Conversations about substance use in the workplace have changed dramatically in recent years. Trends such as general accessibility, cannabis legalization and normalization of use have made it clear that substance use is growing and cannot be ignored or quietly managed on the sidelines. Probably nothing new to most, if not all, of you.

Employers, employees, and unions are navigating a complex space where personal choice, safety, and responsibility intersect. The challenge isn’t just identifying substance use; it’s creating a culture that balances accountability, fairness, and understanding.

A Shared Responsibility

Every workplace has two goals that must coexist: protecting employee health and safety and respecting their rights. Employers have legal obligations to ensure safe work sites, while unions play a key role in supporting their members and advocating for fair treatment.

In my work, I often see that success comes when both sides start from the same foundation: a shared commitment to safety. When unions and management recognize this as a collective responsibility, conversations shift from conflict to problem-solving.

I often remind groups: legalization doesn’t automatically equal safety. Substances like cannabis, alcohol, and prescription medications can impact alertness, judgment, and reaction time, at the very least. A safe workplace depends on everyone understanding this reality and taking it seriously.

Collaboration Over Conflict

Effective workplace programs are rarely developed in isolation. Policies written solely by management, without input from labour, often fail to gain trust or traction.

Unions need to be at the table early. Their input ensures that policies are fair and credible. Acceptance grows when language is non-punitive, expectations are consistent, and consequences are understood and predictable.

When policies are built collaboratively, they reflect a shared understanding of what’s reasonable and defensible. Workers are more likely to follow them, supervisors are more comfortable applying them, and the result is a more stable, respectful workplace.

A collaborative approach also helps avoid misunderstandings about testing, privacy, and accommodation. It sets the stage for ongoing dialogue, something every organization needs as the landscape around substances continues to evolve.

Education at Every Level Changes Everything

Rules alone don’t change behaviour. Education is one of the most powerful tools for reducing risk and improving workplace culture. It provides employees with the facts they need and leaders with the confidence to respond appropriately.

Unions play a vital role here. They have a direct line to members and are often the most trusted voice in the room. When unions reinforce the importance of fitness for duty and adhering to policy, real progress occurs.

Education must be intentional at all levels. The best programs I’ve seen take a layered approach:

• All employees receive training on the basics of substance effects and safe work expectations.
• Supervisors learn to recognize and respond respectfully and consistently to potential substance use concerns that pose safety risks.
• Union representatives and Human Resources departments are equipped to guide members to appropriate, accessible resources.
• Leaders and Boards understand their liability and the human cost of inaction.

Testing and Fairness

Testing is one of the most debated aspects of workplace substance management, and where unions can play an integral role. Employees often see it as invasive, while employers view it as a safeguard and deterrent.

Fairness and transparency bridge that gap. When testing programs are clearly explained and applied consistently, they gain acceptance.

For example, oral fluid testing has proven reliable and respectful. It identifies recent use of active substances like delta-9 THC, which are linked to safety risk, rather than detecting use that may have occurred days or weeks earlier (as with urine testing). This approach matters because it supports accountability without unfairly penalizing employees for past or off-duty use.

Unions have been strong advocates for fairness in testing, ensuring that processes protect privacy, uphold human rights, and maintain trust. When done properly, testing becomes one part of a broader safety system, not a tool for punishment.

Supporting Recovery and Return to Work

Many organizations use a case-managed approach for return-to-work following a positive test result or voluntary disclosure of a substance use problem. This approach combines accountability with compassion, often including:

• Access to substance use specialists who facilitate treatment and education.
• Developing return-to-work agreements that are clear and fair.
• Ongoing follow-up and communication for consistency and accountability, ensuring fitness for duty.

Union involvement and support throughout these processes can lead to a faster and smoother return to work.

Changing Culture Together

We already know that culture doesn’t change overnight. When employers and unions sit on the same side of the table, prioritizing both safety and fairness, the message to employees is clear: safety is the priority and employee well-being matters.

This approach goes a long way toward shifting culture. It promotes a culture in which people are more willing to speak up, ask questions, and seek help before incidents occur. It also helps shift the culture so that policies are seen as less restrictive and more grounded in safety and accountability.

Unions are essential partners in creating safer, healthier workplaces. They bring balance and perspective to the table. By working together, employers and unions can create programs that are fair, consistent, and rooted in best practices.