US Drug Test Centers Blog
Supervisor Training and your Drug Free Workplace Policy
When discussing supervisor training in regard to a drug free workplace policy, we are talking about helping supervisors to make reasonable suspicion decisions for drug and alcohol testing. When an employee is suspected of consuming alcohol, indulging in illicit drugs and possible impairment when working; this is a serious safety issue.
For DOT regulated employers, supervisor training for reasonable suspicion is a required component of the program. Failure to have documented supervisor training for all who supervise DOT regulated employees will lead to fines and penalties.
For non-DOT employers, reasonable suspicion testing along with supervisor training is a best practice to avoid having workplace accidents and a big part of an employer’s safety program. All drug free workplace programs should include a provision for reasonable suspicion testing in their policy and training for supervisors to effectively carry out this testing when needed.
Why Supervisor Training
When a worker is impaired by the use of drugs or alcohol, he or she threatens the safety and well-being of everyone at a work site. While it is the responsibility of every employee to work drug free, supervisors can be the first line of defense by taking appropriate action when a worker may be impaired.
It is clear that supervisor training is important for many reasons, whether it be to maintain a productive workplace or to avoid unnecessary legal problems. Supervisor training emphasizes how to determine reasonable suspicion, detect and document signs of substance or alcohol abuse, and confront an individual who may be under the influence. You might be surprised to learn that when co-workers become aware that their supervisor has completed a comprehensive training program for reasonable-suspicion determinations, they think twice about coming to work in a condition that could compromise their employment. Invest your time to become a trained supervisor when it comes to reasonable suspicion determinations.
Supervisor Responsibilities
Supervisors can be a part of a successful drug-free workplace program. These seven steps to help identify and handle employee job performance are critical:
- Be Attentive
The sooner a problem is identified, the sooner it can be corrected, especially when dealing with alcohol and other drug abuse. It is important to remain alert to any and all job performance problems such as rising accident rates, increased absenteeism or tardiness, decreased productivity, and deteriorating co-worker relationships.
Although these problems can arise for many reasons, including a variety of personal problems, they may also be signs of alcohol or other drug abuse. Do not make assumptions about the reason for a problem. Your job is to be aware of problems on the job and to make sure that tasks are completed, deadlines are met, and things are running as smoothly as possible. Staying aware of what is happening in your work environment is the first step toward doing an excellent job. - Observe
Always be aware of what is going on. If you see changes in an employee’s work patterns or performance, your first step is to watch more closely. For example, you know an employee is making a habit of arriving late, calling in sick a lot, or having mood swings. Has there also been a drop in productivity or an increase in accidents? Remember, it is not your job to figure out the cause of the problem. Your job is to observe employee behavior and determine the effects of those behaviors on job performance.
Changes in behavior may be related to alcohol or other drug abuse; they also may be the result of something else, such as a medical problem like diabetes or high blood pressure. Slurred speech or dizzy spells can be a sign of someone who is high, in need of insulin, or has had a stroke. It is important to call for help if you believe a situation may result in harm to yourself or others. Keep emergency numbers on hand, such as building security and your medical department or EAP. - Document
Job performance problems and other work-related conduct need to be documented. This means a written record should be kept that explains what you see. It should include the names of persons involved, the time, the date, what occurred, names of witnesses, and what actions were taken. Documentation should focus on job performance and should not include your opinions. A form to document signs and symptoms of potential drug abuse or alcohol abuse is provided as part of this guide. - Address Job Performance Problems
Once you have documented the job performance problem, you should meet with the employee to discuss what you have seen. Make an appointment at a time and place when you think you will be relaxed and able to discuss the problem without distractions. When job performance problems occur, it is especially important to treat the employee with respect. Your job is to address the performance problem and encourage improvement, not to judge the employee. Be relaxed and maintain a nonjudgmental attitude; this will help keep the lines of communication open, solve the problem, and maintain good management-employee relations. - Be Consistent
Regardless of your personal relationship with an employee, it is important to treat each person the same when addressing job performance and/or conduct problems. This is not always easy to do. By following your organization’s procedures, you avoid playing favorites. This protects you from being accused of discrimination or favoritism and can help your relationship with the people you supervise. - Maintain Confidentiality
All discussions of an employee’s job problems should be held in private. No one else should be able to hear the conversation. If employees choose to tell co-workers about their private concerns (e.g., results of a drug test), that is their decision. However, when an employee tells you something in confidence, you are obligated to keep it between the two of you.
Be up front with the employee at the start of the meeting about what you have observed. Respecting employee confidentiality is critical to developing a trusting relationship with the people you supervise. - Follow-up
Taking follow-up action is a key part of your role in your organization’s drug-free workplace program. Follow-up means that you continue to observe and document the employee’s job performance and conduct. Follow-up ensures that the employee keeps to the agreement and that improvements are made. Before your follow-up meeting(s) with the employee, review the employee’s progress and decide what steps to take from there.
If the employee’s job performance and/or conduct has improved, no further disciplinary action needs to be taken. However, you should continue to monitor his or her progress until you are sure the performance problem is resolved completely. You may not know if an employee is in treatment for an alcohol or other drug problem. However, if an employee tells you that he or she is seeking help, support the recovery process but do not “enable.” The current use of illegal drugs or abuse of alcohol at work is a company policy violation.
Supervisors can play a central role in an effective drug-free workplace program. More than anyone else in the organization, they are in a position to recognize changes in an employee’s job performance. The role of supervisors is very important.
Where Can I Get Supervisor Training for Reasonable Suspicion Situations
US Drug Test Centers (USDTC) is a nationally respected company for both DOT and non-DOT drug and alcohol testing programs. Online remote supervisor training is available from USDTC via phone call 866-566-0261 or online.
For larger organizations both custom webinar and custom live training programs are available. Please call with questions or send an e-mail to info@usdrugtestcenters.com. Our trainer will reach back out to you with scheduling details and custom pricing.
