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 goals and resources of 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 various employment regulations and human resources standards and practices. There may also be industry specific standards and collective bargaining rules to be aware of and to 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 give 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 the key to the early detection of performance and attendance problems and acting promptly is critical to address the concerns 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 the Issues

Documentation is an essential 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.

Act on the Adverse Observations

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.

If drug testing is a part of the company drug-free workplace policy, it would be appropriate to send the employee for drug testing to establish the presence of substances in his or her system. If the results of the testing are determined by the Medical Review Officer 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 may come from a company health benefits provider, 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 can return to work following treatment. Although sometimes it is not feasible, it is usually 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 essential.

Are there any roles that are missing from this list? If so, what could be added?