occ health & wellbeing policy

City and County of Swansea Dinas a Sir Abertawe

ohwg Employee Health Well-being Policy 2005 final3.doc 1st September 2005

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EMPLOYEE HEALTH AND WELL-BEING 1. Introduction 1.1 The City and County of Swansea holds the health and well-being of its

employees paramount. 1.2 Its statutory duty in this respect is fulfilled by the existence and implementation

of the Council’s Health and Safety Policy and attendant procedures. Over and above this statutory duty, the Council recognises that by striving to create a framework which promotes the health and well-being of the workforce, important benefits can accrue to the organisation.

1.3 A healthy workforce, for instance, will reduce absenteeism, thereby ensuring

increased efficiency and quality of service delivery in line with Corporate Objective V : Improve the capability and efficiency of our workforce through modern working practices, improved project management, investment in technology and Investors in People.

1.4 Corporate objectives such as this mirror government aspirational objectives in

the field of employee health and well-being, contained in documents such as Securing Health Together, Revitalising Health and Safety. These include targets such as :-

• achieving a 30% reduction in the number of working days lost from work-

related injury and ill-health • achieving a 20% reduction in the incidence rate of cases of work-related ill-

health

1.5 Similarly, the Welsh Assembly Government has developed performance indicators for local authorities to measure their performance – NAWPI 1.10 : the number of working days per f. t. e. lost due to sickness absence.

1.6 In addition, a national marque of quality for health provision in the workplace has been developed by the Welsh Assembly Government – the Corporate Health Standard. The standard identifies a number of core health issues which can impact beneficially on employee health and on an organisation’s performance. These include :-

• Smoking and respiratory health • Nutrition and physical activity • Alcohol and substance misuse • Men’s and women’s health issues

2. Promoting Employee Health & Well-being 2.1 Health promotion activity is often seen as a luxury, but public health strategies have highlighted workplaces as ideal sites for providing health promotion activities due to the availability of well audiences (Health of the Nation, 1996, Our Healthier Nation, 1998 and Saving Lives : Our Healthier Nation 1999).



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These strategies also list aims for reducing chronic illness such as cancer and cardiovascular disease. 2.1 Workplace health promotion can therefore assist in meeting public health

targets and providing a proactive service rather than a primarily reactive one. 2.2 The authority has traditionally taken advantage of annual events such as

Men’s Health Week, European Week of Safety and Health etc to provide employees with access to and lifestyle advice on :-

• Mini body MOTs • Blood pressure testing • Cholesterol testing • Relaxation techniques (mainstream and alternative) • Healthy-eating menus

2.4 These events complement the arrangements for discounted employee access to Council leisure facilities. 2.5 Provision is also available within the Environment Directorate, which primarily

deals with public health promotion campaigns, however their involvement with employee health promotion campaigns underscores the link between home and work. In such a way, the authority as a large employer can fulfil its role as “exemplar” vis-à-vis the local community

3. Resources 3.1 Achieving these national targets (1.4 above) and tackling these issues (1.6

above) is not the preserve of any one professional discipline, rather it is the combination of colleagues’ efforts in fields such as :-

• Human Resources • Occupational Health • Health and Safety • Stress Management • Health Promotion • Risk Management The efforts of these disciplines are co-ordinated under the banner of the Occupational Health Working Group which has developed a number of policies designed to guide activity and have a common aim to :- • Promote healthy working in daily operations • Promote healthy lifestyles • Recognise and develop the link between health and performance These “occupational health policies” are attached as appendices below.



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Appendix 1 ALCOHOL AND DRUG MISUSE

1 General Statement of Policy. 1.1 Whilst the Authority condemns alcohol or drug misuse in the work place, it

believes it is essential to have a positive policy designed to encourage the early detection of such alcohol or drug related problems. The emphasis in this policy will be to give help and support at all stages in order to assist the employee to overcome their problem.

1.2 The objectives of this policy are:

• to promote the general well-being of all employees; • to provide a healthy and safe working environment; and • to reduce the costs of absence and accidents which directly, or indirectly,

result from the excessive use of alcohol or drugs. 1.3 It should also be remembered that for example, excessive alcohol use in the evening and weekends can lead to employees experiencing "hangovers" and general illness during the working day, impairing work performance. 2 Definition Of Alcohol And Drug Misuse 2.1 Substance Misuse

"The non-medical use of any chemical substance* resulting in social, psychological, physical or legal problems associated with dependence, intoxication or regular consumption".

* ‘Substance’ is a general term for alcohol, cannabis, hallucinogens, opiates, stimulants, steroids, some medical products such as benzodiazepanes & various volatile substances.

2.2 Alcohol or drug related problems are defined as any excessive consumption, either intermittent or continual, of alcohol or drugs which definitely and repeatedly interferes with a person's health and social functioning and/or work performance or conduct. In Wales 41% of male adults exceed the safe limit of 21 - 28 units of alcohol per week. For women the figure is 14 - 21 units per week. 2.3 The policy approaches the topic under four headings

• Education; • Health & Safety; • Support & Counselling • Discipline and Disciplinary Issues,



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and then describes the specific responsibilities of various categories of employee namely:-

• The Role of Human Resources • The Role of Human Resources Health & Safety & Health Promotion • The Role of the Line Managers • The Role of the Employees of the Authority.

