A smoke-free workplace is one where no employees are exposed to environmental tobacco smoke. It usually means a total ban on smoking or that all areas are smoke-free.

• “Totally smoke-free” means no smoking allowed in any building, anywhere on company premises, company grounds, company vehicles, etc. There would be no designated smoking areas within company property.
• If there are large numbers of smokers in the workplace, smoking outdoors would reduce the risk to non-smokers.

What is a policy?

A policy is a formal, written statement of what action is to be taken, why it is being taken, and how it will be taken. The objective of a smoke-free workplace policy is to establish a healthy, smoke-free environment for all employees. The policy should be brief, consistent with the objective and clearly written in specific behavioral terms.

The law now requires employers to have a written policy on smoking.

Benefits of a smoke-free policy

A smoke-free policy has advantages for smoking and non-smoking employees, including: -

• Improved work environment: A healthier, cleaner, safer and more pleasant working environment is created.
• Better health: Non-smokers are no longer exposed to the harmful effects of second-hand smoking. It also provides an opportunity for smokers to cut down or quit smoking.
• Improved morale: Working relationships are improved as there is a reduction or removal of tension between smokers and non-smokers.
• Increased health awareness: Awareness of the health risks of smoking is raised.
• Possible assistance to quit: Many organisations offer assistance to smokers who wish to quit or incentives to kick the habit.

Preparing for action

A smoke-free workplace policy can be successfully introduced only if the senior management within an organisation has made a clear decision and a firm commitment to take action. While it is possible for management to dictate a policy, the most successful policies are those in which the employees fully support the policy. The management is encouraged to seek full participation of all the workforce (including the unions) in the development and implementation of the policy.

Take the right approach to ensure the smooth implementation of your policy

• Get involvement
  The key to the overall success would be to consult with everyone – that includes management, workers and unions. Everybody should have an opportunity to express their opinion.
• Communicate at all levels
  A smoke-free policy affects all employees. Everyone needs to be kept informed of the process and progress. It should be a two-way communication.
• Be supportive
  A positive and supportive attitude from management, and from non-smokers, can help smokers to follow the policy.
• Ensure equity
  A smoke-free policy should apply to EVERYONE. Policies which allow some people to smoke, for example, in private offices, are likely to lead to conflict.
• Allow time for change
  Phase a policy in to give smokers time to adjust, and allow time for structural changes to be made.

REMEMBER!!

The issue is smoking, not smokers and non-smokers. Whether people smoke or not is a personal matter, it is where they smoke that is the issue.

The basis for a smoke-free policy is the protection of employees and the responsibility of employers to provide a healthy and safe workplace under the Tobacco Products Control Act (Act no. 12 of 1999).

Focus on the general benefits of the policy to everyone in the organisation, rather than highlighting the restrictions.

When employers want to report a disease that was caused by work, they must use the following steps:

Step 1: Send the form

Employers must fill in the Employer’s Report of an Occupational Disease (W.Cl.1) within 14 days after they find out about the disease.

They must send it to:

The Compensation Commissioner

PO Box 955

Pretoria

0001

Step 2: Send follow-up information

Employers must also send in a:

First Medical Report for an Occupational Disease (W.Cl.22);

Claim for Compensation for an Occupational Disease (W.Cl.14);

Progress Medical Reports (W.Cl.22) until the worker’s illness is stable;

Final Medical Report of an Occupational Disease (W.Cl.26) once the worker is stable; and an Audiogram if the worker became deaf because of noise at the workplace.

When employers want to report an occupational accident with the Compensation Fund, they must use the following steps:

Step 1: Fill in the form

Employers must fill in Part A of the W.Cl.2 form.

Step 2: Give the form to the doctor

Employers must tear off Part B of the W.Cl.2 form and give it to the doctor or hospital as soon as possible.

Step 3: Send the forms to the Compensation Fund

Employers must send the form to the Compensation Fund as soon as possible. They do not have to wait for the part the doctor has to fill in. Once employers receive the doctor’s part of the form, they must send that as soon as possible.

They must send it to:

The Compensation Commissioner

PO Box 955

Pretoria

0001

Step 4: Pay compensation to the worker

Employers must pay compensation to the worker for the first 3 months after the accident. The Compensation Fund will refund the employer for this.

Step 5: Send follow-up forms

Employers must send the First Medical Report (W.Cl.4) as soon as they get it from the doctor.

If the worker stays away from work for a long time, employers must get the Progress Medical Report (W.Cl.5) from the doctor and send it to the Fund every month.

When the worker starts to work again, employers must send the Resumption Report (W.Cl.6), together with the Final Medical Report (W.Cl.5) to the Compensation Fund.

Step 6: Recording and Investigation of Incidents

Employers must complete and send Annexure 1 to their local Department of Labour office, whose address can be found in your local telephone directory under Regional Offices of National and Provincial Government.