U.S. Geological Survey Manual

1. Purpose. This chapter establishes policy, responsibilities, and procedures for regulating smoking in USGS-occupied buildings and facilities. Smoking is defined as a lighted cigar, cigarette, pipe, or any other lit tobacco product.

2. Policy. The Surgeon General has indicated that smoking is dangerous to the health of smokers. Additional studies have concluded that smoking adversely affects the health of those persons "passively" exposed to tobacco smoke. This policy recognizes the non-smoking worker's and USGS building visitor's right not to be exposed involuntarily to second-hand tobacco smoke at USGS work sites. This policy also recognizes the needs of those who smoke. To accomplish these objectives, smoking is to be held to an absolute minimum in areas where there are non-smokers. In recognition of the needs of smokers, designated smoking areas will be established in all USGS buildings which are convenient, do not negatively impact worker productivity, and do not impinge on the health of those who do not smoke.

3. Procedures.

A. Areas Where Smoking is Prohibited. Smoking is not permitted in stairways, auditoriums, classrooms, conference rooms, elevators, libraries, medical care facilities, map stores, and rooms where computer and reproduction equipment is used/stored. A prohibition against smoking exists in any location, such as many laboratories, where flammable, combustible, or easily ignitable materials are stored or used. Smoking is not permitted in other areas of USGS buildings unless the location has been specifically identified as a "Designated Smoking Area."

B. Identification of "Designated Smoking Areas." "Designated Smoking Areas" may be established in USGS buildings only under the following conditions:

(1) Occupants of private offices may request that their offices be classified as "Designated Smoking Areas." A private office is defined as space which is occupied by one employee and is enclosed by floor-to-ceiling walls or partitions.

(2) Occupants of semiprivate offices may request that their offices be classified as "Designated Smoking Areas" if all occupants are in agreement concerning the designations. If agreement concerning the designation of a semiprivate office cannot be reached, the supervisor will make reasonable efforts to work with affected employees to resolve the dispute. Supervisors may, for example, consider relocating employees, or improving air flow and ventilation (including the use of "smoke-eaters"). If objections to smoking exist in spite of these efforts, the semiprivate office space in question will remain a non-smoking area. A semiprivate office is a room not exceeding 400 square feet occupied by two or more individuals, which is enclosed by floor-to-ceiling walls or partitions.

(3) Employees occupying private or semiprivate offices which have been established as `'Designated Smoking Areas" should remain sensitive to non-smokers who must enter their work areas to attend meetings, and to those non-smokers sitting immediately out side or adjacent to the "Designated Smoking Areas."

(4) Open office space is considered to be a non-smoking area, unless the area is large enough and sufficiently ventilated to provide separate smoking and non-smoking sections which protect the non-smokers against involuntary exposure to smoke. If agreement cannot be reached in a common work area as to the division of smoking and non-smoking sections, and supervisory efforts to resolve the conflict (as outlined in (2) above) are not successful, the entire area will remain a non-smoking area. An open office is defined as an area exceeding 400 square feet that may contain multiple work stations and/or administrative support functions. Individual work stations within the open office area are not enclosed by floor-to-ceiling walls or partitions.

(5) "Designated Smoking Areas" will be established for those employees whose work sites have been declared non-smoking areas. "Designated Smoking Areas" may be established in private offices set aside for this purpose, or employee "lounges." Employees may also utilize established smoking areas in cafeterias and snack bars. Restrooms, lobbies, and corridors may be used as "Designated Smoking Areas," but only as a last resort if other adequate smoking space is not available.

(6) "Designated Smoking Areas" will be established in cafeterias and snack bars, where possible, based upon estimates of the number of smoking and non-smoking patrons served. Adjustments in the sizes of these areas may be made based on experience. Eating facilities which are not large enough or sufficiently ventilated to provide separate smoking and non-smoking sections will remain non-smoking areas.

(7) Officials designated in 4 below may determine that it is necessary for space to remain a non-smoking area, regardless of the criteria outlined above, and in spite of employee requests or agreements, if air flow studies indicate that air exchange and ventilation are not adequate to limit the involuntary exposure of non-smokers to smoke. These decisions will be made in coordination with facilities or building management personnel, or air quality consultants/experts.

C. Signs. "Designated Smoking Areas" as described above will be identified by proper signs. The mandatory source of supply for purchase of these signs is UNICOR, Federal Prison Industries, Inc. Prior approval is required before using any other source of supply. Purchase Orders should be submitted through appropriate channels to: UNICOR, Federal Prison Industries, Inc., 320 First Street, N.W., Washington, D.C., 20534, (202) 724-8239. Signs reading "No Smoking Except in Designated Areas" will be placed on or near entrance doors to USGS buildings. In GSA-managed buildings, entry signs will be furnished and installed by the GSA Building Manager.

D. Responsibilities Designated Officials and Heads of Field Offices. Officials designated in 4 below will take the following actions to ensure that this policy is effectively implemented:

(1) "Designated Smoking Areas" will be established within respective buildings, in accordance with 3.B above. The views of subordinate supervisors, employees, and employee representatives will be considered prior to making such determinations.

(2) Signs reading "Designated Smoking Area," and "No Smoking Except in Designated Areas" will be posted in accordance with 3.B and 3.C above. Posting of "No Smoking" signs is unnecessary, because smoking is permitted only in "Designated Smoking Areas." In most instances, there is no need to post signs in private offices, unless the offices serve as common use smoking rooms.

(3) Other efforts to resolve employee concerns about smoking may be undertaken as appropriate. Rearrangement of employee work stations may be considered, as well as improvements in air flow and ventilation. Cost containment is a major factor which should be considered in determining the appropriateness of such measures.

(4) Receptacles for the disposal of smoking materials will be made available in "Designated Smoking Areas," and at other building locations as needed in accordance with 3.A and 3.B above.

(5) Information concerning the availability of smoking cessation classes will be distributed to interested employees by servicing personnel offices.

E. Responsibilities Supervisors. Supervisors are expected to respond in a positive manner to comments, concerns, and complaints of smoking and non-smoking personnel. Supervisors will work with/through the officials designated in 4 below to ensure that these regulations are appropriately implemented and enforced within their organizational components and work space. Enforcement responsibilities may include the initiation of disciplinary actions as appropriate.

F. Responsibilities Employees. Employees are expected to respect the choices of fellow employees to smoke or not to smoke by strictly adhering to the procedures outlined in these regulations. Employees are also reminded that it is their responsibility to ensure that the implementation of this policy does not interfere with the completion of a full workday. If absences from the work site out side the norm are required as a result of the application of these regulations, employees should make arrangements in advance with their supervisors to extend the workday, or make other appropriate arrangements, so that no loss of productivity ensues. Failure to observe designated smoking and non-smoking areas and failure to complete a full workday may be viewed as misconduct, for which appropriate disciplinary action may be taken.

4. Designated Officials. Officials listed below are to ensure that the provisions of 3.D are implemented:

A. Chief, Office of Facilities and Management Services for the USGS National Center and other headquarters components in the Washington Metropolitan Area.

B. Central and Western Region Management Officers for the Central and Western Regional Centers, respectively.

C. Chiefs of field offices for those USGS offices situated in locations other than those cited in 4.A and B above.

5. Labor-Management Relations. USGS recognizes its obligations to consult and negotiate with local unions concerning the impact and implementation of these regulations, and any changes in conditions of employment which may result from implementation of these regulations. Supervisors are encouraged to seek advice from their servicing personnel offices to determine how these labor-management obligations may best be accomplished, to ensure adherence to the provisions of 5 USC 71, the Labor-Management Relations Statute.