3 Education The following points should be considered by all employees -

3.1 "Safe" Drinking Levels

3.1.1 An approximate guide to "safe" drinking levels for men is 21 - 28 units of alcohol a week, and for women 14 - 21 units. (This will depend on factors such as the individual’s health, emotional status and stature).

3.1.2 A unit is considered to be one of the following typical public house measures - • Half pint of beer (ordinary strength - 4%) • One glass of table wine • One glass of sherry • One single whisky

3.1.3 Drinking 5 units of alcohol would put the blood alcohol level above the legal limit for driving a car although any alcohol affects judgement, reactions and skills. 3.1.4 Excessive alcohol and drug misuse can have the following effects

• reduced concentration; • reduced productivity; • increased errors/mistakes in judgement; • alternating periods of high and low productivity; • a reluctance to accept responsibility; • moodiness, lethargy, irritability; • trembling of hands, facial flushing, bleary eyes;

3.1.5 It can also lead to:

• increased levels of sick leave; • poor time keeping; • increased accidents; • careless handling and maintenance of equipment; • reduced safety sense; • increased accidents outside the workplace.

3.1.6 An estimated one in ten of the U.K.'s adult population is a "problem drinker".

Alcohol Concern, for example, estimates that around 75% of problem drinkers are in full time employment and may be found at all levels within organisations.



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3.1.7 There has also been an acknowledged growth in drug dependence and misuse over recent years. Some 25% of people who misuse illicit drugs are estimated to be in work. So almost all employers can expect to employ someone with a drink or drugs problem. These people do not leave their problems behind when they come to work.

3.1.8 The sickness absence of a problem drinker can be 5 times that of the average employee and a problem drinker is 3 times more likely to have an accident at work.

3.1.9 Excessive drinkers risk premature death, resulting from a range of physical ailments such as liver cirrhosis and cancers, as well as being at greater risk from traffic accidents, home accidents, fires, crimes and domestic violence.

3.1.10 Alcohol-related issues, and the Authority’s Alcohol and Drug Policy, will be included in the Authority's induction programme.

3.2 Legal Implications 3.2.1 It is an offence under the Misuse of Drugs Act 1971 to possess, supply or

produce controlled drugs without authority (possession is generally only lawful if the drug has been prescribed by a Doctor or Dentist for medical purposes).

3.2.2 An employer who knowingly allows a drug misuser to continue working without

doing anything either to help him/her or to protect the rest of the workforce may also be liable to charges.

3.3 Key Issues 3.3.1 The Authority recognises that alcohol and drug related problems are primarily

health and social concerns and therefore such problems require assistance from a good employer and in some cases support and treatment from specialist resources. The Authority aims to make staff aware of the existence of the range of help facilities both within and outside the Authority and to encourage their use.

3.3.2 However, the employer must also seek to minimise or to eliminate the risks, dangers and complaints concerning the standards of conduct and capability in the context of alcohol and drug misuse.

3.4 Health & Safety 3.4.1 Alcohol and drugs misuse not only threatens the health and safety of the

person misusing the substance, but also his/her colleagues, service users and/or members of the public. In particular is this a danger when :- • Machinery and equipment is in use. • The safe working of the employing department is disrupted.

3.4.2 Each service unit therefore must consider the implications of alcohol or drug

misuse in the course of the working day on the particular job a person



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undertakes, assess the risk, and in the light of the assessment develop appropriate procedures, which may include requiring employees not to consume alcohol at all during the course of the working day.

3.4.3 Clearly, alcohol and drug misuse is incompatible with: • driving, • handling machinery, • working with tools, • operational safety.

3.5 Problems At Work Caused By Alcohol / Drug Misuse 3.5.1 Given the wide variety of jobs within the Authority and dependent on the task

undertaken, some or all of the problems associated with alcohol/drug misuse are listed in Annex A. It is also recognised that alcohol and drug misuse can cause severe problems not only for the individual and his/her family, but also for fellow employees. These problems can occur not just in the more obvious area of Health and Safety but can also give rise to unsatisfactory work performance and poor relationships at work. It is, therefore, important for managers to take the initiative at an early stage to offer support in accordance with the procedure.

3.6 Procedure 3.6.1 In order to assist service units with the procedural aspects of this policy a

chart attached as Annex B shows possible courses of action for dealing with drug/alcohol problems.

3.7 Support & Counselling 3.7.1 The policy recognises that alcohol and drug related problems are primarily

matters of health and social concern, and that the people affected require help, support and treatment.

3.7.2 The Authority is supportive of individuals with alcohol and drug related problems. The Authority seeks to develop an approach that will enable it to deal with alcohol and drug related problems sympathetically, fairly, and consistently, with the objective of restoring an employee to full efficiency to the benefit of both the employee and the Authority.

3.7.3 Such a supportive approach offers an alternative to potential disciplinary action or dismissal. In return, the person affected should participate in a programme of counselling and make a specific commitment to a change in behaviour. This approach will include counselling, referral to appropriate agencies, and the provision of time off away from work to undergo support and treatment.

3.7.4 The following principles apply-

• the recognition that alcohol or drug misuse can be perceived as an addictive illness;



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• the provision of support mechanisms for those needing help; • that confidentiality is guaranteed; • a 'no blame' approach is used; • individuals should be encouraged to seek help; • the provision of counselling, referral to appropriate agencies, etc; • rehabilitation and re-integration into the workplace.

