCEMENT
Employees working at Company X are
encouraged to enforce the policy to
ensure its effectiveness. Anyone who
violates this policy will be informed/
reminded of the policy and asked to
comply (for instance, asked to move
off the property or to put out their
cigarettes). Those who persist in violating this policy will be asked to leave.
Security staff will enforce this policy
by informing visitors (who are in violation) of the policy and suggesting
off-site areas if they choose to smoke
and/or citing employees in violation
and initiating corrective action. Site
managers are responsible for informing all employees, visitors, students
and contractors.
Signage indicating that smoking is
not permitted within any radius of the
company owned building entrance
or loading dock will be posted and
displayed prominently at all entrances,
exits and loading docks.
Anyone witnessing a client, contractor, student or visitor smoking where
smoking is prohibited, will advise
the person of the policy, referring to
the signage. If the person refuses to
comply, the employee should immediately notify the nearest available
manager, who will advise the individual of the policy and advise that if
the individual continues smoking in a
restricted area, they will be asked to
leave the property.
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
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PROMOTING SMOKE-FREE POLICIES A GUIDE FOR WORKPLACES
REFERENCES
1. US Department of Health and Human Services. The Health Consequences
of Involuntary Exposure to Tobacco Smoke: A Report of the Surgeon General.
Atlanta, Georgia : Centres for Disease Control and Prevention, Coordinating
Centre for Health Promotion, National Centre for Chronic Disease
Prevention and Health Promotion, Office on Smoking and Health, 2006.
2. Health Canada. http://www.healthycanadians.gc.ca/health-sante/tobaccotabac/risks-risques-eng.php.
3. Not just ‘a few wisps’: real-time measurement of tobacco smoke at entrances
to office buildings. Kaufman, P., Zhang, B., Bondy, S., Klepeis, N., and Ferrence,
R. Toronto : Tobacco Control, 2010.
4. Health Canada. Canadian Tobacco Use Monitoring Survey (2005). http://
www.hc-sc.gc.ca hl-vs/tobac-tabac/researchrecherche/stat/ctums-esutc/
index_e.html.
5. Smoking on hospital grounds and the impact of outdoor smoke-free zones.
Nagel, A.L., Schofield, M.J. and Redman, S. Tobacco Control, 1996.
6. Legal Risks to Employers Who Allow Smoking in the Workplace. Zellers, L.
Thomas, M. and Ashe, M. American Journal of Public Health, 2007.
7. Association of anti-smoking legislation with rates of hospital admission
for cardiovascular and respiratory condition. Naiman, A., Glazier, R. and
Moineddin, R. Canadian Medical Assocation Journal, 2010.
8. The Conference Board of Canada. Briefing 3 Smoking Cessation and the
Workplace: Benefits of Workplace Programs, 2013.
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Health Unit
Hastings &
Prince Edward Counties
This guide was adapted and reproduced with permission from Durham Region Health Department.