Smoking in the Workplace

PROCEDURE 440.1-50A Title: The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. SMOKING IN THE WORKPLACE Heidi Dahmer, Occupational Medicine Program Manager, ES&H Division, Office of Institutional and Business Operations Robert B. Reuther, Director, ES&H Division, Office of Institutional and Business Operations {signature} /s/ Robert B. Reuther Owner: Approving Official: Approval Date: Last Reviewed Date: Cancellation: 8/9/07 8/9/07 Procedure 440.1-50, Smoking in the Workplace TABLE OF CONTENTS 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. PURPOSE .....................................................................................................................................3 APPLICABILITY .........................................................................................................................3 PROCEDURE ...............................................................................................................................3 a. Policy and Guidelines........................................................................................................3 b. Prohibited Areas ................................................................................................................3 c. Smoking Areas ..................................................................................................................4 d. Facilities and Equipment ...................................................................................................4 e. Inquiries and Conflict Resolutions ....................................................................................4 f. Enforcement ......................................................................................................................4 RESPONSIBILITIES....................................................................................................................5 a. Director, Human Resources Division................................................................................5 b. NETL Line Managers........................................................................................................5 c. Employees .........................................................................................................................5 d. ES&HD Staff.....................................................................................................................5 e. NETL Site Support Contractors ........................................................................................5 TRAINING....................................................................................................................................6 RECORD CONTROL...................................................................................................................6 REQUIREMENTS ........................................................................................................................6 REFERENCES..............................................................................................................................6 DEFINITIONS ..............................................................................................................................6 REVISION HISTORY ..................................................................................................................7 The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. Procedure 440.1-50A, Smoking in the Workplace There are no forms in this procedure. FORMS There are no attachments to this procedure. ATTACHMENTS Page 2 of 7 Procedure 440.1-50A, Smoking in the Workplace 1. PURPOSE a. To define the NETL provisions and restrictions regarding the smoking of tobacco and tobacco products at NETL. 2. The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. APPLICABILITY a. These provisions and restrictions apply to all NETL-MGN and NETL-PGH employees, research associates, and visitors. 3. PROCEDURE a. Policy and Guidelines (1) The following policy and guidelines have been considered in developing the smoking requirements at NETL: (a) (b) (c) All personnel shall be guaranteed a safe and healthful workplace. The rights of smokers and nonsmokers will be honored. A clear delineation of where smoking is prohibited and where it is permitted shall be specified. Smoking cessation programs shall be offered for personnel who want to participate. In recognition of the increased health hazards of passive smoke on the nonsmoker, smoking shall be held to an absolute minimum in areas where there are nonsmokers. In recognition of the needs of smokers, smoking areas shall be designated in areas such that it does not negatively impact worker productivity and does not impinge on the health of those who do not smoke. (d) (e) (f) b. Prohibited Areas (1) (2) Smoking is not permitted inside any building except designated smoking shelters. Smoking is prohibited where combustible and flammable chemicals and gases are utilized or stored. Smoking is not permitted within 20 feet of any doorway or ventilation air intake. (3) Page 3 of 7 Procedure 440.1-50A, Smoking in the Workplace (4) Smoking is prohibited in the courtyard areas at each site. The courtyard areas are roughly defined by Buildings 1, 3, 25, and 26 at the Morgantown site and by Buildings 920, 921, and 922 at the Pittsburgh site. Smoking is prohibited inside any stairwells or elevators in parking garages. Smoking is prohibited in government vehicles. Smoking is not permitted in locations where there is a collection of readily ignitable, combustible materials. (5) The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. (6) (7) c. Smoking Areas — Smoking shall be permitted in: (1) (2) Designated smoking shelters. Outside buildings beyond the distance requirements stated above. d. Facilities and Equipment (1) (2) The NETL shall provide ashtrays or receptacles in the designated smoking areas. Uniform smoking policy signs shall be placed on or near the entrance doors of buildings and in appropriate locations in buildings subject to these requirements. Safety signs shall be utilized to warn personnel of hazards involving open lights and/or ignition sources in the presence of flammable gases, liquids, or other hazardous materials. e. Inquiries and Conflict Resolutions (1) Employees with inquiries or complaints should discuss the issue(s) with supervisory personnel. If a satisfactory solution is not reached, the employee could proceed to file a formal complaint by utilizing the NETL grievance procedure or applicable negotiated grievance procedure. Representatives from the ES&HD Offices and the Human Resources Division are available for consultation and assistance. (2) f. Enforcement (1) General “Smoking Only Allowed in Designated Areas” and specific “Smoking Permitted” area signs shall be posted. Employees and visitors are expected to honor the smoking and no-smoking designations. (2) Page 4 of 7 Procedure 440.1-50A, Smoking in the Workplace (3) Discipline for violations of the smoking policy shall be progressive and shall be consistently applied throughout the organization. 4. RESPONSIBILITIES a. Director, Human Resources Division (1) Ensure that NETL implements the requirements in this procedure and are consistent with the Federal Service Labor-Management Relations Act (5 U.S.C. 7101 et seq.) and the National Labor Relations Act (29 U.S.C.151 et seq.). Consult with employee representatives about the implementation of the requirements described in this procedure. The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. (2) b. NETL Line Managers (1) (2) (3) Ensure that their employees are informed about NETL’s smoking policy. Conduct housekeeping inspections. Ensure that NETL employees, research associates, and visitors comply with the NETL smoking policy. Take appropriate and progressive disciplinary action as required for noncompliance with smoking policy requirements. (4) c. Employees (1) Strictly comply with the NETL smoking policy. d. ES&HD Staff (1) (2) Coordinate smoking cessation programs. Provide signs indicating smoking versus non-smoking areas, as designated in the negotiated agreements. e. NETL Site Support Contractors (1) Implement, within their workforce and workplace, the requirements set forth in this procedure. Page 5 of 7 Procedure 440.1-50A, Smoking in the Workplace 5. TRAINING a. 6. The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. There are no special training requirements for this procedure. RECORD CONTROL a. There are no records that will be created by this procedure. 7. REQUIREMENTS a. Executive Order 13058, Protecting Federal Employees and the Public from Exposure to Tobacco Smoke in the Federal Workplace. 29 CFR 1910 Subpart H, Hazardous Materials. 41 CFR Chapter 102, 1-220, Federal Management Regulation. b. c. 8. REFERENCES a. Negotiated Agreement between NETL-Morgantown and AFGE Local 1995, Article 30, of 7/6/2006. Negotiated Agreement between NETL-Pittsburgh and AFGE Local 1916, Article 30, of 7/6/2006. b. 9. DEFINITIONS a. Smoking — Lighted cigarette, cigar, pipe, or any other lit tobacco product. Page 6 of 7 Procedure 440.1-50A, Smoking in the Workplace 10. REVISION HISTORY DATE 4/11/05 8/9/07 SUMMARY OF CHANGES To define the NETL provisions and restrictions regarding the smoking of tobacco and tobacco products at NETL. Procedure was placed in the new directives format and minor changes were made for updating conditions at NETL. VERSION Original The most recent and official controlled hard copy version of this directive resides with NETL’s Directives Coordinator. An electronic version of the controlled directive has been placed on the NETL Intranet for employee use. Printed hard copies of this electronic version are considered noncontrolled documents. A Page 7 of 7