3.7.5 The Authority seeks to create a climate in which people with a problem, or potential problem, will not be inhibited from seeking help and support.

The Authority is committed to confidentiality on this issue. 3.8 Procedure 3.8.1 All employees are encouraged to provide constructive help to their colleagues if they are aware of an alcohol and drug related problem. 3.8.2 Every attempt will be made to engage substance misuse counselling.

Counselling with specialist organisations, if appropriate, may be sought for further support / treatment.

3.8.3 Initial referral of employees to these specialist counsellors will usually be via

service unit Human Resource Officers, who will have been contacted by the employee’s line manager, but there may be instances where the employee with a drink or substance misuse problem will want to contact specialist counsellors direct, in these cases confidentiality will be maintained and the employee encouraged to seek treatment through their own G.P. or by referral to appropriate specialist organisations.

3.8.4 Where treatment is accepted, the employee's progress will be monitored by the Specialist Counsellor and/or Human Resource Officer, in conjunction with the Line Manager. Help and guidance will be given at the workplace as deemed appropriate, with the ultimate aim of complete rehabilitation. 3.8.5 If the problem is affecting work performance, or where colleagues and/or members of the public are at risk, it may be necessary for the employee to accept treatment/support as a condition of continued employment. 3.8.6 If the problem continues and treatment is not effective, termination of employment on grounds of ill-health may be necessary. 3.9 Disciplinary Action 3.9.1 The thinking behind a policy of this kind tries, as far as possible, to divorce

remedial action in regard to the misuse of alcohol and drugs from disciplinary action. However, it is not always possible to achieve this. In certain circumstances, disciplinary action will arise as a direct, or indirect, consequence of alcohol or drug misuse. The following are some examples - • being intoxicated at work • misusing alcohol or drugs whilst at work



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• possessing alcohol or inappropriate drugs at work • being intoxicated whilst in charge of a vehicle • being intoxicated whilst in charge of machinery • being abusive to members of the public/service users as a consequence of

intoxication • deliberate flouting of legitimate instructions not to have consumed alcohol

or drugs at work - (see section 2 above). 3.9.2 In addition: If medical or other treatment is refused, or permission not given to approach the GP or treatment agency (as described in Section 3 above) it may be necessary to bring the disciplinary procedure into use. 3.9.3 In all cases where the Authority's disciplinary/sickness or capability procedure is used in relation with alcohol/drug misuse, the person concerned will be offered appropriate help at each stage. 3.9.4 Provided work performance is satisfactory employees will not be subject to disciplinary action solely on the grounds that they had declined the offer of help or have withdrawn from the help offered. However, if it is construed to be a deliberate refusal to carry out a reasonable instruction, disciplinary action may be considered appropriate. 3.9.5 Employees who misuse alcohol or drugs must comply with the accepted standards of conduct and safety of the workforce. Any individual who behaves contrary to these standards should be dealt with under the Disciplinary Procedure. However, it should only be in exceptional circumstances that the disciplinary procedure is used in isolation. 3.9.6 The procedures set out in this document should normally be used to complement such action, but this will not be allowed to contradict necessary management action. 3.9.7 Employment may be terminated in cases of alcohol/drug misuse where the subsequent action taken leads to loss of qualification required to do the job e.g. professional registration, driving licence. All cases to be looked at on their merits. 4 Specific Roles 4.1 The Role of Human Resources

• To ensure that management, employees, and the trade unions are fully conversant with the policy.

• To provide training and/or assist with training as appropriate. • To refer employees for assistance when appropriate. • To advise managers on the approach to a specific problem, and on the

question of using the disciplinary policy should it become necessary. 4.2 The Role of Human Resources, Health & Safety and Health Promotion



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• To develop, manage and implement a programme of education to help managers and employees to understand alcohol and drug misuse, the symptoms and the effects.

• To arrange promotional events, and the distribution of literature, so as to raise awareness of "safe drinking" limits, the effects of alcohol and drugs on health, etc.,

• To promote "safe drinking". • To emphasise the connection between alcohol, drugs and accidents. • To prevent consumption of alcohol when it compromises health and safety. • To have an input into induction and initial training courses. • To refer employees for assistance as appropriate.

4.3 The Role of Line Managers

• To be familiar with the policy and procedures on alcohol and drug misuse. • To ensure that the staff are fully conversant with the Alcohol and Drug

Misuse Policy and the Disciplinary Rules. • To be aware to the effects of alcohol and drug misuse, and to be alert to

possible problems. • To approach the issue sensitively, and not to make moral judgements on

employees who may have a problem. • To accept that employees with a problem will not always be ready, or

willing to disclose the problem • To set a good example through responsible use of alcohol. • To consider the adverse impression caused by the smell of alcohol on the

breath of an employee whose job involves direct dealings with the public. • To refer employees for assistance as appropriate.

4.4 The Role of Employees

• To be familiar with the policy and procedures. • To pay heed to the information provided on alcohol and its effects on work,

and to act accordingly. • To recognise the danger of alcohol an drug misuse during work times. • To seek help if they have a problem, or potential problem. • To avoid covering up or colluding with colleagues over their own or other

employee's alcohol or drug misuse problems should they arise. • To urge colleagues to seek help if they have a problem with their alcohol

or drug misuse. • To consider the adverse impression caused by the smell of alcohol on the

breath where the job involves direct dealings with the public - and therefore to consider avoiding alcohol during the working week.



