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HOP 3.6.3 Smoke and Tobacco Free Workplace

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Sec. 1 Purpose

To recognize social responsibility in promoting the health, well-being, and safety of employees and visitors to the System Administration complex.

Sec. 2 Principles

The University of Texas System Administration prohibits the use of all forms of tobacco, smoke, and mechanical nicotine delivery devices at the System Administration facilities. System Administration prohibits any advertising, sale, or free sampling of such products. Littering the System Administration facilities with the remains of tobacco, smoke, or mechanical nicotine delivery devices or any other related waste product is prohibited.

Sec. 3 Applicability

This policy applies to all employees, University affiliates, contractors, and visitors twenty-four (24) hours a day, seven (7) days a week.

Sec. 4 Responsibility

Adherence to this policy is the responsibility of all members of the University community. It is expected that employees, University affiliates, contractors and visitors to the System Administration complex will comply with this policy. Members of the University community are empowered to respectfully inform others about the policy in an ongoing effort to enhance awareness of and encourage compliance with this policy.

Sec. 5 Enforcement

Effective implementation of this policy relies on the courtesy, respect, and cooperation of all members of the University community.

If someone is seen using tobacco, smoke, or mechanical nicotine delivery devices on System Administration property, an employee may inform the individual of this policy and request that he/she comply. If the individual does not comply, details of the policy violation may be referred to the Office of Talent and innovation at for appropriate resolution resolution or you may contact the Compliance Hotline 1-877-217-2426 or online (

Sec. 6 Awareness and Education

The implementation of this policy is augmented by an awareness and education campaign that includes but is not limited to:

a) Notification of our Smoke and Tobacco-Free workplace policy to current and prospective employees through communication available on the University of Texas System Administration website,

b) Notification during new hire employee orientation,

c) Informational postings and electronic notifications,

d) Smoke and Tobacco cessation programs for employees,

e) Notices bearing the message "Smoke and Tobacco Free Environment" around the System Administration complex,

f) Organizers and attendees at public events, such as conferences, meetings and social events at the System Administration complex will be required to abide by this policy. Organizers of such events are responsible for communicating the policy to attendees.

Sec. 7 Smoke/Tobacco Cessation Program

The University of Texas System Administration is committed to supporting all employees who wish to stop using tobacco products and assistance is available.

a) Living Well Smoking/Tobacco Cessation Program,

b) offers basic cessation education, cessation aids, psychological approaches and management skills,

c)  Employee Assistance Program at (512) 471-3366

Sec. 8 Exceptions

Tobacco use, in Designated Tobacco Use Areas as approved by the Chancellor or his/her designee may be permitted.


Tobacco Products - All forms of tobacco, including but not limited to, cigarettes, cigars, pipes, water pipes (hookah), bidis, kreteks, smokeless tobacco, snuff and chewing tobacco.

Mechanical Nicotine Delivery Devices - All devices that deliver a dose of nicotine either with or without combustion such as electronic cigarettes.

University Affiliates - Individuals, such as volunteers, members of the Board of Regents, members of Advisory committees, or others who regularly visit University of Texas System Administration facilities but who are not employees.

University Community - Employees, University affiliates, contractors, and visitors.

System Administration Facilities - All buildings and structures, parking lots, walkways and attached parking structures owned or controlled by the University of Texas System Administration.

Designated Tobacco Use Area - A pre-approved location for tobacco use. The location selected, to the greatest extent possible, will be located far enough away from the adjacent buildings or structures to minimize air quality concerns relating to those structures. In general, this will require a minimum distance of 25 feet from any air intake, gate, entryway, arch, or doorway leading to or from adjacent buildings and structures. In any event, the designated tobacco use areas will comply with Texas Administrative Code, Title 25 Health Services, Part 11, Cancer Prevention and Research Institute of Texas (CPRIT), Chapter 703, Grants for Cancer Prevention and Research, Section 703.20.

Policy Details

Responsible Office(s)

Talent and Innovation

Date Approved

Dates Amended or Reviewed

Related Information

Relevant System Policies, Procedures, and Regents' Rules