Intent of Legislation: To promote
drug-free workplaces in order that employers in Georgia
are afforded the opportunity to maximize their levels of
productivity, enhance their competitive positions in the
marketplace and reach their desired levels of success,
without experiencing the costs, delays, and tragedies associated
with work-related accidents resulting from substance abuse
by employees. (OCGA 34-9-410)
Directions: Please complete the application and
submit with the $35.00 fee. The State Board of Workers’ Compensation
will review this application and determine whether all
the criteria for certification have been met. The State
Board of Workers’ Compensation then either will
document your drug-free workplace program status by issuing
certification or in the event that all criteria have
not been met, the State Board of Workers’ Compensation
will require additional information or action.
Documentation of certified Drug-Free Workplace Program: For
purposes of documenting your certified drug-free workplace
program, it is necessary to maintain your policy and the
records required by this application in a separate file
for review by your insurer or the Georgia State Board upon
request.
Notification to insurer: An insured employer must
notify his/her insurer in writing of such certification.
When notifying insurer, the employer should enclose a copy
of the certificate issued by the State Board of Workers’ Compensation
documenting a certified drug-free workplace.
(OCGA 33-9-40.2(a))
This notification to insurer must occur annually!
When does the premium credit begin to accrue? The
premium discount will be applied pro rata as of the date
of certification (the date of approval by the Georgia State
Board of Workers’ Compensation).
When does the insured actually receive payment for
the credit? The insured employer,
however, will not receive payment for
such credit until after the annual final
premium audit under such policy. (OCGA
33-9-40.2 (b))
How long will an insured employer receive the 7.5%
discount? The insured employer is entitled to receive
the 7.5% premium credit for as long as the insured maintains
the certification as having a drug-free workplace; provided,
however, an insurer shall not be required to credit the
actual amount of the premium discount to the account
of the insured until the final premium audit under such
policy. (OCGA 33-9-402 (b))
***Annual certification required – An employer
must be certified annually and must maintain his/her
certified drug-free workplace program during each year
the employer receives the discount.***
The following information and checklist should be used
as the rules and guidelines to assist you in implementing
a certified drug-free workplace program.
In accordance with the definition of employer in this
law, the state or any department, agency, or instrumentality
of the state; county or independent school systems; counties
or municipal corporations may not apply or qualify for
the 7.5% discount. Definitions applicable to the law and
to this document have been attached. (OCGA
34-9-411)
If an employer implements a drug-free workplace program
substantially in accordance with this checklist, the employer
shall qualify for certification for a 7.5 % premium discount
under such employer’s workers’ compensation
insurance policy. (OCGA
34-9-412 through 34-9-421)
If an
employer misrepresents compliance, however,
with its certified drug-free workplace
program, the employer shall be subject
to an additional premium for purposes
of reimbursement of a previously granted
discount AND to cancellation of the policy.
(OCGA 33-9-40.2 (c))
If an employer has made
a good-faith effort to fulfill certain criteria for certification,
however, this good-faith effort will be taken into consideration
when determining whether he or she has complied substantially
with certification criteria.
Remember, this law does not
require drug-free testing, other forms
of testing, or other actions presently
allowed under existing law. (OCGA
34-9-415 (a))
Nor does the law preclude random testing,
other forms of testing, or other actions
presently allowed under existing law.
(OCGA
34-9-415 (c))
Also included in this form are
examples that should be helpful in explaining the certification
requirements.
1-a. Elements of a Drug-Free Workplace Program: (OCGA
34-9-413)
The Statute defines the elements of a drug-free workplace
program as follows:a. A drug-free workplace program
must contain the following elements:1. written policy
statement s provided in Code Section 34-9-414;
2. substance abuse testing as provided in Code Section
34-9-415;
3. resources of employee assistance providers maintained
in accordance with Code Section 34-9-416;
4. employee education as provided in Code Section 34-9-417;
5. supervisor training in accordance with Code Section
34-9-418.
b. In addition to the requirements of subsection
(a) of this Code section, a drug-free workplace program
must be implemented in compliance with the confidentiality
standards provided in Code Section 34-9-420
c. A drug-free workplace program may offer and include
the optimum level core services of an EAP as described
in subparagraph (C) of paragraph (6) of Code Section 34-9-411.
1-b. Policy State Required for Certification: (OCGA
34-9-414(a)(1))
Your policy statement must include the following
information outlined below in the form of a checklist.
(For example, see DRUGS DON’T WORK booklet for a
model policy.)
____________A statement of required types of substance
abuse testing: (OCGA
34-9-414(a)(1)(A))
(For example, to the policy statement in the Drugs Don’t
Work booklet, add [1] the ‘General Procedures’ paragraph
on page 5, [2] the following specific types of drug testing
also included in the Drugs Don’t Work booklet, and
[3] one of the paragraphs on page 7, regarding alcohol
testing.)
1. Job Applicant Testing Required for Certification: (OCGA
34-9-415(b))
(For example, add paragraph 1 on page 6 of the Drugs Don’t
Work booklet.)
2. Reasonable Suspicion Testing Required for Certification: (OCGA
34-9-415(b))
(For example, see attached definition of reasonable suspicion
and combine with paragraph 2, section 1 on page 6 of the
Drugs Don’t Work booklet.)
3. Post Accident Testing Required for Certification: (OCGA
34-9-415 (b))
(For example, add the following as section 2 of paragraphs
2 on page 6 of the Drugs Don’t Work booklet:
"2. When employees have caused or contributed to
an on the job injury that resulted in a loss of work
time, which means any period of time during which an
employee stops performing the normal duties of employment
and leaves the place of employment to seek care from
a licensed medical provider."
Even though the above
is required for certification, an employer still may
send employees for a substance abuse test if they are
involved in on the job-accidents where personal injury
or damage to company property occurs. For example, see
page 6, paragraph 2, section 2, of the Drugs Don’t
Work booklet.)
4. Post Rehabilitation Testing Required for Certification:
(OCGA
34-9- 415 (b))
(For example, add paragraph 2, section 3 on page 6 of Drugs
Don’t Work booklet.)
