No Smoking Policy and Procedure

No Smoking Policy and Procedure Reference No. P09-2004 Implementation date and Version Number (of this version) 5 September 2012 1.5 Linked document Reference No / Name. Health and Safety Policy Suitable for Publication Policy Section Yes Procedure Section Yes Protective Marking Not Protectively Marked PRINTED VERSIONS SHOULD NOT BE RELIED UPON. THE MOST UP TO DATE VERSION CAN BE FOUND ON THE FORCE INTRANET POLICIES SITE.

Table of Contents 1 Policy Section...3 1.1 Statement of Intent Aim and Rationale...3 1.2 Visions and Values...3 1.3 Securing Trust and Confidence...3 2 Standards...4 2.1 Legal Basis...4 2.2 People, Confidence and Equality Impact Assessment...4 2.3 Monitoring / Feedback...4 3 Procedure Section...5 3.1 Application...5 3.2 Police Clubs...5 3.3 Custody Suites/Exercise Yards...5 3.4 Vehicles...5 3.5 No Smoking Signs...5 3.6 Outdoor Areas...5 3.7 Smoking during Working Time...6 3.8 Organisational and individual responsibilities...6 3.9 Assistance for People who smoke...6 3.10 Recruitment & Selection...6 3.11 Breaches of the Policy...7 3.12 Resources For Disposal of Cigarette Stubs etc...7 3.13 Visitors...7 4 Consultation and Authorisation...8 4.1 Consultation...8 4.2 Authorisation of this version...8 5 Version Control...9 5.1 Review...9 5.2 Version History...9 5.3 Document History...9 Insert name of document Insert Ref No and version 2

1 Policy Section (Note: The Policy and Standards sections together will form our policy and will always be placed within the public domain) 1.1 Statement of Intent Aim and Rationale Detail what we want to achieve (the aim) & why we need to achieve it (the rationale) In this policy and procedure the phrase Dorset Police where and if stipulated will apply to both the Chief Constable and the Police and Crime Commissioner acknowledging that in their own right they are separate corporations sole. Dorset Police has operated a No Smoking policy since October 1993. The Force aim is to promote a healthy working environment and to comply with the Health Act 2006 which has been introduced to protect non smoking employees and the public from the harmful effects of second-hand smoke. Smoking and passive smoking significantly increases the risk of lung cancer, heart disease and other illnesses. 1.2 Visions and Values Dorset Police is committed to the principles of One Team, One Vision A Safer Dorset for You Our strategic priority is to achieve two clear objectives To Make Dorset Safer To Make Dorset Feel Safer In doing this we will act in accordance with Our Values of: Integrity Professionalism Fairness and Respect 1.3 Securing Trust and Confidence The document seeks to achieve the Priority to Make Dorset Feel Safer by Securing Trust and Confidence. Research identifies that this is achieved through delivering services which: 1. Addresses individual needs and expectations 2. Improve perceptions of order and community cohesion 3. Focus on Community Priorities 4. Demonstrate Professionalism 5. Express Force values 6. Instil confidence in staff Insert name of document Insert Ref No and version 3

2 Standards 2.1 Legal Basis All staff have a responsibility under the Health and Safety at Work etc Act 1974 to cooperate with an employer to ensure health and safety in the workplace and the success of this policy depends upon the consideration and co-operation of all members of staff. For the purpose of this policy, smoking is defined as the smoking of cigarettes, cigars and pipes. This policy supports the Strategy for a Healthy Police Service which puts a responsibility on individuals to take reasonable care for their own health and wellbeing and for line managers to take a proactive interest in the welfare of their staff. This policy applies to all police officers, police staff, special constables, volunteers, detained persons including visitors and contractors whilst on Dorset Police premises. 2.2 People, Confidence and Equality Impact Assessment During the creation of this document, this business area is subject to an assessment process entitled People, Confidence and Equality Impact Assessment (EIA). Its aim is to establish the impact of the business area on all people and to also ensure that it complies with the requirements imposed by a range of legislation. 2.3 Monitoring / Feedback This document will be monitored by The HR Specialist (Health and Safety). The effectiveness of this document will be ascertained through reduce sickness absence and Improved workplace environment. It is not intended to undertake active monitoring of this policy. Instead, local managers will be expected to continually ensure that the requirements of this policy are satisfactorily meet in their areas of responsibility. Constant monitoring will be achieved through active staff peer encouragement. Feedback relating to this policy can be made in writing or by e-mail to: Address : Mr R Aiston, HR Specialist (Health and Safety), Winfrith, Dorchester, Dorset. DT2 8DZ. E-mail : bob.aiston@dorset.pnn.police.uk Telephone : 01300 223724 Insert name of document Insert Ref No and version 4

3 Procedure Section 3.1 Application A ban on smoking will apply in all internal areas of Dorset Police premises. This will include all work areas, offices and rest/welfare/entertainment facilities. The policy will also apply to any room or building that is hired or leased to Dorset Police in the course of work. 3.2 Police Clubs Smoking will not be permitted in police bars and clubs located on Dorset Police premises. 3.3 Custody Suites/Exercise Yards Detained persons will not be allowed to smoke in custody suites or exercise yards. There are no exceptions for HM prisoners using custody cells as temporary accommodation. 3.4 Vehicles All police vehicles, including hired and loaned vehicles, will be smoke-free. Smoking by all drivers and passengers is prohibited. Smoking is prohibited in leased cars provided by the Force when carrying passengers on business journeys. Smoking is prohibited in private cars when carrying passengers on business journeys. 3.5 No Smoking Signs All Force premises and directly owned vehicles are to display prescribed signs. A5 (minimum) signs which display the prescribed international no smoking sign must be displayed at entrances to buildings used by visitors. The international no-smoking symbol measuring at least 70mm must be displayed in entrances used by staff only and in all police vehicles. 3.6 Outdoor Areas Staff will be permitted to smoke in locally agreed designated outdoor areas ideally 10 metres away from entrances and windows and not in view of the public, with the following exceptions:- Smoking is prohibited within 15 metres of where combustible substances are stored or used; Insert name of document Insert Ref No and version 5

