For Managers and Supervisors
Maintaining a safe, productive, and respectful work environment is a critical responsibility of every manager and supervisor. One of the more sensitive but essential aspects of this role is recognizing and addressing substance use and impairment in the workplace. UCDH has clear policies and procedures in place to help guide leaders through this process with consistency, legality, and compassion.
Why This Matters
Substance use and impairment, whether due to alcohol, illegal drugs, or even prescription medications can compromise workplace safety, performance, and patient care. Managers and Supervisors play a key role in identifying concerns early and initiating the appropriate response. This is not just about discipline, it is about protecting employees, patients, and the integrity of our workplace.
Training: Reasonable Suspicion
All Managers, Supervisors and Authorized Administrators are required to complete the Reasonable Suspicion training in the Learning Management System (LMS). This course equips you with knowledge and tools to:
- Recognize signs of possible impairment
- Understand your responsibilities under UC Davis Health policy
- Document observations accurately
- Initiate the next appropriate steps, including substance use screening through Quest Diagnostics
Action Required: If you have not completed this training, click here to enroll and begin.
Policy and Process Overview
Policy 2909: Substance Use and Impairment in the Workplace
This policy outlines UC Davis Health’s stance on substance use, expectations for employee behavior, and the procedure for addressing suspected impairment. It provides clarity on:
- What constitutes impairment
- Managers and Supervisor roles and responsibilities
- Authorized Administrator roles and responsibilities
- When and how to request substance use screening
Note: It is not your role to diagnose impairment, but to observe, document, and act in accordance with policy.
Tools for Documentation and Next Steps
When you have reasonable suspicion that an employee may be impaired, the following documents must be used:
Impairment Observation for Reasonable Suspicion (Fillable Form)
Use this form to document the objective behaviors or signs that raise concern. This may include:
- Slurred speech
- Unsteady movement
- Odor of alcohol or drugs
- Confusion or erratic behavior
Document observations immediately and factually, avoiding assumptions or subjective language.
Consent to Substance Use Screening
Before initiating any testing, the employee must complete this consent form. This ensures compliance with legal and privacy standards.
Ordering Substance Use Screening from Quest Diagnostics – For Authorized Administrators Use Only.
Follow this step-by-step guide to order the screening. Screening should be conducted promptly after observations are made and consent is obtained.
Your Role as a Leader
As a manager or supervisor, your responsibility is not to accuse but to observe, document, and act within policy. Handling these situations with professionalism and empathy helps ensure a safe and supportive workplace for all.
If you are unsure how to proceed in a particular situation, consult with your HR Business Partner or the Employee Relations Consultant before taking action.
In Summary
- Complete the Reasonable Suspicion Training
- Familiarize yourself with Policy 2909
- Use the Observation Form to document concerns
- Obtain employee consent before testing
- Order screening as needed
Being prepared and following the proper procedures protects everyone, your team, our patients, and UC Davis Health as a whole.
For questions or support, don’t hesitate to reach out to your HR Consultant.