The Role of the Supervisor in a Drug-Free Workplace

Supervisors should understand their specific responsibilities for initiating and carrying out the drug-free workplace policy and program. Here are some of the key functions:

Know the Organization's Policy and Program

It is extremely important for a supervisor to know and understand the company drug-free workplace policy and to clearly communicate and interpret its provisions to staff members. Alongside the policy are other program components which may include drug and alcohol testing, awareness education, supervisory training, resources for assistance, and more depending upon the workplace.

Be Aware of Legal or Regulatory Concerns

The supervisor must be aware of all applicable regulations that affect the company’s drug-free workplace program such as employment regulations including those addressing employment, drug-free workplace programs, drug testing, persons with disabilities, occupational health and safety, and human resources standards and practices to name a few. There are also state statutes, industry specific standards, and collective bargaining rules to be aware of and properly address. It is important to ensure employees' rights are protected under the drug-free workplace policy and that the same procedures are followed for all employees. When a situation arises regarding an infraction of the company policy, the supervisor must ensure fair treatment in addressing the issues and provide an opportunity for the employee’s response to employer documentation.

Recognize Potential Problems

Knowing your employees and having a good sense of who they are can be invaluable. However, observation is key to the early detection of performance and attendance problems. Acting promptly is essential to address any concerns early while they can be mitigated. Focusing on issues before they become serious problems is an important step in creating a safe, healthy, and productive workplace.

Document Observations and Facts

Documentation is a critical tool for identifying patterns in performance or attendance deficiencies and it is vital for taking corrective action. As adverse problems are observed it is important to take detailed notes, which may include performance issues, behavioral concerns, and signs and symptoms of drug and alcohol use or misuse. Sometimes the documentation might also include photographic evidence or statements from witnesses. A statement from the employee should also be included in the documentation.

Taking Action

Constructively addressing any workplace problem is a proven strategy for dealing with employees who have a performance problem in which substance use may be a factor. Presenting the employee with the documented evidence of their performance deficits, behavioral concerns, or outward signs that are consistent with the abuse of substances is a starting point. This process may be one meeting, or several meetings based upon the identified problems.

In accordance with the company drug-free workplace policy, it is appropriate to send the employee for drug testing to establish additional facts. If the results of the testing are determined by the Medical Review Officers to be positive, it is then up to the employer to take action as specified in the company drug-free workplace policy.  It may include referral for substance use treatment or employment action up to and including dismissal.

If necessary, supervisors and employees should set timelines for specific performance improvement goals and establish dates for follow-up meetings to assess progress.

Make referral for assistance

A referral to get help with a substance use problem is not a punitive action but can be the first step toward helping an employee regain his or her life direction. If the company has an Employee Assistance Program (EAP) available, that may be a good starting place.  The employee may get a professional assessment and recommendations for behavior improvement counseling or a treatment program. Other referral resources, if available, may come from a national health service, company health benefits, coverage in the employee’s or family’s health insurance plan, or referrals from the employee’s primary physician.

Return to work

Just as someone may return to work following a medical or health crisis, they could return to work following treatment. Although sometimes it is not feasible, it is always the best case scenario for all parties to retain an employee when possible. Recovery from alcohol, prescription drugs, or other drug problems is a long, gradual process. To prevent relapse and to promote sustained recovery, a supported return to the workplace, follow-up care, and open communication are fundamental.