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Appendix A

Problems Associated with Drugs/Alcohol Misuse

ABSENTEEISM - Frequent instances of unauthorised leave; excessive sick leave; Poor timekeeping; Increasingly improbable excuses for absences

HIGH ACCIDENT RATE - Frequent accidents at work and elsewhere. Careless handling and maintenance of equipment. Lack of safety sense - threat to other employees. POOR PERFORMANCE - Lack of concentration; Reduced Productivity; Work requires greater effort; Mistakes and errors of Judgement. Increasing difficulty in handling complex assignments Improbable excuses for poor work performance SPASMODIC WORK PATTERNS - Alternative periods of high and low productivity. Increasing general unreliability. Unnecessary absences from post.

CHANGES IN PERSONALITY - Over-reaction to real or Imagined criticism, reluctance to accept responsibility; Moodiness, irritability, lethargy

OTHER SYMPTOMS - Hand tremor; Facial Flushing and bleary eyes N.B. Certain medical conditions could be mistaken for the effects of Drug/Alcohol Misuse and advice should be sought in all cases.



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Appendix B POSSIBLE COURSES OF ACTION

Employee with potential problem

Employee requests help voluntarily before work performance problem

identified

Recognition/identification of potential problem by supervision or colleague

Assessment of problem and collection of

Documentary evidence

Problem solved Help provided If no improvement

Initial interview with supervisor

Counselling offered

Out of programme Employee accepts counselling and/or referral

Employee rejects counselling

Alcohol/drug misuse problem identified No alcohol/drug misuse problem identified

Improvement made - work problems do not continue

If no improvement - work problems

Problem dealt with by individual and counsellor

and/or referral agency

If successful If unsuccessful

Out of programme Work problems recur appropriate disciplinary action taken and further help

may be offered

Out of programme Continue appropriate disciplinary action



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Appendix 2 NUTRITION POLICY

1. General Statement of Policy 1.1. The City and County of Swansea wishes to ensure that employees are well informed about the personal and occupational advantages of healthy eating and nutrition. 1.2. Employees are encouraged to take action to improve the quality of their life

and work by taking care of their fitness. This paper gives advice on healthy eating and nutrition.

2. HEALTHY EATING 2.1. In Wales today nearly half of all adults are overweight or obese. This means

that the health of almost half of the population is directly affected by their weight. Currently the people of Wales do not eat very healthily:

2.2. The national diet is characterised by:

• Excessive intake of total calories • Excessive consumption of fats and fatty foods • Under-consumption of fibre - rich carbohydrates, e.g. bread, cereals, fresh

fruit and vegetables 2.3. The effect of this diet is compounded by:

• Infrequent regular exercise • The inability of most people to recognise foods that are high in saturated

fat, sugar and salt 2.4. These unhealthy eating habits have contributed to the high incidence of heart

disease and cancers in Wales. 2.5. There have been a number of reports, including a major government report in

1984 (COMA) that recommended the dietary changes that are needed. 2.6. These are:

• A reduction in total fat intake especially saturated fats (e.g. the animal fats found in butter, meat, cream, full fat milk and cheese). But this does not mean these foods have to be given up completely.

• A reduction in salt intake, both during cooking and in the amount added at the table.

• An increase in the consumption of fibre rich foods. 2.7. Following these guidelines would contribute to an overall reduction in coronary

heart disease.



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2.8. A decrease in sugar intake was also recommended by a major report in 1983. (NACNE)

2.9. There is also evidence that increased consumption of fresh fruit and

vegetables, which are rich sources of Vitamin A, could offer protection against cancer.

3. Why consider healthy eating? 3.1. Workplace catering and eating facilities can contribute much to positive or

negative attitudes in the workplace and can affect morale. 3.2. Disease and disorders linked with overweight and obesity, such as heart

disease and high blood pressure can contribute significantly to sickness absence. Therefore taking action on healthy eating in our organisation can provide long term cost benefits, as well as short-term advantages.

3.3. In order to promote a healthy workforce the Authority has entered a

partnership with the Health Promotion Section of the Welsh Assembly Government and Iechyd Morgannwg Health and will seek to encourage all employees to develop Healthy Eating habits.

3.4 Where a catering service is provided, the caterer will provide a healthy meal choice daily. The catering service will ensure :-

• Healthy-eating concepts are integrated into the procurement of food within the authority.

• The provision of healthy food choices in vending machines 3.5 The authority will strive towards the provision of adequate hygienic eating areas where people can eat their own food - this will help to discourage “on the job” eating, encouraging employees to take a proper break and so having an effect on stress reduction, whilst not preventing employees from using their lunch breaks to undertake physical activity. (see Physical Activity Policy).

3.6 People need help and support to change habits.

• Information can help, but some individuals need more specific personal advice.

• Weight loss clubs or 'Look After Yourself' courses, could be provided. • Weight loss groups can easily be attended during lunchtime or at the end

of the working day.

3.7 Take Action on Healthy Eating! • If the members of our workforce are to become healthier, innovation needs to be

accompanied by information to help the workforce to make healthy meal choices.

• Our organisation can do much to contribute to a nutritionally healthier Wales, and it doesn't have to cost anything more than a little time and commitment.



