UCR Policies and Procedures

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Policy Title:                      Substance Abuse in the Workplace

Policy Number:                650-83


Responsible Officer:

Associate Vice Chancellor of Human Resources

Responsible Office:

Human Resources

Origination Date:


Date of Revision:


Date of Last Review:



The Consumption of Drug and Alcohol by Employees in the Workplace Volunteer Appointments on Campus

  I.        Policy Summary

All Institutions of Higher Education (IHE), which receive federal financial assistance, are required to establish a drug and alcohol abuse prevention program and provide an annual substance abuse notice to all students and employees. 

This policy prohibits the unlawful manufacture, sale, distribution, possession or use of controlled substances and alcohol on university property or at official functions.  

II.        Definitions (for purposes of this policy)

A.   Confidential Information – is defined as medical records pertaining to the diagnosis or treatment of alcohol or drug abuse or records indicating referral to an alcohol or drug abuse program. Such records may not be disclosed without specific authorization by the employee or where authorized pursuant to state or federal laws.

B.   Employee - for purposes of this Policy, an "employee" is defined as any person holding a University staff or academic appointment, including:

1.    Work-study students whose primary employer is the university, and who hold a university staff or academic appointment.

2.    "Employee" also applies to all indirect charge employees who perform support or overhead functions related to the federal contract or grant and for which the federal government pays its share of expenses, unless the employee's impact or involvement is insignificant to the performance of the contract or grant.

C.   Time Limits  

1.    University employees directly or indirectly engaged in the performance of work on a federal or state contract or grant shall notify the university within five calendar days if they are convicted of any criminal drug statute violation occurring in the workplace or while on university business. Any time limit that expires on a Saturday, Sunday, administrative holiday, or other day off observed by the university shall be extended to the next normal working day.

2.    The university is required to notify the federal contracting or granting agency within ten calendar days of receiving notice of such convictions. Appropriate corrective action and/or the requirement for an employee to participate satisfactorily in a drug abuse rehabilitation program must be taken within thirty (30) calendar days of receiving notice of such a conviction. 

III.        Policy

A.   Overview

1.    The university strives to maintain a workplace free from the illegal use, possession, or distribution of controlled substance (as defined by law). Unlawful manufacture, distribution, dispensation, possession, or use of controlled substances by university employees in the workplace or on university business is prohibited. In addition, employees shall not use illegal substances or abuse legal substances in a manner that impairs performance of assigned tasks.

2.    Employees found to be in violation of this policy may be subject to corrective action, up to and including dismissal, pursuant to applicable university policies and collective bargaining agreements, or may be required, at the discretion of the university, to participate satisfactorily in a treatment program in conjunction with the Faculty and Staff Assistance Program (FSAP).

B.   Corrective Action

1.    Members of the Academic Senate found to be in violation of the Substance Abuse policy may be subject to disciplinary proceedings in accordance with procedures established by the Academic Senate. Non-Senate Academic employees found in violation may be subject to corrective action, up to and including dismissal, pursuant to applicable academic personnel policy or collective bargaining agreement.

2.    Staff employees found to be in violation of the Substance Abuse policy may be subject to corrective action, up to and including dismissal, pursuant to personnel policies or collective bargaining agreements.

3.    Student employees found to be in violation of the Substance Abuse policy as a result of actions taken during the course of their activities as employees may be subject to corrective action, up to and including dismissal from employment, pursuant to applicable personnel policies or collective bargaining agreements.

4.    In addition to or in lieu of corrective action, an employee may, as a condition of employment, be required to participate in a substance abuse assistance or rehabilitation program. Attendance in counseling or treatment programs does not relieve an employee from the obligation to maintain acceptable work standards nor should it delay appropriate corrective action. 

IV.        Responsibilities

     A.   Supervisor, Department Head, Principal Investigator

When the supervisor or principal investigator is notified by the employee, or learns from any other source, that the employee has been convicted of a workplace criminal drug offense, the department head shall immediately report (no later than the next working day) such convictions to:

1.  Academic: Office of Academic Personnel.

2.  Staff: Human Resource’s Employee & Labor Relations Office.

B.   Written Notice

        1.  The department will also provide a written notice of the conviction by completing a "Contracts and Grants Drug-Free Workplace Act Conviction Notice" Form.

        2.   A copy of the form, along with copies of any documentation provided by the employee, will be forwarded to each of the appropriate departments listed in section IV.A.

C.   Corrective Action

Supervisors must consult with Employee & Labor Relations or the Office of Academic Personnel, to identify and implement appropriate corrective action.

D.   Office of Academic Personnel and Employee & Labor Relations

 Each of the above offices will immediately notify Sponsored Programs Administration.

E.  Sponsored Programs Administration (SPA)

Sponsored Programs Administration shall provide written notice to the appropriate agency.

 V.        Contacts






Sara Umali

Academic Personnel




Alex Najera

Employee and Labor Relations




Tasha Yules

Student Conduct



Agency Notification

Cynthia Wells

Sponsored Programs Administration
























VI.        Related Information

·         University Policy on Substance Abuse in the Workplace   

·         Student Conduct and Discipline Policy (sections 102.17 & 102.18)

·         Annual Notice – Substance Abuse

·         Faculty and Staff Assistance Program (FSAP)

·         Student Resources

 VII.        Forms

Contracts and Grants; Drug-Free Workplace Act Conviction Notice

VIII.        Revision History

The original Substance Abuse in the Workplace policy was issued on 11/13/2006.