5. Routine-Fitness-for-Duty Testing Required for Certification:
(OCGA
34-9-415 (b))
(For example, add the following as
section 4 of paragraph 2 on page 6:
"4. When a substance abuse test is conducted as
part of a routinely scheduled employee fitness-for-duty
medical examination that is part of the employer's established
policy or that is scheduled routinely for all members
of an employment classification or group.")
____________A statement of actions employer may take
against employee or job applicant on the basis of a positive
confirmed test result:
(OCGA
34-9-414 (1) (B))
____________A statement of consequences of an employee's
or job applicant's refusal tosubmit to a drug test: (OCGA
34-9-414 (4))
IMPORTANT: While the law does not mandate specific
actions employers are to take upon an employee's
or job applicant's testing positive or refusing to
submit to a substance abuse test, in the policy statement
employers must notify employees and job applicants
of whatever the consequences are upon testing positive
or refusing to submit to a test – in other
words, the consequences of violating the employer's
policy on testing.
(For example, see page 3, paragraph
(4) of the blue booklet, which declares that violations
of the policy statement are subject to discipline
up to and including termination. Also, see page 6,
paragraphs 1 and 2, which explain that testing is
a condition of employment for job applicants and
employees.
Whatever consequences the employer chooses
in the event of a positive test result or refusal
to submit to one, the employer must implement these
actions fairly and consistently among all employees.
In response to a positive test result or refusal
to submit to one, inconsistent or arbitrary actions
put employers at risk for being accused of discrimination.)
____________A statement advising employee or job applicant
of the existence of the article outlining a certified
drug-free workplace program: (OCGA
34-9-414 (2))
(For example: "The [COMPANY NAME] drug-free workplace
program is certified by the Georgia Workers' Compensation
Board in accordance with Title 34, Chapter 9, Article 11
of the Official Code of Georgia Annotated.")
____________A general confidentiality statement: (OCGA
34-9-414 (3))
(For example; "The confidentiality of any information
received by the employer through a substance abuse testing
program shall be maintained, except as otherwise provided
by the law.")
____________EITHER a statement advising employee of
Employee Assistance Program(EAP), if employer offers
one:
OR
A statement advising employee of employer's resource file
of assistance programs and other persons, entities, or
organizations designed to assist employees with personal
or behavior problems: (OCGA
34-9-414 (5))
(For example, see page 4 of the Drugs Don’t Work
booklet.)
____________A statement advising employee or job applicant
who receives a positive confirmed test result that he
or she may contest or explain the result to the employer
within five (5) working days after written notification
of the test result: (OCGA
34-9-414 (6))
(For example, after the job applicant and employee testing
paragraphs on page 6 of the Drugs Don’t Work booklet,
add "Employees and job applicants who have a positive
confirmed test result may explain or contest the result
to the employer within five working days, after the employer
contacts the employee and shows him or her the positive
test result as it was received from the laboratory in writing.")
____________A statement informing an employee or job
applicant of the federal Drug-Free Workplace Act, if
it applies to you. (OCGA
34-9-414 (7))
(For example, see page 3 of the Drugs Don’t Work
booklet and add the statement in the shaded blue box.)
1-c. Notice of Drug-Free Workplace Program Required
for Certification:
(OCGA
34-9-414 (b) and (c))
Employers must give employees and job applicants
a general notice of testing, one time only prior to
testing. (OCGA
34-9-414 (a))
Employees: Employers must distribute the
policy statement to employees in the following manner:
(OCGA
34-9-414 (a))
____________EITHER 60 days' notice was given
prior to implementation of testing.
OR
60 days' notice was not required because implementation
of program occurred prior to July 1, 1993. (OCGA
34-9-414 (b))
When did you distribute your policy statement?
____________________________________________________________
Job Applicants: Employers must notify
job applicants in the following manners:
(OCGA
34-9-414 (a))
____________Notice of substance abuse testing is included
on vacancy announcements for positions in which testing
is required. (OCGA
34-9-414 (c))
____________Notice of substance abuse testing is posted
in an appropriate and conspicuous location on employer's
premises. (OCGA
34-9-414 (c))
____________Copies of policy are available to employees
and job applicants in employer's personnel office or
other suitable location. (OCGA
34-9-414 (c))
2. Substance Abuse Testing Required for Certification: (OCGA
34-9-415 (b))
Employers must conduct the following types of tests
in order to become certified: (OCGA
34-9-415 (b))
IMPORTANT: Prior to conducting job applicant
and employee substance abuse testing, employers should
use consent forms like those provided in the Drugs Don’t
Work booklet.
____________Job Applicant Testing Required for Certification: (OCGA
34-9-415 (b))
IMPORTANT: 'Job applicant' means a person who
has applied for a position and has been offered employment
conditioned upon successfully passing a substance abuse
test and may have begun work pending the results of the
test.
If you wish to limit the job applicants that you test,
you may do so if this limitation is based on a ‘reasonable
classification of job positions’. NOTE: Employers
with a certified drug-free workplace program who use temporary
workers in positions that require substance abuse
testing must use individuals who already have submitted
to a substance abuse test for the temporary agencies
that actually pay their wages.
For example, the following may be reasonable classifications
for which to test, if an employer is not testing
all job applicants:
[1] Sensitive positions from a safety, health or security
standpoint versus all other job applicants for non-sensitive
positions.
Sensitive positions as determined by law usually include
positions that involve *National Security *health *safety*
*functions that require a high degree of trust and confidence
*operation of company vehicles, machinery, or equipment – the
mishandling of which may place fellow employees or the
general public at risk of serious injury, or the nature
of which would create a security risk in the workplace
*the handling of hazardous material.
[2] Full time positions versus part time positions.
For example, an employee who works twenty hours or less
may be considered part time.
[3] Positions in which the employer is responsible
for wages and/ or benefits versus positions in which
a temporary agency or employee leasing agency is responsible
for wages and benefits.
For example, a worker leased from a temporary agency
is paid wages by the temporary agency and is covered
by the temporary agency's workers' compensation insurance.
The temporary agency is the employer for purposes of
implementing a drug-free workplace program that qualifies
for the 7.5% premium credit. Therefore, it is the temp
agency that is responsible for testing its applicants
for those positions in which testing is required.
[4] Other reasonable classifications of job positions.
When determining whether to limit job applicant substance
abuse testing, keep in mind that a drug-free workplace
program must be implemented fairly and consistently.