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• Regular information on healthy eating will appear in employee newsletters, other council circulars, and in workplace campaigns and displays.



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Appendix 3 PHYSICAL ACTIVITY POLICY

1. General Statement of Policy 1.1 The City & County of Swansea wishes to ensure that employees are well

informed about the personal and occupational advantages of regular physical activity. Employees are encouraged to take action to improve the quality of their life and work by taking care of their health. This policy gives advice on regular physical activity and its benefits.

2. What is Physical Activity? 2.1 ‘Contraction of skeletal muscle that increases energy expenditure above basal

levels’. Basically, you just need to be on the move!

2.2 Taking part in physical activity is an important part of any change in lifestyle. If

an organisation intends to promote a healthier lifestyle among its employees, physical activity must be taken into consideration. The current recommendation for the minimum amount of physical activity is;

‘30 minutes of physical activity 5 times a week at a moderate intensity’ ‘Health Development Agency 1997’

In Wales, only 22% of people meet these current recommendations for being active. Where as in Swansea this is only 17%.

3, Breaking down 30 minutes a day 3.1 30 minutes might sound a lot to fit into your day, but you can build up to it

gradually and it doesn’t have to be done all in one go. In order to making the 30 minutes more manageable on a day-to-day basis, try breaking it down to 3 lots of 10 minutes or 2 lots of 15 minutes.

3.2 The time at which you are active can also be spread throughout the day. Try being active at different times of the day – 10 minutes in the morning, 10 minutes lunchtime, and 10 minutes in the afternoon or evening. It is important that you try and make physical activity a regular part of your everyday life and it doesn’t have to be seen as a chore. If you keep it local, make it fun, and take a friend it won’t seem so demanding.

3.3 Also if you have been active for a number of weeks don’t stop at 30 minutes,

why not try increasing the time you spend being active over a number of weeks.

4. How Hard Should It Be? 4.1 For activity to benefit your health, it doesn’t need to be vigorous.



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4.2 You should be active at a pace that makes you feel warmer and makes you

breathe slightly faster than normal. You should still be able to talk and if you are out of breath try to slow down!

As a guide if you can exercise and… • Sing - You should work harder • Talk - That’s just right! Keep going • Gasp - Slow down, get your breath back

The key is not to overdo it especially if being active is new to you, try build up gradually.

Remember you can be active any day as long as you try to do it five times a week.

It is important that you find an activity that suits you as this will make it more fun and enjoyable, and you are more likely to maintain it over a longer period of time.

5. The Benefits Of Exercise 5.1 The benefits to individuals:

• Physical Activity can help people to relax, improve their health and sense

of well being • It can contribute towards reducing blood pressure, assist with weight

control, and can help to protect against risk factors for Coronary heart disease

• Regular physical activity can enable people to work well within their capacity and therefore reduce the effects of fatigue and or stress

• It can also help protect against back pain, which causes millions of working days to be lost every year

• Physical Activity can help people to feel good in both mind and body by reducing stress and increasing the feeling of well being.

• It is sociable. It helps people make new friends and make the most of their leisure time

• It can help people feel more energetic • It can help people to relax • It can help them to maintain a healthy weight when combined with a

healthy diet • It can help maintain and/ or increase mobility, making everyday functional

movements easier achieve particularly as people get older. • It can help to strengthen muscles, joints, even bones and help reduce the

risk of developing Osteoporosis. • It helps the heart to work more efficiently, improves the circulation and

helps to protect against heart disease • It helps to improve the performance of almost everything in the body • Most of all it can be fun



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5.2 The benefits for our organisation

Healthier employees mean a healthier workforce, raising real possibilities of: • Improved morale • Improved quality of work • Reduced sickness and absenteeism • Reduced stress among the workforce • Increased productivity and fewer accidents • Good public relations both inside and outside the organisation • Longer working life and healthy retirement

6. What are the Best Types of Physical Activity? 6.1 You don’t have to go out of our way to try and fit activity into your everyday

life. Make the most of the opportunities that already exist. For example:

• You don’t need to leave your home - vacuuming, ironing, gardening and washing your car all contribute to 30x5.

• Use the stairs not the lift or escalators. If you use the escalators, walk up/down them.

• If you are waiting for the bus, how about walking to the next stop and get on the bus there. Also, try getting off the bus a stop earlier and walk the rest of your journey.

• When going to the shops, park further away – often it will be less hassle and you have your walk.

• Park further away from work and walk in. • Go for a walk for in your lunch time • Be more active with your children/grandchildren – they need to be more

active than you do*.

6.2 One of the best forms of activity is walking – it’s free! We can do it at any time that suits us in almost any place. Any walking is good for us, but if you want to get the most out of it, you should try and make it a brisk walk. Take advantage of a place near to your work and go for a short walk in your lunch time. Swansea’s SPIN Rangers, who patrol the foreshore from the Marina to Mumbles 7 days a week, also provide guided walks and bike rides, and can be accessed by staff at the Guildhall or County Hall

6.3 It is important to start gradually and build upon the amount of physical activity you are achieving. Ideally this should be done over a number of weeks and start by doing some aerobic based activity such as walking, jogging, swimming and cycling. Before moving on to something more structured within a gym environment. This aerobic type activity can be performed at one of our Activa sites or out in the open at one of our parks and/ or beaches. If swimming is an



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activity that you enjoy why not visit Wales’s only Olympic sized swimming pool based here in Swansea

6.4 An exercise session such as Pilates, yoga and tai chi which improves suppleness, incorporates stretching muscles and also improving core strength can be beneficial for people who have no specific lower back pains and also for those who just want to relax.

