Smoking and passive smoking at work

Policy Statement

Hampshire County Council recognises that tobacco smoke is harmful to health whether inhaled directly or passively. For that reason smoking will not be permitted in any County Council building, or in any vehicle owned and operated by the County Council. An exception will be made for residential homes that have suitable locations for smoking by clients. It is also recognised that school governing bodies are empowered to make such decisions. The overwhelming majority of education premises are already smoke-free but where this is not so, governing bodies and management committees are encouraged, most strongly, to adopt the County Council smoke-free policy.

Where reasonably practicable, staff will be protected from passive smoking whilst carrying out their normal duties. Staff who smoke will be actively encouraged to stop smoking and advice and access to support will be provided.

To meet the terms of this policy, managers with responsibility for buildings shall:

Ensure that smoking is not permitted anywhere within Council buildings, other than in a residential home, where a smoking room can be designated for use by clients.

Note: Advice on the precautions to be taken in such rooms can be obtained from Health and Safety Advisers.

	Ensure that staff and visitors are aware of the restrictions on smoking.
	Designate a location outside buildings where smoking is permitted and provide suitable waste bins etc., for use by smokers.

Note: Smoking outside the entrances to Council buildings will not normally be permitted.

Ensure that the location/s where smoking is permitted is managed to avoid accumulation of waste smoking materials and the risk of fire.

To meet the terms of this policy, managers shall:

	Ensure that staff are aware of the requirement not to smoke inside any Council building or in any vehicle being used by the Council, with the exception of private vehicles where the driver is on their own. Whilst a private vehicle is being used in the course of work to carry passengers, the restriction on smoking would extend to that vehicle.
	Ensure staff make up any time taken for smoke breaks that is excessive.
	Ensure staff are aware of this policy and any local arrangements on where smoking is and is not permitted.
	Identify work activities where the exposure of staff to passive smoking is operationally unavoidable.
	Undertake risks assessments for employees and others exposed to passive smoking as part of their work and identify control measures to eliminate or reduce the risks.

Note: An individual employee's health will need to be taken into consideration when making the risk assessment. Advice can be obtained from Occupational Health.

Seek the co-operation from service users who smoke, asking them to stop smoking when Council employees are delivering services to them.

To meet the terms of this policy the Occupational Health Service shall:

	Provide advice and support for staff who wish to give up smoking, including directing staff to suitable NHS support arrangements.
	Provide suitable awareness raising programmes to inform staff of the risks of smoking.
	Provide advice to managers on the potential impact of passive smoking on an individual.

Definitions

Passive smoking - the involuntary inhalation of tobacco smoke exhaled by someone who is or has been smoking.

Smoking room - a room that is used by smokers when smoking. Such rooms will need to be equipped with exhaust ventilation or air filtration along with furniture that minimises the risk of fire and suitable waste containers for extinguishing and disposing of smoking materials.

Location outside of buildings - staff who smoke should know where on Council property outside of buildings that smoking is permitted. This should be away from any flammable materials or other fire risks and ideally where there is some protection from the weather if this is feasible. Suitable containers for extinguishing and disposing of smoking materials should be provided. Staff should be discouraged from smoking in doorways or other access routes used by non-smokers.

Training

Hampshire Learning Centre run health and safety training courses for managers with responsibility for premises and facilities.

References

Passive smoking at work - a guidance document from the Health & Safety Executive. INDG 63. This booklet is available electronically by clicking here. If you are unable to download this large file, please contact Corporate Health & Safety for a copy.

Advice on smoking risks and giving up smoking is available from ASH by clicking here

Retention

Risk assessments shall be retained for a minimum of six years before disposal. Any risk assessment or other record relating to a specific individual in relation to passive smoking exposure at work, shall be retained for a minimum of forty years before disposal.

Issue 1

Draft C

January 2005