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CHAPTER 1-60POLICY'ONSMOKING IN HEWCK'QUPIED BUILDINGS AND FACILITIES 1-60'-00 Purpose •. 10 Policy 20 Applicability and Scope ~ 30 Responsibilities 40 Implementation,Direetives 50 Education and;Training~ 60 Complaint Procedure 70 Notices and'Signs&0 ReferraliofQuestions The purpose of this chapter iss to provide aDepartmentwide:poiicy. on smoking~.in HEW-occupied;bui'Sdingsand facilities. It supersedes General Addministration Manual Circular 72.1, dated February 7', 1972, "Poliicyon,Smoking!in HEW-Occupied Buildings". A. It is the policyy of the Department to protect theriqhts of nonsmokers (both Federal employees and the public)) byy re- stricting smoking in certain areas of HEW-occupied buildings and faci~liities. The Department also recognizes the rights of individuals to~smoke, provided~such action.does not endanger life or property,,, cause discomfort or unreasonable annoyance to nonsmokers or infringe upon thei'rrights. B: Inrecognition~of,the fact that smoking is dangerous to the health of smokers; that tobacco smoke in a confined area _ ,create.s a health hazard to nonsmokers suffering.from.hear~G disease, respiratory diseases or allergies related to tobacco smoke; and that smoke in a confined area may beir~ritating and annoying to~nonsmokers and violates their privilege of breathing air relatively.free from tobacco smokecontaminatlion, every effort will be made to pro- vide an environment reasonably free of such contaminants. A. The provisions.of~ thisdirectiveapply toallorgdnizational elements: of HEW'that.occupy.Government.owned and leased HEW buildings and facilities. . HEW 1N-7.8.2~ (1/18 J8)iSuper~.sedes~~Cir~cular 72:.1i,.d'ated 2~~7172~

15 B~ Theseprovisionsare.also applicable toHE~- elements occupying.Government owned and~leased space w}iich.i'~s assigned by.6SA, and space obtained on a use permit, or nominal rental or rent-free basis. Inisuchcases,, the. Department policy will apply within the confines of the assigned'space over which~HEW has exc.lusivee custody and controD.. A.. The Heads of POCs.(fortbeirheadquart~ers, regional and field components); 2ROs (Porthe organizational elements under their direct control); and Drrector,.Office, of Management Services, OS (for the Office.of the Secretary at tieadquarters),; areresponsiblee and accountable for implementing the provisions of this chapter... They will: (1) Prepare am.implementatiom plan setting fortlithe provisions of~this .chapterand methods to insure compliance within 60 days of itss effect.ivedate. A copy, of the plan willi be submitted to the Assistant Secretaryfor, ManagQment andSudget for review. a.. In Government owned!HEWoccupied buildings and;facilities,, the senior HEW'offieial has theresponsibi'lityfor implementing theSecretary'spoli'cy as it relates to space under his orherjuris.diction and control as implemented by his or her appropriate head- quarters.. Where two or more HEW organizational elements occupy the same building orfaeilityr and theof~ficials are of the same rank, these officials will sharee implementing.responsibility and issue a single directive covering HEW employeess occupying!thee building or facility. b.. In~buildings that are controlled by other Government Agencies, such as GSA or non- Government organizations or individuals, the3ecretary's policy will beapplied; when the space is being utilized exclusively for HEPi'activities. If an agreement with the occupant, owner, or lessor can bee reachedion the control of smoking, officials are authorized to jointly issue implementing directives.. - 1 i,6~ . ~;k;t_

16 c: In addition to the actions required bythi~schapter,y officers in charge of all Public Health Service facilities shall implement the "Policy on Smoking for Medical Care Facilities of the Department of Defense, Public Health Service and Veterans Administration" within their respective jurisdictions. (See Exhibit . L-60-1). B. Heads of Staff 08ficeswil~1'support the provisions of this policyand,assist the Headsof POCs., PROs,and', Direetor. Office of Management Services, OS,, in its implementation. The ASMB and Assistant Secretary for - Personnel Administration will provide within theirareasof responsibility supporting funds and training guidance and assistance. . 1-60-40 Implementation Directives A. General. HEW officials are directed to implement.and enforcet'he.smoking policy in areas under HEW control (see paragraph.1-60-20) . according tothe.type of space.in- volved. B. Smoking,.shall'notbe permitted in: (1)~ Conference rooms and classrooms. Conference rooms andiclassrooms are defined as a room.designated for, meetings and training,sessionsor for instructional purposes and are not used as an~of~fice or part.of andiindividual'ss usual working,area.., Included in, this definition are multi-purpose rooms while used as conference.rooms or classrooms.The person re- sponsible for holding the conference.,meeting,,or training session is also responsible for enforcingtheno-smoking rule. Prompt action shall be taken to post appropriate "No Smoking" si'gnsin these areas. There shall be no ashtrays in these areas ard receptacles for disposing of cigarettes, etc.,,.shall be placed at entrances. (2), Auditoriums. Smoking shall not be permitted in auditoriums. Prompt action shall bee taken to post appropriate no-smoking signs in auditoriums. There shall be no ashtrays in these areas.. Receptacles may be pl'ace&just inside the auditorium so that visitors may dispose of cigarettes, etc., when they become aware of the smoking restriction. 1