7. The Authority’s Approach 7.1 The authority encourages exercise by providing the following:-

Discounted access to leisure activities (see appendix 1) Fitness checks and exercise programs (see appendix 2) Other screening and counselling services may be provided from external sources from time to time for specific health requirements or promotions.

7.2 County Hall and Guildhall also offer some changing and showering facilities. For employees not employed at the above sites there is a range of local Community Leisure Centres located around the City and County which have similar facilities and are available for use. Check out further details at www.swansea.gov.uk/leisurecentres

7.3 Healthy transport is also encouraged. Some departments already provide pool cycles and secure cycle storage is conveniently sited throughout the City and County of Swansea. A network of safe easily accessed cycle tracks exist throughout the area and a cycling allowance scheme has been introduced. Interest-free loans for cycle purchase are also being considered as part of the authorities green transport policy.



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Appendix 3.1

CULTURE AND TOURISM Discounted Access to Leisure Activities

1 Introduction 1.1 The City & County of Swansea has acknowledged the fact that improving the

health of the nation is a key agenda item for the government and that, as probably the leading local employer, the Council has a role to play in setting an example for other local businesses. The Council acknowledges the benefits of having a healthy workforce in terms of its impact on minor ailments, on improving stamina, on individual self-confidence and the ability of individuals to deal with stress.

1.2 With this in mind the Council has introduced the discounted use of leisure

facilities scheme for employees of the City & County of Swansea. The details of which can be found below:

2 Who? 2.1 The Scheme will include members of staff including all contracted and

seasonal staff, but excluding any casual staff. Families have not been included on the basis of difficulties in identifying who exactly is part of an employee’s close family, together with the issue of proving eligibility.

3 Identification 3.1 Proof of eligibility will be required. Only the following forms of identification,

which have the photograph of the employee included, will be acceptable:

New Flexi/ID Card County hall Access/ID Card ID Card issued by HR & OD Staff Discount Card

The discount cannot be offered without one of the above forms of identification being shown.

All permanent or temporary employees of the City & County of Swansea without one of the above forms of identification should be directed to contact the Central Operations Team, Human Resources to arrange for a staff discount card to be issued.

4 Discount Level 4.1 The discount rate will be approximately 30% off standard fees and charges,

the same as the concession rates already in existence.



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5 Activities included 5.1 All permanent contracted and seasonal staff employed by the City & County of

Swansea are entitled to concessionary rates for all individual Leisure activities, where such a rate is offered.

For multiple activities such as badminton, all players must be staff members before the discount applies. Areas excluded from the scheme include room hires and birthday parties.

5.2 In addition, special classes and programmes at times and locations to meet

specific staff demand have been and continue to be organised (e.g. Pilates, Yoga, Tai Chi etc.). This would need to be assessed via staff questionnaires.

Employees are also offered discounted fitness health checks and Activa Gym membership, as part of the drive to assess the benefits of increased physical activity and to encourage staff along the healthy exercise route

6 Further Information 6.1 For additional information on the scheme please contact:

Culture and tourism Marketing on (01792) 635478 or www.swansea.gov.uk/leisurecentres



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Appendix 3.2

Culture and Tourism Fitness Health Check and Exercise Prescription

Fitness Health Check The fitness health check takes approximately one hour per customer and is comprised of three separate sections: Medical Screening, Physical Measurements and a personal exercise programme Medical Screening When undertaking any form of physical activity, especially for the first time or after a long time away from sport or physical activity, it is essential that you take into consideration your medical history and present state of well-being. As part of our health check we ask our customers to fill out a private and confidential medical questionnaire (Par Q). This comprehensive questionnaire takes into account most medical conditions, which may have contra-indications to exercise. One of our Activa staff will then use this information when writing the exercise programme. Physical Measurements It is necessary to measure certain components of fitness such as body composition (body make up), blood pressure and aerobic fitness for example, to enable us to monitor progression and improvements. We can also use these measurements in the future as a motivational tool. The tests we carry out include: Height & Weight We use these measurements to build up a body profile and use these figures in other tests. Body Composition The body is made up of different components, by using a BODY STAT 1500 machine we can determine how much of the body is fat (adipose tissue), lean mass (muscle tone) and water. Circulatory Fitness It is essential to determine the state and correct functioning of the circulatory system. This is measured by a simple, resting pulse and blood pressure test. Lung Function We measure the lung function to check the capacity of the lungs, and the strength of the muscles during breathing. This is measured by simply blowing into a peak flow meter.