An employer should not test job applicants in an arbitrary
manner.
____________Reasonable Suspicion Testing Required for
Certification:
(OCGA
34-9-415 (b))
IMPORTANT: See attached definition of 'reasonable
suspicion testing.' It is essential that reasonable suspicion
testing be implemented on a fair and consistent basis.
If a supervisor has reasonable suspicion that the employee
may be impaired by substances, i.e., drugs or alcohol,
the supervisor must promptly detail in writing the circumstances
which formed the basis of the determination that reasonable
suspicion existed to warrant the testing. (OCGA
34-9-415 (d) (12))
A copy of this documentation shall be given to that
employee upon request and the original documentation
shall be kept confidential by the employer and retained
by the employer at least one year. (OCGA
34-9-415 (d) (12))
The requirement of Supervisor Training, which is necessary
for certification, will teach supervisors how to recognize,
document, and corroborate signs of employee substance
abuse.
____________Post-Accident Testing Required for Certification: (OCGA
34-9-415 (b))
IMPORTANT: An employer must require employees
to submit to substance abuse testing if an employee has caused
or contributed to an on the job injury that resulted
in a loss of work time.
'Loss of work time' means any period of time
during which an employee stops performing the normal
duties of employment and leaves the place of employment
to seek care from a licensed medical provider.
____________Post-Rehabilitation Testing Required for
Certification: (OCGA
34-9-415 (b))
IMPORTANT: 'Follow-up testing' is required for
any employee who involuntarily entered an Employee Assistance
Program (EAP) or rehabilitation program because of
a positive confirmed test result.
When follow-up testing is conducted, the frequency of
such testing shall be a minimum of at least once a
year for a two-year period, after completion of the
EAP or the rehabilitation program. Advance notice of
the testing shall not be given to the employee.
____________Routine-Fitness-for-Duty Testing Required
for Certification: (OCGA
34-9-415 (b))
IMPORTANT: If employers require physical examinations
for employees in certain job positions, employers also
should require employees to submit to a substance abuse
test during the examination.
More specifically, 'Routine-fitness-for-duty tests' are
those tests that are performed on eligible employees
as part of physical examinations (e.g., annual,
periodic recurring, or biennial physical examinations),
where the examinations are required by law, regulation,
or company policy, or routinely performed pursuant to
company or location policy.
(For example, job positions that typically require physical
examinations are those in which employees participate
in an industry that is regulated to ensure safety, a
goal dependent, in a substantial part, on the health
and fitness of employees.
For example, employers involved
in the transportation industry, which is regulated by
the Department of Transportation, are required to have
biennial testing of drivers and periodic testing of pilots.
Another example is construction industry firms, which
often require employees to be tested during routinely
scheduled physical examinations.)
Regarding when to test for drugs, alcohol, or both:
IMPORTANT: Regarding drugs: In all substance
abuse tests, an employer is required to test for any
or all of the drugs listed in the definition, and shall
not test for any drug not listed in this definition.
See definition of 'drug.' (OCGA
34-9-415 (e) (2))
(For
example, NIDA/HHS (SAMHSA) and CAP laboratories offer
standard tests that include the drugs listed in this
definition. For example, a '5 Panel', or a '10 Panel'
are commonly used by employers.)
IMPORTANT: Regarding alcohol: See the definition
of 'alcohol'. An employer should test for alcohol,
when he or she has reasonable suspicion to believe
an employee is using alcohol on the job in violation
of the employer's policy.
Employers should keep in
mind that according to the definition of reasonable
suspicion, 'if an employee has caused or contributed
to an accident while at work', reasonable suspicion
may arise.
Employers, however, are not limited to reasonable
suspicion testing when alcohol is concerned. For example,
employers also may want to conduct post-accident testing
for alcohol, in addition to drugs. Because circumstances
are different in each instance that an employee is
required to submit to a substance abuse test, it is
best for the employer to determine when the employee
should be tested for both drugs and alcohol.
(For example,
in 'job applicant testing', 'post-rehabilitation testing',
and 'routine-fitness-for-duty testing' – an employer
may decide to test only for drugs. But in 'reasonable
suspicion testing' and 'post-accident testing', an
employer may decide to test for both drugs and alcohol.
These laboratories also offer standard tests for alcohol.
For example, common types of tests for the presence
of alcohol include testing the urine, breath, saliva
or blood.
The 'threshold detection level' (see attachment
definition) of the substances tested in initial and
confirmation tests are set by NIDA/HHS (SAMHSA) and
CAP laboratories in conformity with federal standards.
2-b. Procedures for Substance Abuse Testing Required
for Certification. (OCGA
34-9-415 (d) and (e))
It is important to remember that all information
obtained in substance abuse testing should be maintained
in a medical file separate from the personnel file.
If an employer has a Medical Review Officer (MRO), the
MRO should keep this file.
If an employer does not have an MRO, the employer should
appoint a drug-free workplace program coordinator who
is responsible for keeping the documentation required
by this form, for interpreting test results, and most
importantly, for ensuring that confidentiality is maintained.
Specimen Collection Responsibilities Required for Certification: (OCGA
34-9-415 (d) (1) through (5))
____________Collection of job applicant and employee
specimen are performed in accordance with the following
standards and procedures:
Standards for Specimen Collection:
- Specimen collection should be conducted in a manner
reasonably to protect the privacy of the individual
and to prevent substitution or contamination of the
specimen.
- Specimen collection should be documented
by labeling the containers to prevent erroneous identification
of results.
- Specimen collection, storage, and transportation
to the testing site should be performed in a manner
which reasonably will preclude specimen contamination
or adulteration.
Procedures for Specimen Collection:
Who may collect?
A physician, a physician's assistant, a registered
professional nurse, a licensed practical nurse, a nurse
practitioner, a certified paramedic present at the
scene of an accident, a person certified or employed
by a laboratory certified by National Institute on
Drug Abuse, the College of American Pathologists, or
the Georgia Department of Human Resources, or a qualified
person certified or employed by a collection company.
OR
An employer representative who has been trained
to collect specimens in accordance with accepted chain
of custody procedures (65 C.F.R. 244)
Chain of custody procedures required:
- Chain of custody procedures must be used by the above
individuals to ensure proper record keeping, handling,
labeling, and identification of all specimens to be
tested.
