02-009 Smoking Policy

Document No: DIV-HSE-100-00
Date Revised: 05 January 2021

Title: HSE Policy
Owner:
SMOKING POLICY
Version 1.1
Signatures below indicates approval of this Management Document.
Prepared by:
Safety Officer
Approved by:
Sec 16.2
Approved by:
Sec 16.1 CEO
Page 1 of 6
Title: HSE Policy
Owner:
Document Name
Approved by
Approved by
Implementer
Document Owner
Review Period
Next Review
Version
1st Publish Date
Versio Date of Issue Author Updated By Document

n History
1.0
1.1
1.2
1.3
Distribution List Distribution Body

All Management
All Employees
All third-party contractors
Page 2 of 6
Title: HSE Policy
Owner:
Contents
1 SUPPORTING DOCUMENTATION 3
2 PURPOSE 4
3 SCOPE 4
4 OBJECTIVE 4
5 RESPONSIBILITIES 4
6 POLICY STATEMENT 4
7 COMMUNICATION 6
8 REVIEW PERIOD 6
9 ENFORCEMENT 6
10 APPROVAL 6
Page 3 of 6
Title: HSE Policy
Owner:
1 SUPPORTING DOCUMENTATION
This document should be read in conjunction with the following supporting documents:
Document Name Location

1. Health and Safety Policy
2. Environmental Policy
3. Tobacco Control Act 83 of 1993
4. Tobacco Control Amendment Act 2014
2 PURPOSE
The Company, as an employer, has a legal obligation to comply with the regulations of the
Tobacco Products Control Amendment Act (the Act) and any other relevant legislations. In
terms of the Act – smoking of tobacco products in any public place, which includes the
workplace, is prohibited.
3 SCOPE
This policy applies to the company’s management, employees, contractors, suppliers, and
visitors on company premises as well as on any sites.
4 OBJECTIVE
The aim of this Policy is to ensure that the Company complies with the Tobacco Products
Control Amendment Act (the Act) and to encourage a healthier and more productive
environment to work in and to avoid conflict in the workplace.
5 RESPONSIBILITIES
Without derogating from the 16(1)’s liability for Health and Safety, the Section 16(2) appointee
may be given the overall responsibility and authority to ensure that the Smoking procedure is
defined, documented and communicated to all employees, contractors and visitors.
This policy will also be enforced on all employees and contractors on any of the company
client’s premises.
6 POLICY STATEMENT
Management is committed to provide a healthy and comfortable working environment for all
employees; to accommodate the needs of both smokers and non-smokers based on mutual
tolerance, respect and common courtesy; to promote health awareness; and to protect and
enhance our indoor air quality.
Page 4 of 6
Title: HSE Policy
Owner:
Management respects the rights of employees, contractors and visitors to smoke. In accordance
with National legislation the following will be part of the Health and Safety Management
system:
 Smoking is prohibited in all the organization’s buildings.

 Non-smoking areas are to be demarcated including any area:
 in which a fire or safety hazard exists, including employer's state-owned vehicles;

 training, conference and staff rooms;
 rooms where meetings are in progress;
 common areas, including elevators, staircases, lobbies waiting rooms, copier rooms,
mailrooms, libraries, storerooms, reception areas, customer service areas and rest
rooms/toilets;
 areas where equipment can be damaged e.g. computer and production areas; or
recreation areas;
 offices where facilities are shared, including open plan/communal offices; and
 any area not specifically designated as "smoking permitted".
 Smoking areas are to be demarcated.

 Smoking is prohibited in the workplace, unless that area is a designated "smoking area".
 In the event where the department is not yet in the position to designate smoking areas,
employees are encouraged to use an open space in/on the premises.
 Designated "smoking areas" must be properly ventilated. Ventilation from designated
"smoking areas" will be directed out of the building so as to ensure that this smoke-filled air
is not circulated into other areas of the workplace.
 Disciplinary procedures may be enforced where non-compliance to smoking policy is
present.
 Management will allow employees who smoke, to take short breaks during the day to smoke
in designated areas. However, the specific times and number of smoke breaks will be
dependent upon the following factors:
 The effect on workflow and organisation of employees being absent from the workplace;
 The requirements of the workplace and the work-processes in that particular area,
including considerations relating to client liaison.
 The impact of absence from the workplace on employees, who remain in that workplace,
particularly, if the employees, who remain at their workplaces, will have to perform tasks
normally performed by those employees who are absent from their workplaces;
 The organization recognizes and acknowledges that employees have the right to work in
a safe and healthy environment and therefore will attempt to minimise the exposure of
non-smoking employees to designated "smoking areas". Despite this, consideration must
also be given to the operational needs and requirements of the business of the
Department. Bearing in mind, non-smoking employees, who liaise with the public must
acknowledge that in certain circumstances, they may be required to perform their
services in areas of the workplace, which are designated "smoking areas";
 Time wasted as a result of staff leaving their respective offices to smoke, must be
monitored by the Supervisors and such time must be made up.
 The employer will give assistance to those who want to give up smoking to establish an
environment which is supportive, through the Employee Assistance Programme.
Page 5 of 6
Title: HSE Policy
Owner:
 Education and information programmes shall be provided to all staff on the effects of
smoking on health.
7 COMMUNICATION
This policy, and related information on Health and Safety impact, will be communicated to all
employees.
8 REVIEW PERIOD
The Section 16(2) appointee will review this policy annually, or if there is any change of
legislation that impacts this policy during the delivery of services regarding installation,
equipment, onsite maintenance and support for clients.
9 ENFORCEMENT
This policy will be enforced upon sign off. Staff members and Contractors who do not adhere to
this process, could face disciplinary action which could lead to dismissal.
10 APPROVAL
We, the undersigned, herewith declare that we are duly authorised to sign this document and
hereby approve the contents as set out in the document.
__________________ __________________ _________________

Signature Name in Block Letters Date
(Title) 16(1)
__________________ __________________ _________________

Signature Name in Block Letters Date
(Title) 16(2)
Page 6 of 6

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Document No: DIV-HSE-100-00

Date Revised: 05 January 2021

Signatures below indicates approval of this Management Document.

Sec 16.1 CEO

Versio Date of Issue Author Updated By Document

Distribution List Distribution Body

Document Name Location

 Smoking is prohibited in all the organization’s buildings.

 in which a fire or safety hazard exists, including employer's state-owned vehicles;

 Smoking areas are to be demarcated.

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