1'7 (3) Libraries. Smoking shall not be permi2tedin libraries except in such areas asmay, be designated as smoking areas. (4) Elevators. Elevatorsshall be designated as no- smoking areas. (5), SliuttPe Vehicles. Smoking shall be prohibited' inn shuttle vehicles under HEW contro1 A"No Smoking' ,sign shall bepostedin each vehicle and the driver shouidinform al':1' passengers of this requirement. C.. Work Areas (1). Separation of Smokers and~Nonsmokers In consideratiort of the rights of~ nonsmokers in~ work areas, theyy will,, within practical limits, be given the:opportunity, to beassianed~t~o officess or workplecesseparate:and phvsicallydistinct from~those of employees who smoke.. The.following provisions will apply in makingg these determinations: Efficiency of work units or administratire effectiveness shall not be impaired. -2- Excess.i've.costs will not result from: providing physicall separation. - -3- Additionallspace will not be required. (2)~ In common work areas, in which two or more em- ployees are as•aigned„ supervisors will prohibit smoking if an employee objects in writing to tobacco smoke in the immediate work envlronmenton~the basis.that it is having.an adverse effect uponhisn or her health. It (z ' r

18 ~ (3). Recognizingtheright~s of smokers who continue to smoke, supervisors will establish~areas inn which smoking is permittedl Such areas will be conspicuously posted. (4). Smoking will be prohibi2edin those work environ- ments in which thecombihation of smoking and specialioccupatibnal factors presents a particular . hazard to the health.and.safetyh of.employees. (5). Thesafetyand health regulations and procedures established underC: (4)',above, which~prohibits smoking because of occupational exposure, will be enforcedbyd all levels of management and supervisors. Violators of these regulations and procedures will be subject todisciplinaryo action , under~ the provisions of Section 73.735-1101 of the Department's Standards of Conduct. (6.). In addition~t~o the prohibition of smoking ih accor- dance with paragraphs C. (1). (2), and (4) above, an employee who occupies a private office is authorized to declare that office a no-smoking area. (7.). As a general rule, a minimum rate of 5 cfm of fresh.air per person~is recommended to.remove smoke from a work area and provide an environ- ment reasonably free of contaminants. D. Caf~eteriasor Dining Areas. No-smoking areas shall be established in cafeterias or dining areas under - contract to,HEW in Department-controlled buildings.. This may be accomplished by agreement between,the responsible HEWofficiaL.and the concessionaire, and then included as a provision~in futureamendmenos and'new contracts. A no-smoking: areashallibe desig- nated and posted based on an~estimate of; smoking.and non-smoking.p,atronsserved. Careful evaluatfonss should be made after designatingg separate areas and future adjustments as to size should be made, based on experience. Improvements to air-condit.ioning.or exhaust systems will also be considered in such areas where ventilation is poor.

p 19 E. Corridors, Lobbies and Restrooms. Normally, smoking Sn corridors, lobbies and,restroons of HEW-cont.rolled; buildings will be permitted,, except as follows:. (1) Largee lobbies or entrancesthat are used for waiting rooms, etc:,, will be divided~into smoking and non- supok}ng areas. These areas will be properlyposted to assure that.all persons can easily detenminewheresqoking,ispermitted. Inaddi2ion, there.will be no ashtrays or receptaclesin~the designated no-smoking area. (7.)If lobbies or hallways are utilized by.smokers to a degree that results inemployeecomplaints., the official in charge is responsible for evaluating th@ conditions and, if necessary>, establishing them in a.dhole or part as no-smoking areas. (3) x t is determined that the air changes are not suf- ficie¢tt to assure reasonably clean air. fd~aeqtion,acgd„Training hylv+ Pf the d'angers to health caused by smoking,.sup,er:- vSAQjra and employees will be gi'ven training on the dangers @f i%9ki.ng.,met$oda of breaking the smokinghabit., and the prQVjefop's of the chapter. The Assistant Secretaryforf@{6oqnel AdmSnist,ration wiLlprovide for such training in aNperyisqr's trainin,g programs and employee orientation 4ee91ogq.. In addition, within applicable regulations,. 6qployees..will be provided with reasonable time off during YQFking tlour8to attend established training programs that }iFlat'iq breaking the smokinghabit.to.the extent that LheRfificfepcy of work units will not be impaired. The A2P1nant.SecretaryforPersonnel Administrationwilliissue D@p6FS91eRt guidance covering.such training. 1+~B-b0 nee L# . q$.a;o.lp}oyee feels that the provisions of this policy are--ppp.bejng implemented the employee is entitled to utilize Fdf.4gr ;QXe HEW.agencygrievance procedure, or a negotiated gtieyance procedur~e„ whichever isappliicable. Employees whof1'1e agrfevance under these procedures will not be subjected ;preetreint, interference.,,coercion, discrimination or ;eptisal by virtue of having filed such a grievance. 4:.