NOTE: NIDA/HHS (SAMHSA) and CAP laboratories provide
the specimen collection packages that include the appropriate
forms necessary for chain of custody procedures. These
laboratories also may be able to provide training on
proper collection procedures.
NOTE: Proper collection
methods are essential in assuring accuracy of test results.
As a result, if a specimen is not collected in accordance
with the standards as set forth by NIDA/HHS (SAMHSA)
and CAP laboratories, these laboratories will not accept
the specimen for analysis.
Procedures regarding prescription and nonprescription
medication:
NOTE: Though not required for certification, employers
are STRONGLY encouraged to use the services of a Medical
Review Officer (MRO) in determining the validity of a
laboratory confirmed drug test result.
If a drug test
result is confirmed positive, it is the employer’s
responsibility to ensure prescription medications, over
the counter drugs, or other medical history pertinent
to the drug screen could affect the final result of the
test.
If the employer does not wish to hire an MRO, the
employer may ask the job applicant or employee for evidence
of a prescription that may have affected the test result.
In addition, NIDA/HHS (SAMHSA) and CAP labs offer technical
assistance and MROs to interpret the results.
IMPORTANT NOTE: The employer should be mindful
of the American’s with Disabilities Act (ADA) and
pertinent liability issues in making the determination
in the use of an MRO as part of a comprehensive drug-free
workplace program.
A list of prescription and over the
counter drugs that may affect test results is attached
for your information. This list is included as an educational
tool and is NOT exhaustive. In cases where drugs not included
on this list appear in a test result, an employer may wish
to consult the laboratory, an MRO, a pharmacist, or other
expert on the effect that prescription and over the counter
drugs have on laboratory test results.
Laboratories that must test specimens:
- NIDT devices (On-Site Kits) may be used for the
initial screening for POST OFFER (or new hire) testing
ONLY.
- For current employees, (Reasonable Suspicion,
Post Accident, Post Rehabilitation, Fit-For-Duty),
ALL specimens, initial and confirmation testing, must
be tested only by a NIDA/HHS (SAMHSA) or CAP laboratory.
(Also attached is information on how to find NIDA/HHS
(SAMHSA) and CAP laboratories in Georgia .)
- All non-negatives
from initial screening in Post Offer (New Hire) drug
testing must be confirmed by GC/MS method in a NIDA/HHS
(SAMHSA) or CAP laboratory.
Employer Responsibilities Required for Certification: (OCGA
34-9-415 (d) (6) through (12))
____________I am complying with the following procedures
that are necessary for certification:
Notification of positive confirmed test results:
- Within 5 days after receipt of a positive
confirmed test result from the laboratory, an employer must
inform in writing a job applicant or employee the
[1] fact that he or she tested positive, [2] the consequences
of testing positive, and [3] the options available
to the job applicant or employee.
- If the job applicant or employee requests, the employer
shall provide a copy of the test results.
- An employer must ensure that all initial tests having
a positive result are verified by a confirmation test.
If an employer has been trained to collect specimens:
- If an employer has been trained to collect specimens,
the employer must use chain of custody procedures to
ensure proper record keeping, handling, labeling, and
identification of all specimens to be tested.
Payment for the initial and confirmation tests required
by the employer:
- An employer is required to pay the cost
of all substance abuse tests, initial and confirmation,
which the employer requires of employees and
job applicants.
Additional tests not required by the employer:
- If a job applicant or employee chooses to have an
additional test not required by the employer, then
the job applicant or employee must pay the cost
of any additional test.
- Any additional tests, however, must be conducted on
the same specimen as the original test.
Documentation of Reasonable Suspicion Testing:
- If testing is conducted based on reasonable suspicion,
the employer shall promptly detail in writing the
circumstances which formed the basis of the determination
that reasonable suspicion existed to warrant the testing.
- This documentation shall be kept confidential pursuant
for at least one year.
- A copy of the above reasonable suspicion documentation
should be given to the employee upon request.
Laboratory Responsibilities Required
for Certification (OCGA
34-9-415 (e))
____________The laboratory that I am using is complying
with the following procedures that are necessary to ensure
maximum reliability and accuracy.
NOTE: These standards are required in order to avoid employer
and/or laboratory liability for faulty tests results. These
standards and procedures are typical of laboratories approved
by NIDA/HHS (SAMHSA) or CAP.
Only laboratories that are approved by the National
Institute on Drug Abuse (NIDA/HHS) or the College of
American Pathologists (CAP) may perform confirmation
tests.
Name of laboratory___________________________
Address of laboratory____________________________
Phone number: (______) _______________________
NIDA/HHS (SAMHSA) or CAP Certification: ________________________________
Chain of custody Procedures Required:
- The laboratory must have written procedures to ensure
chain of custody.
Quality Control Procedures Required:
- The laboratory must follow proper quality control
procedures including, but not limited to [1] the use
of internal quality controls including the use of samples
of known concentrations which are used to check the
performance and calibration of testing equipment, and
periodic use of blind samples for overall accuracy;
[2] an internal review and certification process for
test results, conducted by a person qualified to perform
that function in the testing laboratory; [3] security
measures implemented by the laboratory to preclude
adulteration of specimens and test results; [4] other
necessary and proper actions taken to ensure reliable
and accurate test results.
Disclosure of Test Results:
- A laboratory must disclose to the employer a written
test result report within seven working days after
receipt of the sample.
- All laboratory reports of
test results shall state at a minimum [1] the name
and address of the laboratory that performed the test
and positive identification of the person tested; [2]
positive results on confirmation tests only; [3] negative
results may report from initial or confirmation tests;
[4] a list of the drugs for which the analyses were
conducted; [5] the type of tests conducted for both
initial and confirmation tests and the minimum cut-off
levels of the tests.
- No report shall disclose the
presence or absence of any drug other than a specific
drug and its metabolites listed pursuant to this article.
Technical Assistance Required:
- Laboratories should provide technical assistance
to the employer and the employee or job applicant for
the purpose of interpreting any positive confirmed
tests results which could have been caused by prescription
or nonprescription medication.
Confirmation Tests Required for Positive Initial Tests:
- An employer is not obligated to seek a confirmation
test on negative initial tests. But if an initial test
is negative, the employer may at its sole discretion
seek a confirmation test.