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Aerobic Capacity We test Aerobic Capacity to estimate how well the body absorbs, transports and utilises oxygen. There are many methods of measuring Aerobic Capacity, but in this case we use the Astrand cycle test or even a 10 metre shuttle walk test. This is a sub-maximal test (comfortable) which estimates how much exercise you can comfortable achieve without being exhausted. Flexibility Flexibility is one of the most important but sometimes most neglected component of total fitness. This test is called a sit and reach test, in which the customer sits on the floor and reaches forward towards the toes. It is important to remember that you do not have to complete all aspects of the test but the more information an instructor can gain the more appropriate the exercise programme. Exercise Programme After completion of the Fitness Health Check, the customer is encouraged to participate in some kind of regular activity that will help enhance their physical and emotional well-being. The customer is asked to talk about his or her health and fitness objectives, and a safe effective exercise programme is then written. In writing the exercise programme, the assessor will take into account all the relevant information from the Medical Screening and Physical measurements components. Future fitness health checks will enable us to monitor customer performance, motivate, and give guidance to customers who wish to continue achieving their health and fitness goals. Fitness health checks can be carried out at all our main Leisure Centres (price available on request). A mobile service can be arranged visiting Guildhall, County Hall, individual departments, external offices and depots. (Additional charge would be incurred).



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Appendix 4 NO SMOKING POLICY

1. General Statement of Policy 1.1 The policy applies initially to all employees and elected members. There are just two simple rules:

a. Employees, elected members, visitors and contractors, are not permitted to smoke (except in designated smoking areas) whilst on duty in any Council premises.

This includes:-

All workplaces Offices, including reception areas Restaurants, Canteens and Mess Rooms Schools – including “Staff” Rooms – (see note 2) Sports facilities – (see section 4) Toilet facilities within any of the above Residential homes – (see note 3) Council Vehicles Temporary workplaces i.e. site huts, display caravans

b. Smoking, allowed in designated smoking areas, will not be in the public

view.

2. Implementing the Policy

2.1 In support of this policy the following actions are to be taken.

• NO SMOKING SIGNS will be displayed in all buildings and vehicles to which the policy applies.

• Responsibility for the implementation of this policy in respect of employees rests with all line managers, and in council controlled buildings, the premises manager. (see footnote)

• Recruitment adverts will state that the City & County of Swansea has a NO SMOKING Policy.

3. Breach of the Policy 3.1 Breach of the Policy by Employees: May be treated as a disciplinary issue. The full range of disciplinary penalties as described in the Council’s Disciplinary Procedure could be imposed. But will be used as a last resort. Employees are asked to consult the attached guidance notes. 3.2 Breach of the Policy by Elected Members: To be treated as if it were a breach of the Code of Conduct. To be dealt with by the Chief Executive.



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3.3 Breach of the Policy by Contractors: Will be dealt with under the default procedures in contracts and may lead to financial penalties and / or the termination of contract.

Details of this policy will be included in all future Council contracts. NB Whilst it is the policy of the Authority to ban smoking in all its buildings

it is the duty of the Premises Manager to put in to place such measures as are required to protect employees of the Council from the effects of passive smoking. This will apply especially where designated smoking areas are provided. It will also apply in buildings where the public have access to licensed areas which are designated as smoking areas or to rooms in buildings which are available for hire functions.



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Appendix 4.1 GUIDANCE NOTES This policy has been introduced in the interest of the health, safety and welfare of employees. 1. Employees who have concerns regarding passive smoking / smoking pollution at

a particular worksite should consult with their Line Manager, where appropriate, and a risk assessment will be undertaken.

2. Arrangements in schools are to be considered by Governing Bodies, but must

meet the minimum standards of the Workplace (Health, safety and Welfare) Regulations, 1992

3. Concessions will be allowed in Residential Homes for day and night staff to

smoke in an internal area, designated by premises manager for smoking by residents.

4. Employees who are office-based and take smoking breaks will not be paid for the

period of the break. If employees use the electronic clocking system then they must “clock-out”. Employees who use a manual system must adjust their time accordingly. All employees must have the permission of their line manager to undertake a smoking break. If Employees wish to smoke during their official lunch break they must use the designated areas.

5. Employees who traditionally take their lunch break in a Council vehicle should be

aware that if they wish to smoke during their official lunch break, they must step outside the vehicle to do so.

• Employees who smoke but are considering quitting, please note the following

sources of help: • ALL WALES SMOKING CESSATION SERVICE Helpline 0800 085 2219. • GENERAL PRACTITIONERS will be able to give advice regarding help

which is available locally. • OCCUPATIONAL HEALTH (01792) 636627 OR HEALTH PROMOTION

(01792) 635600) will advise on any health related information regarding smoking.

To assist employees who wish to quit smoking, the Occupational Health Unit and Health Promotion Section currently co-ordinate smoking cessation support via the All Wales Smoking Cessation Service. This service will continue after the implementation date.



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Appendix 5 MEN'S & WOMEN'S HEALTH ISSUES

1. General Statement of Policy 1.1 A healthy workforce will reduce absenteeism, thereby ensuring efficiency and

quality of service delivery. Therefore, it is in the Council’s interest to raise employee awareness of factors which influence good health and encourage their adoption by employees in their lifestyles. A healthy workforce will bolster morale and the “feel-good” factor and strengthen employee retention.

1.2 Some of the factors influencing health and well being are dealt with under the range of “health” policies that have already been developed including :-

• Alcohol and Drug Misuse • First Aid • Nutrition and Healthy Eating • Physical Activity (Exercise) • Smoking • Stress

1.3 The Council will continue to develop a range of policies and interventions to

assist employees in maintaining good health. 1.4 In particular the Council will fulfil its statutory duties under the Health and

Safety at Work etc. Act, 1974 and all other relevant statutory provision with regard to health surveillance of employees identified by risk assessment as requiring such surveillance (Existing arrangements for occupational health provision are constantly under review).