As a Code of Conduct, officers in uniform will not smoke when on outside duty (including duty in a police vehicle), on duty in places to which the public normally has access or when dealing with members of the public. Police staff whilst at work will not smoke when dealing with the public; Litter from smoking must be placed in receptacles provided in the designated areas and not discarded. 3.7 Smoking during Working Time People who smoke will be required to confine their smoking to their meal break and other authorised breaks only. Staff will not be permitted to take additional smoking breaks. A VDU break from the screen, permitted every hour, is not to be considered as a break to participate in smoking. 3.8 Organisational and individual responsibilities It is the responsibility of Divisional Commanders and Heads of Departments to ensure that this policy is effectively implemented and is enforced consistently in their areas of responsibility. It is the responsibility of all staff to ensure that the requirements of this policy are observed. 3.9 Assistance for People who smoke In the interests of promoting a healthy work force, Dorset Police will endeavour to provide support to members of staff who encounter difficulties in reducing or ceasing their smoking habit. The nature of the support required will in most cases depend upon individual circumstances. Members of staff are encouraged to contact Occupational Health, through the Health and Well Being section, Human Resources, who will be able to provide appropriate advice and guidance and make such arrangements as may be necessary to provide support. In the first instance however, members of staff experiencing difficulty in complying with this policy may wish to consult his/her line manager. Help and advice on giving up smoking can also be obtained from GP s as many run Stop Smoke Clinics. Advice is also available from the following sources:- Dorset Smoke Stop on 0800 0076653 Email admin@dorsetsmokestop.co.uk Receive on line support via www.dorsetsmokestop.co.uk Call the National NHS helpline 0800 169 0169 Text GIVE UP and your postcode to 880088 (NHS) to find your local Stop Smoke service 3.10 Recruitment & Selection All recruitment advertisements will state that Dorset Police operates a policy for the control of smoking. Insert name of document Insert Ref No and version 6

Documentation issued to applicants and successful appointees will include an explanation of the policy. Applicants should also be advised of the policy during the interview process. 3.11 Breaches of the Policy In cases where staff breach the policy, disciplinary action may be taken in accordance with the Disciplinary procedure for Police Staff, and Police (Conduct) Regulations as appropriate. Other than in exceptional circumstances, disciplinary action will only be taken after discussion, counselling or other appropriate means have been explored. In cases of persistent and wilful breaches of this policy, disciplinary action may, as a last resort, include dismissal. The manager must decide how serious the breach was, having regard to the following: 3.11.1 The Smoking at Work Policy has, in the past, been consistently enforced. 3.11.2 Employee's awareness of the Policy. 3.11.3 Receipt of previous warnings. 3.11.4 Previous conduct/record of employee. 3.11.5 If smoking has occurred in medium/high risk fire areas 3.12 Resources For Disposal of Cigarette Stubs etc Receptacles for cigarette stubs etc will be provided at locally agreed designated outdoor smoking areas. 3.13 Visitors Visitors who do not comply with Force smoking restrictions will be asked to stop smoking or if necessary asked to leave the premises. Insert name of document Insert Ref No and version 7

4 Consultation and Authorisation 4.1 Consultation (A hard copy signed by all persons is required for version 1.0 and any major amendment. For minor amendments completion of the consultation section is at the discretion of the business manager) This Version 1.5 Name Signature Date Police Federation Superintendents Association UNISON Other Relevant Partners (if applicable) 4.2 Authorisation of this version (A hard copy signed by all persons is required for version 1.0 and any major amendment. For minor amendments a typed name and date is sufficient) This Version 1.5 Name Signature Date Prepared: Mr R Aiston Quality assured: Authorised: Approved: Mr P Channon (ACPO / Chief Officer portfolio owner) Dir HR Graham Smith Not required if only minor amendment. Insert name of document Insert Ref No and version 8

5 Version Control 5.1 Review Every policy or procedure is subject to a process of continuing review, depending on its risk factors (as assessed within the corresponding EIA). The date of the next scheduled review is given below. However, if changes in legislation or circumstances make it necessary, the policy should be reviewed and updated sooner. Date of next scheduled review Date: 1 September 2015 5.2 Version History Version Date Reason for Change Created / Amended by 1.0 July 2004 Initial Document Ms J Lawry 1.1 November Reformatting Ms M Ashdown 2004 1.2 August New Health Act 2006 Ms S de Saeger 2007 1.3 13/07/10 Minor review to reflect changes to Mr R Aiston restructure 1.4 August 2010 Minor review to reflect change to HR Specialist (Health & Safety) and Mr R Aiston 1.5 August 2012 reformatting Review to include transition arrangements from DPA to the PCC Mr R Aiston 5.3 Document History Present Portfolio Holder (Relevant Chief Officer) Present Document Owner (Head of Department, Divisional Commander or a Senior Manager) Present Owning Department Details only required for version 1.0 and any major amendment ie 2.0 or 3.0: Dir. HR Graham Smith Mr P Channon Human Resources Name of Board: Date Approved: Chief Officer Approving: Template version July 2012 Insert name of document Insert Ref No and version 9