- All positive initial tests
must be confirmed using the gas chromatography/mass
spectrometry (GC/MS) method or an equivalent or more
accurate scientifically accepted methods approved by
NIDA/HHS (SAMHSA) as such technology becomes available
in a cost-effective form.
3. Employee Assistance Required for Certification: (OCGA
34-9-416)
An employer must provide employee assistance in order
to be certified. (OCGA
34-9-416)
____________EITHER you have an Employee Assistance
Program (EAP):
Employees have been informed of the benefits and services
of the Employee Assistance Program (EAP) and have been
provided notice of the policies and procedures regarding
access to and utilization of the program.
(OCGA
34-9-416 a))
IMPORTANT: See definition of Employee Assistance
Program (EAP). A comprehensive EAP provides four of the
five components of a certified drug-free workplace program:
[1] assistance in policy writing, [2] employee education
and awareness, [3] supervisor training, [4] and employee
assistance.
The Statute (OCGA
34-9-411(6)) defines Employee Assistance
Program as follows:
A. Employee Assistance Program means a worksite focused
program designed to assist:
(i) Employer work organizations in addressing employee
productivity issues; and
(ii) Employee clients in the identification and resolution
of job performance problems associated with employees
impaired by personal concerns, including, but not limited
to, health, marital, family, financial, alcohol, drug,
legal, emotional, stress or other personal issues that
may affect job performance.
B. A minimum level of core services must include consultation
and training and assistance to work organization leadership
in policy development, organizational development, and
critical incident management; professional, confidential,
appropriate, and timely problem assessment services; constructive
intervention and short-term problem resolution; referrals
for appropriate diagnosis, treatment, and assistance; follow-up,
monitoring, and case management with providers and insurers;
employee education and supervisory training; and quality
assurance.
C. An optimum level of core services must include, in
addition to the minimum level core services, the designation
of an individual who shall be responsible to administer
the employer’s Employee Assistance Program and to
certify that the employer work organization’s drug-free
workplace program contains all elements of the drug-free
workplace program required by Code Section 34-9-413 and
that such program satisfies the annual certification requirements
of Code Section 34-9-421; provided, however, that such
individual shall have training and experience with Employee
Assistance Programs in accordance with rules and regulations
prescribed by the State Board of Workers’ Compensation.
An EAP is a work-site based service that assists in the
identification and resolution of job performance problems
associated with employees impaired by personal concerns,
including, but not limited to health, marital, family,
financial, alcohol, drug, legal, emotional, stress or other
problems which may adversely affect employee productivity.
While the function of an EAP is much broader than merely
addressing problems associated with substance abuse in
the workplace, an EAP does play a significant role in a
drug-free workplace program. EAPs are frequently able to
identify substance abusing employees before costly problems
such as accidents, errors, absenteeism and increased insurance
utilization occur. Given the time and money it takes to
replace an experienced employee dismissed due to a positive
test result, an EAP offers employers an alternative to
firing a valued employee found to use drugs.
OR you may maintain and post other means of employee
assistance:
Maintenance, distribution, and posting
of resource information of providers
of other means of employee assistance
including drug and alcohol abuse programs,
mental health providers, and other
persons, entities, or organizations
available to assist employees with personal
or behavioral problems. (OCGA
34-9-416 (b))
The statute (OCGA
34-9-416) provides that:
If an employer dos not have an Employee Assistance Program,
the employer must maintain a resource file of providers
of other employee assistance including drug and alcohol
abuse programs, mental health providers, and other persons,
entities, or organizations available to assist employees
with personal or behavioral problems and must notify
the employee in writing of the availability of this resource
file. In addition, the employer shall post in a conspicuous
place a current listing of providers of employee assistance
in the area. Such listing of available providers shall
be reviewed and updated by the employer during the month
of July of each year at which time the employer shall,
when necessary, correct and revise information on all
providers listed. Employers shall take reasonable care
to identify appropriate providers and supply accurate
telephone numbers and address information on the posted
listing of providers at all times.
Employers must notify employees of the availability
of the employer's resource file containing the information
on employee assistance and update the resource file during
the month of July of each year.
For more information on employee assistance resources
in your community, contact the 24-hour Drug Abuse Helpline
in Georgia at 1-800-338-6745.
Employers should post this number where employees can
see it and distribute this number to employees so as to
enable them to access assistance confidentially.
4. Employee Education Required for Certification: (OCGA
34-9-417)
REQUIRED FOR THE FIRST YEAR CERTIFICATION as provided
by OCGA
34-9- 412, an employer must provide employees
with TWO HOURS of education on substance abuse, in general,
and its effects on the workplace, specifically. (OCGA
34-9-417)
____________Hour One of the Employee Education program
has been conducted for employees. (Date of program:______________________)
____________Hour Two of the Employee Education program
has been conducted for employees. (Date of program:______________________)
Length of the Employee Education Program:
IMPORTANT: During the first year of certification,
an employer must have completed the first hour of employee
education before qualifying for certification. The second
hour of employee education may be completed after certification,
within the next six months or, in the case of temporary
employees, after an employee has completed 1000 hours
of work since the first hour of employee education.
If an employer has an Employee Assistance Program (EAP)
as defined and explained in this form, the EAP and employer
automatically will meet the Employee Education Program
criteria necessary for certification.
Nevertheless, an
employer must conduct two hours of employee education
during the first year of certification and one hour in
the second and subsequent years in order to maintain
certification.
Content of the Employee Education Program:
FIRST HOUR CONTENTS of the Employee Education Program
must include but is not limited to the following information:
(1) The employer's policies and procedures regarding
substance abuse in the workplace and how employees who
wish to obtain a substance abuse treatment can do so.
- Explanation of the employer's policy against substance
abuse and the consequences for violating this policy.
- If the employer has an EAP: How employees use the
EAP and when and for what purposes would an employee
use the EAP.
- If an employer does not have an EAP: Other means
of employee assistance that is available to the employees.
- Explanation of reasonable suspicion.
- Basic Facts / Statistics
In addition, employers may choose any of the following
topics and even combine them in order to comply with
the employee education component.
Example Topics:
- The explanation of the disease model of addiction
for alcohol and drugs.
- Enabling.