20 A. Notices to Employees. Officials responsible for im- plementing requirements of this chapter shall inform- employees under their jurisdiction in writing of the provisions applicable to them. B. Signs. (1i)~ Suitable "No Smoking" signs shall be mounted in all rooms and areas where the no-smoking policyappliies. Where common or public smoking areas are established, a card or other device will give directions to the nearest area. Thesee directional signs will be placed'adjacent to the "No Smoking" sign whenever possible. ... (2) The numbers of signs to be posted or displayed will depend on the size of the room or area. Generally, two should be sufficient for small rooms and four for large rooms. (3) Signeplaced:in designated no smoking areas (in- cluding rooms)) will bear the message "No~Smoking". Generally, the size of lettering should bee one inch high for small rooms or areas and two inches high for large rooms and areas. (4)'fhe accepted international.symbolifornosmoking, may be used on doors or appropriately displayed . in.no smoking areas, in addition to theaignsindicated:above. 1-60-80 Referral of Questions Technical questions concerning smoking and health, educa- tional materials, or suggested methods of discouragingg cigarette smoking,in Government buildings, should be referred.t~o the Office on Smoking and Health, Office of the. Assistant Secretary for Health, Department of Healt~h „ Education, and Welf~are, Washington~ D.C.. 20201. H

21, Wmral Administration POLICY'ONSMOKING FORME.DICAL CARE. FACILITIES 0F THE Exhibit X1-60-1 DEFART'`ffiNT OF DEFENSE, PUBLIC HEAIIl'H SERVIOE„ AND~VETERANSADMINISTRATRON 1 In view of the established~fact that cigarette smoking is direcxly,related to eonsiderableexcess morbidityy and mortality and that cigarette smoking.consti- tutes one of the nation's major preventive health problems, it shall bethee policy of the Department of Defense, the Public Health Service, and theVeterans. Admins2ration ih all medical care faeilitiesunder ttieirr jurisdiction: 4. 1. To educate professional and non-professional staff about~ the nature and magnitude of thehealth~hazards of cigarette smoking, the behavioral change ramifications of~the smmkingpractice, the educational.approachesto preventing or alleviating the problem, and theexemplari'nfluence of: health vorkersand health servicefaciliYy environments. 2. Through firm administrative policies, to establish a health facility environment which discourages.cigarette smoking and which reinforoess non-smoking practices among employees, patients, and visitors.. Thtiseffort~ shall include: a. Proscription of the receipt of~ freeeigarettes; b. Resttiction.of cigarette salesi'n hospital5, clinics, and other direct care f~acilitiesto canteens or similar areas where other products are sold; Discour~agementof smoking byprof~essional personnel and'staff'd while in the presence of patients.;:'and; d... Restriction of smoking,tog visitor.'swaiting areas, patient day rooms, staff lounges, private off,ices, and speciallyy designated areas. 3. Aggressively, to initiate andd continue smoking:cessation.activities specially geared to high risk.patients and to~all other patients and emplbyeeswho wish~to stop.or modifytheit smoking behavior. To encourage a.Uli medicali servicepersonneli to-avoi~d theus.e of cigarettes when making formal public and profes.sional'.appearances. HEW7rIF78.2(1 18 7 ) I ...:ci~."".

22 3. Apb 4evelop seneral health edecation activities with emphasis on apoki" and bealtb practices in hospitals and'clinics. §, 3'9 cowpejratt vitb otfie.r commni'ty groups in the development and irplenentation of coomunity-vi(e activities dealing with the clgarstte elookisg prob Ls®. st$naa by; /i/ Louie K. l.Otsae1ot, M.D. /s/Wi1Li® H. Stevart M.D. /./ H. M. Engle, M.D. s. asa ,.. an H: Stewart, M.D. H'. M. Engle, M.D. Dsputy AasistAat Secratary Sarseon CeneraL Qhief Medical Director of Dtfenla U.S. Public Health Veterans Administration (Ke`lth sed 1t.dioal) g.rvice RAtet AULI 74, 1962 Date: April 21, 1969 Date: May 5, 1969 Dir react peilo of ac Se, ment ment are 0 ently I ~. tion '' th" in al that prin Witl I mer iten 'N poi. can are: try- hea up abo 3 go c . PrC c . ] anc re( lot us .I Po, ac, ab' gE t