HOW TO WRITE an Alcohol and Other Drug Policy for the Workplace (AOD policy)

Run Rite has over 20 years experience working with South African companies to create manageable alcohol policies and enforcement guidelines.

Alcohol and Drug Policy Guidelines for the Workplace

As part of an on-going knowledge building series Alcolizer posted their top tips for a Drug Deterrence Strategy. For many years Run Rite has been assisting South African companies to develop policies to govern the use of alcohol and drugs in the workplace. Here is our guideline to creating a fair and manageable enforcement policy.

Contact our Team Today to create or to enhance your existing policy.

1. Purpose of the Policy

The primary objective is to ensure a safe and productive work environment. Alcohol and drug use can impair judgment and compromise safety, especially in high-risk activities like operating machinery, driving, or performing precision tasks.

Risk Assessment
πŸ” Identify and assess roles within your company that carry a higher risk when alcohol or drugs are involved, such as:

  • πŸš› Driving vehicles (trucks, forklifts, cranes)
  • βš™οΈ Handling heavy machinery
  • πŸ”« Managing firearms or explosives
  • πŸ”§ Performing precision work (e.g., surgery, electrical work)

2. Policy Awareness and Communication

πŸ—£οΈ The policy should be communicated clearly to all employees to ensure they understand it’s in place for their safety and not as a punitive measure. Provide copies of the policy to all staff, and explain its provisions during training sessions.

3. Employee and Management Involvement

🀝 Including employee representatives in the creation of the policy fosters collaboration and a greater level of acceptance. Management must also take an active role in promoting the policy.

4. Standards and Tolerance Levels

πŸ“ Decide on the specific alcohol and drug standards for your workplace. Many organizations implement zero tolerance for alcohol (0% BrAC) or a slight tolerance for low-risk tasks (up to 0.02% BrAC). Consider the standards relevant to your industry:

  • ❌ Zero tolerance for high-risk activities
  • πŸ§ͺ Up to 0.02% BAC for low-risk activities

An example: Would you feel comfortable undergoing surgery if your surgeon had consumed alcohol?


5. Testing Procedures

πŸ› οΈ Select the appropriate instruments for alcohol and drug testing, such as handheld devices or wall-mounted units. Testing procedures should be consistent across the company.

Key Testing Points:

  • 🎲 Random selection via clock-in software or at predetermined intervals. See options here.
  • πŸ‘€ Tests should be witnessed, and results recorded. Try the Alcolizer HH4 with printer
  • ⏳ Any positive test should be followed by a second test after a 15-minute window to eliminate potential interference from mouth alcohol (medication or mouthwash).

6. Consequences and Disciplinary Actions

βš–οΈ Establish clear penalties for non-compliance. These should be part of the published policy and shared with all employees. Consistency in enforcement is key. Follow your existing disciplinary code and HR guidelines

Sample Penalties:

  • πŸ“‹ For a positive alcohol test, disciplinary procedures should begin after a failed second test. This ensures fairness and protects against false positives.

7. Record Keeping and Confidentiality

πŸ“‚ All test results and related documentation should be recorded accurately while maintaining employee confidentiality. This ensures transparency and discretion.

8. Legal Compliance

βš–οΈ The policy must comply with local health and safety laws. For example, in South Africa, the Occupational Health and Safety Act 85 of 1993 entitles employers to remove any employee suspected of being under the influence of an intoxicating substance.

Implement random or compulsory testing, using certified breathalyser like those from RunRite Electronics. A selection of options can be found here.


Testing Example:

  • πŸ”¬ Employees will undergo tests using certified devices (e.g., Alcolizer HH3 or HH4). This could be a simple ‘passive test’ that is quick and indicates Pass/Fail. Using a passive cup can improve the accuracy.
  • πŸ•’ A second test will be conducted after a 15-minute window for any failed tests to allow the clearing of any residual mouth alcohol. This test should be done with a fully calibrated instrument and use a mouthpiece to give an accurate quantitative result. Try the Alcolizer LE5 or HH4
  • πŸ“ˆ A final positive result will lead to immediate disciplinary actions in line with company policies.

Integrated Alcolizer procedure