- Use
versus Abuse.
- Why People Abuse Substances
- Alcohol
Anonymous: Review of 12 steps to recovery.
- Alcohol
Anonymous: History of the AA Program.
- The
recovering employee.
- Relapse in the
workplace.
- The role of the family
in addressing substance abuse and addiction.
- The
role of co-workers in addressing substance abuse and
addiction.
- The role of co-workers
in maintaining a drug-free workplace.
(2) The effects and dangers of the commonly abused
substances in the workplace:
Example Topics:
- The most abused drugs in the
workplace.
- A close look at marijuana,
cocaine/crack, inhalants, alcohol, opiates, hallucinogens,
or prescription drugs, etc.
- The return
of LSD.
- The physical and psychological
effects of the above drugs and others.
- Warning
signs.
- Stress and the workplace.
- Safety
and the workplace.
- Domestic violence
and substance abuse.
- Health, medical
risks and substance abuse.
- Wellness,
exercise, and substance abuse.
AND...
(3) Insurance utilization and benefits in the
context of substance abuse treatment.
- The role of the family when
someone seeks treatment for substance abuse.
- The
role of co-workers when someone seeks treatment for
substance abuse.
- Legal issues surrounding
substance abuse.
How to communicate the Employee Education Program:
Because resources available to employers across the
state will vary from community to community, the employee
education component of the drug-free workplace certification
process is meant to be flexible so that employers may
be creative in conducting employee education. For example,
employers may utilize speakers, workshops, newsletters,
videos, written material, in-house supervisors that have
been educated on how to train employees, a combination
of the above, and any other means of educating employees
for purposes of a drug-free workplace.
For available resources in the community, an employer
may wish to contact the following individuals and organizations:
- Georgia 24 Hour Helpline 1-800-338-6745
- DRUGS
DON’T WORK IN GA. 404-223-2277
- Prevention
Resource Center at the Georgia Department of Human
Resources and those that may be located in your community
- Georgia
Employee Assistance Professionals Assoc: www.gaeapa.org
- Treatment
centers
- Private therapists
- Georgia
Addiction Counselors Association
- Occupational
Nurse Association
- Psychiatric Nurses
Association
- Labor attorneys
- Speakers
Bureaus at chambers of commerce or other organizations
- Prevention
associations in your community
- Law
enforcement officials (e.g., DEA or GBI)
- American
Society for Training Development
- Alcoholics
Anonymous
- Cocaine Anonymous
- Narcotics
Anonymous
How to document the Employee Education Program:
In order to document the completion of employee education,
an employer should complete a form like the one attached
to this document and maintain these records of compliance
in a file for this purpose.
SECOND AND SUBSEQUENT YEAR CERTIFICATION REQUIRES EMPLOYEE
EDUCATION IN THE AMOUNT OF ONE HOUR ANNUALLY.
5. Supervisor Training Required for
Certification: (OCGA
34-9-418)
In addition to the employee education program (two
hours 1st year), employers must provide all supervisory
personnel with a minimum of two hours of supervisor
training in the first year of certification and one
hour per year thereafter. (OCGA
34-9-418)
(Supervisors should receive a total of four hours of
education and training in the first year and two hours
(total) in the second and subsequent years).
____________Supervisors participated with employees
in the above education program,
AND
____________FIRST YEAR REQUIRES two hours of supervisor
training on how to recognize signs of substance abuse,
how to document and collaborate signs of employee substance
abuse, and how to refer substance abusing employees to
the proper treatment providers.
IMPORTANT: Supervisors must have completed
the first hour of employee education and at least one
hour of annual supervisor training before an employer
may qualify for certification. The second hour of supervisor
training may be completed after certification, within
the next six months (during the first year).
It is absolutely crucial that supervisors are trained
before implementing reasonable suspicion testing and
any referrals of employees to the EAP or for treatment.
If an employer has an Employee Assistance Program (EAP)
as defined and explained in this form, and the EAP and
employer have contracted for the EAP to provide employee
education AND supervisor training, the employer automatically
will meet the Employee Education Program criteria necessary
for certification.
The Supervisor Training Program should include
but not be limited to the following information. Employers
may choose any of the following topics and even combine
them in order to comply with the supervisor training component.
Example Topics:
- Reasonable suspicion: Building
and establishing through observation and measurement.
- EAP
referrals: Supervisor referral, voluntary/self referral,
last chance agreement.
- How to recognize
signs of employee substance abuse.
- How
to refer substance abusing employees to the proper
treatment.
- How family problems affect
the employee's performance.
- Enabling
employees.
- Intervention.
- Using
positive peer pressure.
- Using management
to gain support for mutual goals.
- Conducting
the performance review.
- When and if
to test? Confront? Interview?
How to communicate the Supervisor Training Program:
See the section of the guidelines on employee education
and use the same resources as listed for the Employee
Education Program.
How to document the Employee Education Program:
Use the same form as attached for Employee Education
Program.
SECOND AND SUBSEQUENT YEARS OF CERTICATION REQUIRES SUPERVISOR
TRAINING IN THE AMOUNT OF ONE HOUR ANNUALLY.
6. Confidentiality Required for Certification: (OCGA
34-9-420)
____________All information received through substance
abuse testing is confidential, but may be used or received
in evidence, or obtained in discovery, or disclosed in
any civil or administrative proceeding when the information
is relevant to the employer's defense, e.g., a workers'
compensation hearing.
IMPORTANT: Information on test results shall
not be released or used in any criminal proceeding
against the employee or job applicant. Information
released contrary to this law shall be inadmissible
as evidence in any such criminal proceeding.
The consent form must contain at minimum:
[1] The name of the person who is authorized to obtain
the information;
[2] The purpose of the disclosure;
[3] The precise information to be disclosed;
[4] The duration of the consent;
[5] The signature of the person authorizing release of
the information.
7. Disclaimers regarding a certified drug-free workplace
program: (OCGA
34-9-419)
No physician-patient relationship is created between
an employee or job applicant and an employer, MRO, or any
person performing or evaluating a substance abuse test
solely by the establishment, implementation or administration
of substance abuse testing.
Nothing in the law creating a drug-free workplace
program and nothing in this form shall be construed to
prevent an employer from establishing reasonable work rules
related to employee possession, use, sale, or solicitation
of drugs, including convictions for drug-related offenses,
and taking action based upon a violation of those rules.
