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Posted November 2005

Smoke-free Campus Initiative
Keys to Successful Implementation
A Checklist

Embarking on an initiative to create a smoke-free environment at a hospital campus is a comprehensive endeavor. There are several critical steps and issues to be considered to ensure successful implementation. Use this checklist as a guide as your institution begins the process.

Set Clear Expectations and Accountabilities

• Announce the hospital’s commitment to create a smoke-free environment, emphasizing senior management support and guidance for the initiative
• Tell employees why hospital is doing this
• Assign responsibility and authority for coordinating the implementation of the smoke-free initiative to an appropriate member(s) of senior management and departments - including representatives from
• human resources
• facilities
• public safety
• community relations
• communication/marketing/public relations
• Create a task force with broad representation to plan implementation of the new smoke-free environment
• administration
• clinical staff (physicians, nurses)
• non-clinical staff (assistants, secretaries)
• technical staff
• smokers/non-smokers/former smokers
• Gather information, including:
• The medical, economic, and social effects of smoking
• Smoke-free policies implemented by other organizations
• Facilities (e.g., physical constraints or leases with other organizations that may influence policy decisions)
• Employee emotion/feedback (percentage of nonsmokers and smokers, level of enthusiasm)
• Existing smoking policy
• Legal issues (legislation, regulation, union contracts and other contracts)
• Develop a timeline of activities and set a specific date to be smoke-free
• Decide how the policy will communicated and enforced

Create the Plan, Refine the Plan and Execute the Plan

• Draft the implementation plan to phase in the smoke-free environment. Have it reviewed and refined by the appropriate individuals and groups
• Announce the policy, implementation plan and effective date to all employees through a letter from the Chief Executive Officer
• Communicate the reasons for the revised policy
• Offer employees a chance to respond and provide input
• Create employee advisory groups to provide ongoing feedback into transition to new policy (communications, signage, celebrations, what people can say to help enforce, etc.)
• Develop and provide trainings on new policy for all employees
• Plan and implement appropriate all-employee communications before, at, and after implementation date

Prepare for change – Communicate and Educate

• Reassure everyone who smokes that this change does not mean that anyone has to quit smoking
• Educate managers and supervisors so they can help employees understand
• Prepare employees, patients and visitors for the change through advance and ongoing communications
• internal publications
• leadership meetings
• ongoing policy updates
• on call help network
• onsite counselors
• educational programs
• cessation programs
• Start informing prospective new hires about the coming policy change
• Consider providing assistance for smokers who want to quit during a transition period
• Enlist assistance from facilities (for signage, removal of ashtrays, identification of property lines, possible provision of containers, etc.)
• Educate employees, patients and visitors:
• Training sessions for managers
• Feedback sessions for employees
• Newsletters, paycheck inserts, all staff e-mails
• Signs, displays, pamphlets
• Flyers in patient appointment reminders
• Flyers/posters in waiting areas
• Notices in present designated smoking areas
• News releases to local media

Monitor and Aid Compliance

• Offer smoking cessation programs to employees and their families at least 6 months prior to implementation day
• Obtain insurance coverage of at least one cessation drug
• Have the pharmacy and/or gift shop carry cessation aids
• Make changes to facilitate the smoke-free environment
• Install "Smoke-free Area", "Smoke-free Environment - No Smoking in this Outside Location", or "No Smoking” signs
• Remove ash receptacles
• Enforce the policy from day one
• Maintain active management of smoking violations
• Evaluate and refine the policy as needed
• Be flexible and patient

If you have any questions about the Smoke-Free Campus Initiative or the tool kit materials, please feel free to contact Gary L. Drain, Human Resources, at 312-906-6026 or Liz Leonard, Public Affairs, at 312-906-6142.

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