2. Employee Awareness 2.1 Everyone needs to be aware of and make special efforts to help prevent

health problems, including :-

• Heart disease • Cancer • Stroke • Stress • Accidents (including sports injuries) • Sexually transmitted disease

2.2 If we are aware of health problems and make efforts to prevent them we will all have a better chance of:

• Feeling good • Looking good • Enjoying life to the full



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2.3 However, some special health care issues may be required to be addressed (in addition to those contained in these policies), to ensure that everyone’s full health potential is attained.

3. Medical Intervention 3.1 The authority is aware that medical interventions to support these health issues are provided in primary health care. These are usually accessed initially through the employee’s own doctor. 3.2 The authority will, whenever possible, allow employees to access, within

reasonable parameters, these facilities and allow adequate time for employees to take any prescribed medication.

4. Sources of Health Information 4.1 Information on most health topics is available from the Health Promotion Section of the Environment Department and the Corporate Health & Safety Section of HR & OD. This complements the welfare and counselling service provision supplied via the Human Resources.

5. Responsibility for Health

5.1 We should all take some responsibility for our health.

In general the following rules will go a long way to avoid ill health: • UNDERSTAND how to care for your body • PRACTICE good health habits • AVOID harmful health habits • KNOW the warning signs of potential problems • SEEK medical advice early if you suspect a problem

6. Screening and Self-Help 6.1 Many problems are easier to deal with if detected early. Information on general lifestyle factors and self-help is available through the Health Promotion Section. (op.cit.) Additionally, it may be necessary to include some medical interventions. These may be accessed through the Occupational Health Advisor. Consideration should be given to some of the following health related topics for both men and women: 7. General Health The following will apply equally to men and women: 7.1 Elevated blood pressure and weight control



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Screening for both of these is available from selected leisure outlets and will be made available in the workplace whenever possible.

7.2 Fitness testing

This will also be provided where possible to monitor the health of employees. 7.3 Cholesterol

Mini cholesterol testing can be made available in the workplace; however, the advice of your doctor is suggested.

7.4 Cardio-pulmonary Resuscitation and Basic First Aid Skills

This training is very important and will save lives. Although statutory cover is provided by the authority in each workplace, training in cardio-pulmonary resuscitation and basic first aid skills continues to be made available to any employee so requesting it. These courses are supplied by the Corporate Health and Safety Section and advertised in that section’s training bulletins (see First Aid Policy).

7.5 Health Surveillance Employees identified by the risk assessment process who require health surveillance as a result of the work they undertake will receive periodic health checks – for example: eye and eyesight tests for display screen equipment users, lung function tests for asbestos workers, scrotal checks for fitters etc. Where broader sections of employees may benefit from such tests e.g. hearing loss and lung function tests, these may be provided free of charge during campaigns and events such as European Health and Safety Week , Men's Health Week, Stress Awareness Day etc.

7.6 Counselling Counselling is provided confidentially on a range of issues by trained advisors (see Stress Management and Counselling Policy). Advice on, and access to, the service is available via Human Resources.

7.7 Handling, Posture and Back Care

A range of courses is made available to employees who are required to carry out manual-handling tasks as part of their role, (see Manual Handling Policy). These may be made more widely available to employees during health promotion and safety campaigns. In addition, information about back care is made available from a number of internal sources (section 6) including the Manual Handling Co-ordinator in Social Services and through Occupational Health.

7.8 Skin Cancer

Public information and advice on measures to limit exposure to skin cancer risk factors are undertaken by various council agencies including the Education Department for schools. As regards employee exposure, the Occupational Health Working Group assists in accessing and disseminating this information to service units where employees work in the open on a regular basis. The group also organises awareness campaigns and provides information on the availability of screening sessions in the locality.



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7.9 Well Man and Well Woman Clinics

These cover a host of special medical problems encountered by men and women. Advice and access to these clinics and screening should be available through your doctor.

8. Men’s and Women’s Different, Specific, Health Requirements Men and women have different, specific, health requirements and these are covered below: 8.1 Men’s Health:

• Prostate problems Information is available on the signs of possible problems. Specialist screening should be sought if a problem is suspected

• Testicular self-examination Information is available on self-examination; again specialist screening should be sought if a problem is suspected.

8.2 Women's Health

• Breast testing/X-ray Mammography Information on self-testing is available and screening can be provided in the workplace. Breast Test Wales automatically contact women over 50 years old. “At risk” people (i.e. those that have a family history of breast cancer) are contacted earlier.

• Cervical cytology/smear testing The Health Authority, followed up by your doctor, will automatically notify you from 18 years of age

• Osteoporosis Screening is available for “Brittle Bone” disease

9. Information 9.1 Information is available from the Health Promotion Section on all of the following health topics:

• The reproductive system and menstrual problems • Birth control and family planning • Pregnancy • Common infections • Sexually transmitted diseases • Well woman clinics and well man clinics

9.2 Information on the availability of any employee health initiative can also be obtained from the Council’s Occupational Health Working Group via the Health and Safety Co-ordinator on 01792 636620.

occ health & wellbeing policy

Documents

councils health

health provision

securing health

revitalising health

audiences health

field of employee health

health promotion activity

corporate health standard