Nothing in the law or in this form shall be construed
to operate retroactively, and nothing in this article shall
abrogate the right of an employer under state or federal
law to conduct substance abuse tests, or implement employee
substance testing.
Nothing in the law or in this form shall be construed
to prohibit an employer from conducting medical screening
or other tests required, permitted, or not disallowed by
any statute, rule, or regulation for the purpose of monitoring
exposure of employees to responsibilities. Such screening
or tests shall be limited to the specific materials expressly
identified in the statue, rule, or regulation, unless prior
written consent of the employee is obtained for other tests.
No cause of action shall arise in favor of any
person based upon the failure of an employer to establish
or conduct a program or policy for substance abuse testing.
8. Maintenance and Revocation of Certification:
Employers must maintain compliance with the criteria
for a certified drug-free workplace during the entire year
that certification is granted.
If at any time an insurer has reason to believe
that an insured employer with a certified drug-free workplace
program has fallen out of compliance, the insurer has the
right to physically review and verify the employer's documentation
of its certified drug-free workplace program.
For example, if the insurer receives an unreasonable
number of claims which involved employee substance abuse
from an employer with a certified drug-free workplace
program, such that it appears the employer is not maintaining
its drug-free workplace program – the insurer has
the right to physically review and verify employer's
documentation of its certified drug-free workplace program.
The policy statement should be made available to the
insurer for review.
Employers should use the forms attached for proof of
employee education and supervisor training.
Employee
Assistance may be verified by proof of the employer's
contract with an EAP or by a showing of the maintenance,
distribution, and posting of other means of employee
assistance.
Substance abuse testing may be proved by
a showing of the employer's bill from the laboratory
and/or collection facilities. An employer should not
disclose specific employee's test results, as information
is confidential. But if a positive confirmed test result
is found in relation to post-accident testing, the information
obviously becomes relevant to the employer's defense
in any proceeding to deny the employee's workers' compensation
benefits. When a positive confirmed test result is relevant
to an employer's defense, information received in relation
to that test result is no longer confidential.
If after reviewing the relevant documentation,
the insurer finds that an employer has not maintained its
certified drug-free workplace, the insurer should contact
the Georgia State Board of Workers' Compensation.
The State Board will investigate the facts and
determine on a case by case basis whether to revoke certification.
The State Board has the authority to revoke certification
if the State Board finds an employer has not substantially
complied with the certification requirements.
Definitions applicable to the law, and rules and guidelines:
(1) 'Alcohol' means ethyl alcohol, hydrated
oxide of ethyl, or spirits of wine, from whatever source
or by whatever process produced.
(2) 'Chain of custody' means the methodology
of tracking specified materials, specimens, or substances
for the purpose of maintaining control and accountability
from initial collection to final disposition for all
such materials, specimens, or substances and providing
for accountability at each stage in handling, testing,
and storing materials, specimens, or substances and
reporting test results.
(3) 'Confirmation test', 'confirmed test',
and 'confirmed substance abuse test' means
a second analytical procedure used to identify the
presence of a specific drug or metabolite in a specimen.
The confirmation test must be different in scientific
principle from that of the initial test procedure.
This confirmation method must be capable of providing
requisite specificity, sensitivity, and quantitative
accuracy. GC/MS is the authorized confirmation test
under this statute.
(4) 'Drug' means amphetamines, cannabinoids,
cocaine, phencyclidine (PCP), methadone, methaqualene,
opiates, barbituates, benzodiazepines, propoxyphene,
or a metabolite of any such substances. An employer
may test an individual for any or all of these.
(5) 'Employee' means any person who works
for salary, wages, or other remuneration for an employer.
(6) 'Employee Assistance Program' means
a worksite focused program designed to assist: (i)
Employer work organizations in addressing employee
productivity issues; and (ii) Employee clients in the
identification and resolution of job performance problems
associated with employees impaired by personal concerns,
including, but not limited to, health, marital, family,
financial, alcohol, drug, legal, emotional, stress
or other personal issues that may affect job performance.
A minimum level of core services must include consultation
and training and assistance to work organization leadership
in policy development, organizational development,
and critical incident management; professional, confidential,
appropriate, and timely problem assessment services;
constructive intervention and short-term problem resolution;
referrals for appropriate diagnosis, treatment, and
assistance; follow-up, monitoring, and case management
with providers and insurers; employee education and
supervisory training; and quality assurance. An optimum
level of core services must include, in additional
to the minimum level core services, the designation
of an individual who shall be responsible to administer
the employer’s Employee Assistance Program and
to certify that the employer work organization’s
drug-free workplace program contains all elements of
the drug-free workplace program required by Code Section
34-9-413 and that such program satisfies the annual
certification requirements of Code Section 34-9-421;
provided, however, that such individual shall have
training and experience with Employee Assistance Programs
in accordance with rules and regulations prescribed
by the State Board of Workers’ Compensation.
(7) 'Employer' means a person or entity that
is subject to the provisions of this chapter but shall
not include the state or any independent school system
or any municipal corporation for the purposes of this chapter.
(8) 'Initial Test' means a sensitive, rapid
and reliable procedure to identify negative and presumptive
positive specimens including “on-site” testing.
All initial tests shall use an immunoassay procedure or
an equivalent procedure or shall use a more accurate scientifically
accepted method approved by the National Institute on Drug
Abuse/HHS or by Georgia law, as such more accurate technology
becomes available in a cost-effective form. An employer
may also use on-site testing kits for post-offer initial
testing of job applicants.
(9) 'Job applicant' means a person who has
applied for a position with an employer and has been offered
full time employment conditioned upon successfully passing
a substance abuse test.
(10) 'Nonprescription medication' means a
drug or medication authorized pursuant to federal or state
law for general distribution and use without a prescription
in the treatment of human disease, ailments, or injuries.
(11) 'Prescription medication' means a drug
or medication lawfully prescribed by a physician for an
individual and taken in accordance with such prescription.
