Substance misuse and gambling

Through prevention and follow-up, the guidelines aim to prevent employees from working under the influence, as well as to help those with addiction problems avoid exclusion from the workforce.

Active efforts to prevent substance impairment during work will contribute to higher service quality, a better work environment, reputation, and safety.

UiA’s guidelines should:

• Apply to all employees at all levels
• Establish a clear stance that substance use/gambling and work do not mix
• Help prevent substance and gambling problems
• Ensure employees with substance or gambling problems receive assistance before dismissal is considered
• Enable managers and employees to address risky substance and gambling behaviours, as well as suspicion of such behaviours, early on
• Include procedures for handling breaches of these principles

a) Zero tolerance for substance impairment during work. This applies to alcohol, medication and illegal substances.

• The smell of alcohol or being hungover is incompatible with performing work duties. The line manager will decide if the employee should be sent home and will provide feedback/reaction as outlined in section 4.
• Employees who need to use legal medications that may affect work performance must take necessary precautions and are encouraged to inform their line manager.
• Gambling should not affect work performance in terms of time spent, fatigue, or attention.
• Absence due to substance use or gambling is not accepted.

b) No alcohol during normal working hours, including during dissertation defenses or other celebrations held during work hours.

c) Employees are expected to exercise moderation after working hours during representation, courses, seminars, travel, external meetings, and other work-related events, as they are considered representatives of the organization in these situations.

d) Responsibility around students. Employees have a special responsibility for moderation in situations where students are present.

e) Social events should be inclusive for all.

• Alcohol should never be the main focus of our events
• When alcohol is served, there must always be a non-alcoholic option
• Alcohol consumption should never cause discomfort to others
• UiA will cover up to, but never more than, 3 alcohol units
• UiA will never cover alcoholic spirits

If you suspect that a colleague has a substance or gambling problem, contact their line manager and express your concern. You do not need to "collect evidence", it is important to take any signals seriously and act early. Provide concrete observations and avoid basing your feedback on assumptions.

a) All employees

All employees at UiA are responsible for contributing to a safe and healthy work environment. If an employee becomes aware of substance use or gambling during work, they should report it to the manager of the person who violated the guidelines. This also applies if they believe there are concerns about a colleague's behaviour related to substance or gambling problems.

Reporting can be done verbally or in writing, such as by phone, email, letter, in person or through UiA's online reporting system, Speak up.

b) Employee

Employees with substance or gambling problems have the primary responsibility to address their issues. Employees who need help can confidentially contact their line manager, the occupational health service or the AKAN contact for a conversation, advice and guidance.

c) Line manager

The line manager is responsible for ensuring that all employees on their team are familiar with UiA’s substance and gambling principles, as well as the consequences of violating these guidelines. The manager is responsible for addressing and following up on any breaches of these principles. If there are concerns, suspicions or breaches of the substance and gambling principles, the manager must speak with and follow up with the employee. The manager should work on prevention in the workplace with support from the Division of Human Resources.

d) The AKAN committee

The AKAN committee acts as an advisory body for the Working Environment Committee. The committee develops guidelines and provides information and necessary training.

It consists of AKAN contacts, the occupational health service, the senior safety representative and staff from the Division of Human Resources.

e) AKAN contact

The Working Environment Committee appoints an AKAN contact for each campus. These contacts will receive training on substance and gambling issues and will advise managers and employees on related cases. The AKAN contact will also assist the manager and employee in creating an individual AKAN agreement. They will work together with the occupational health service in guiding the person contact (see point f). The Division of Human Resources can also provide assistance.

f) Person contact

An employee with an addiction problem may choose a person contact, who must be approved by the AKAN contact and the line manager. The person contact will be part of the team formed through the AKAN agreement. The time spent by the person contact and their boundaries for involvement are agreed upon in each individual case via the AKAN agreement.

g) Occupational health service

The occupational health service has an independent role and serves as the university's expert advisor on substance-related issues. They assist with information and training for both managers and employees in substance-related matters. They also support both the manager and the employee in developing an individual AKAN agreement. The occupational health service is responsible for advising the person contact in collaboration with the AKAN contact.

h) The Division of Human Resources

The Division of Human Resources serves as the secretary for the AKAN committee and advises managers and AKAN contacts. They are also responsible for ensuring that AKAN contacts and the committee receive necessary training and for disseminating information about the guidelines on UiA's intranet.

i) Union representative

If the employee wishes for support from a union representative, the union representative will ensure that the employee receives appropriate follow-up in the case of breaches of UiA’s substance and gambling principles. They should encourage employees with substance or gambling problems to use the AKAN agreement services.

j) Senior safety representative

The senior safety representative must ensure that UiA’s work on substance use and gambling is integrated into the overall health, safety and environmental work.

A breach of UiA’s principles regarding substance use and gambling is unacceptable and will lead to a response. At the same time, employees with potential substance or gambling issues should be offered help.

The nature of the response will depend on the severity of the breach, the associated risks, and the employee’s position.

A breach can harm the reputation necessary for the responsible performance of the role, so the nature of the position is relevant when assessing the response.

If there is doubt as to whether behaviour constitutes a breach of the principles, the supervisor should have a conversation with the employee to clarify the behaviour and its cause.

Before concluding that a breach has occurred, the employee must be given an opportunity to comment on the matter.

Alternative responses depending on the severity of the breach:

1. Breach – should always be addressed with the employee, with clear feedback that the behaviour is unacceptable. It will be assessed whether this feedback should be given as a warning.
2. Severe breach – disciplinary action, dismissal or termination.

If there is suspicion of substance or gambling issues, an offer of an AKAN agreement should also be made, except in cases of dismissal or termination.

The case handling follows UiA’s guidelines for the supervisor’s follow-up of inappropriate behaviour, except that an AKAN agreement may be an alternative but carries the same consequences as an ordinary disciplinary reaction.

Cases involving substance use or gambling should be archived with limited access and kept for as long as necessary for follow-up. The length of time the case should be retained must be justified and assessed on a case-by-case basis, but for a minimum of 2 years after the plan has ended, and no longer than 5 years.