(12) 'Reasonable suspicion testing' means
substance abuse testing based on a belief that an employee
is using or has used drugs or alcohol in violation of the
employer's policy drawn from specific objective and articulable
facts and reasonable inferences drawn from those facts
in light of experience. Among other things, such facts
and inferences may be based upon, but not limited to the
following:
(A) Observable phenomena while at work such as direct
observation of substance abuse or of the physical symptoms
or manifestations of being impaired due to substance
abuse;
(B) Abnormal conduct or erratic behavior while
at work or significant deterioration in work performance;
(C) A report of substance abuse provided by a reliable
and credible source;
(D) Evidence that an individual
has tampered with any substance abuse test during his
or her employment with the current employer;
(E) Information
that an employee has caused or contributed to an accident
while at work; or
(F) Evidence that an employee has
used, possessed, sold, solicited, or transferred drugs
while working or while on the employer's premises or
while operating the employer's vehicle, machinery,
or equipment.
(13) 'Rehabilitation program' means
an established program capable of providing expert identification,
assessment, and resolution of employee drug or alcohol
abuse in a confidential and timely service. This service
shall in all cases be provided by the persons licensed
or appropriately certified as health professionals to
provide drug or alcohol rehabilitative services.
(14) 'Specimen' means tissue, blood, breath,
urine, saliva or other product of the human body capable
of revealing the presence of drugs or their metabolites
or of alcohol.
(15) 'Substance' means drugs or alcohol.
(16) 'Substance abuse test' or 'test' means
any chemical, biological, or physical instrumental analysis
administered for the purpose of determining the presence
or absence of a drug or its metabolites or of alcohol.
(17) 'Threshold detection level' means the
level at which the presence of a drug or alcohol can be
reasonably expected to be detected by an initial and confirmatory
test performed by a laboratory meeting the standards specified
in these rules and regulations. The threshold detection
level indicates the level at which a valid conclusion can
be drawn that the drug or alcohol is present in the employee's
specimen.
Appendix A
Information on NIDA/HHS (SAMHSA) and CAP laboratories:
NIDA/HHS (SAMHSA) Laboratories:
The federal agency called the National Institute on Drug
Abuse (NIDA) has been renamed the Substance Abuse and Mental
Health Services Administration (SAMHSA). Laboratories that
were certified by NIDA now have certification by SAMHSA
under the United States Department of Health and Human
Services (HHS).
This name change occurred after the Georgia
General Assembly passed the law creating the premium discount
for certified drug-free workplaces. The name change does
not affect whether a laboratory is certified pursuant to
federal minimum standards. If a laboratory used to have
NIDA certification, it now has (SAMHSA) HHS certification.
For a list of laboratories which have been certified pursuant
to federal minimum standards, please log on to www.drugfreeworkplace.gov.
This list is updated monthly. A search by state is available.
CAP Laboratories:
For all information on whether a laboratory has College
of American Pathologists (CAP) certification, please log
on to www.cap.org, click on Accreditation and Laboratory
Improvement, then scroll down to Accredited Laboratory
Directory, and then if looking by state, enter that name
as the search criterion.
Appendix B
Form documenting completion of Employee Education and
Supervisor Training Program.
Fill out this form and attach a list of attendee's signatures
to document their participation. Keep this documentation
in a file for your review by your insurer or the Georgia
State Board of Workers' Compensation Board upon request.
1. Check one:
________________ |
First Hour of Employee
Education Program
(Date of completion:_____________________) |
Must be completed
before certification
|
________________ |
Second Hour of Employee
Education Program
(Date of completion:_____________________) |
OR N/A if in 2nd
year
|
________________ |
First Hour of Supervisor
Training Program
(Date of completion:_____________________) |
Must be completed
before certification
|
________________ |
Second Hour of Supervisor
Training Program
(Date of completion:_____________________) |
OR N/A if in 2nd
year
|
2. Has employer contracted with an Employee Assistance
Program (EAP):
Yes ______________ No _____________
3. Title and Description of Program: _______________________________________________
___________________________________________________________________________
___________________________________________________________________________
4. Length of Program: _________________________________________________
5. Means of communication used to teach the employees
and/or supervisors:
___________________________________________________________________________
6. Number of employees/supervisors (circle one): ____________
7. Number of employees/supervisors participating in program
(circle one): _____________
8. Signature of trainer or supervisor who conducted this
program:
_______________________________ Date: __________________
Appendix C
OVER-THE-COUNTER AND PRESCRIPTION DRUGS
THAT MAY ALTER OR AFFECT THE OUTCOME OF A DRUG TEST
*This information is included only to assist employers
in evaluating positive test results in relationship to
prescription or over the counter drugs reported by employees.
*Please note this list is not exhaustive. In cases of drugs
not included on this list, an employer may wish to consult
with the laboratory, a MRO, a pharmacist, or other expert
for further assistance.
Alcohol
All liquid medications containing ethyl alcohol (ethanol).
Please read the label for content. As an example,
Vick's Nyquil is 25% (50 proof) ethyl alcohol, Comtrex
is 20% (40 proof), Contac Severe Cold Formula Night
Strength is 25% (50 proof) and Listerine is 26.9%
(54 proof).
Amphetamines
Obetrol, Biphetamine, Desoxyn, dexedrine, Didrex
Cannabinoids
Marinol (Dronabinol, THC)
Cocaine
Cocaine HCI topical solution (Roxanne)
Phenecyclidine
Not legal by prescription.
Methaqualone
Not legal by prescription.
Opiates
Paregoric, Parepectolin, Donnagel PG, Morphine, Tylenol
with Codeine, Empirin with Codeine, APAP with Codeine,
Aspirin with Codeine, Rubitussin AC Guiatuss AC Novahistine
DH, Novahistine Expectorant, Dilaudid (hydromorphone),
M-S contin and Roxanol (morphine sulfate), Percodan,
Vicodin, etc.
Barbituates
Phenobarbital, Tuinal, Amytal, Nembutal, Seconal, Lotusate,
Fioricet, Esgic, Butisol, Mebaral, Butabarbital, Butabital,
Phrenilin, Triad, etc.
Benzodiazepines
Ativan, Azene, Clonopin, Dalmane, Diazepam, Librium, Xanax,
Serax, Tranxene, Valiumn Verstram, Halcion, Paxipam,
Restoril, Centrax.
Methadone
Dolophine, Methadose
Propoxypohene
Darvocet, Darvon N, Dolene, etc.
|