Engagement Reports : Tobacco-Free Initiatives @ IUPUI

IUPUI as a Tobacco-Free Campus

Department Resources

Engagement Reports

Initial Plan

Departmental Information

School: N/A
Department: Administrative Unit Sample Plan
Email contact: mbedford@iupui.edu

Engagement Plan

Step 1: Awareness of Policy
Post notices in building; put reminder of policy on agenda for all meetings in July and Aug; send out e-mails to all list servs; put link to Tobacco Free web site on our home page; make a note of the new policy on any invitations which we send out to groups who will be using our building; review any web site materials which may help us interpret the policy – "Managing Change" guidelines, etc

Step 2: Engagement
"walking route" based on "hot spots" map from CFS; recruit/assign individuals who will walk the routes; have them sign up to attend one of the training workshops offered by the Tobacco Free Committee; have walkers sign up for specific dates/times to walk on a standardized form (try to have enough volunteers so each pair only has to walk once a week); have someone in charge of sending weekly reminders to walkers; encourage walkers to respond to a specific person about encounters they had on their routes – what works, difficult situations; Compile data for 6 and 12 month evaluations; someone to complete "Engagement Rounds Tally Sheet" and send it to Holly or Katie; confer with other areas as necessary with questions, concerns

Step 3: Mapping Plan for Engagement
Set times for walks – change times each day of the week; determine resources the walkers with have with them (some materials will be given out at the training; others can be downloaded from the Tobacco Free web site); submit plan on-line, with dates/times of walks

Step 4: Evaluation/Assessment of Engagement rounds
Review tally sheet on a regular basis to adjust plan as necessary; consider how “cooperative” people have been to ask smokers not to smoke and of smokers for not smoking on IU property

Departmental Information

School: N/A
Department: Academic Unit Sample Plan

Engagement Plan

Step 1: Awareness of Policy

Email all dept. listservs with a link to www.tobaccofree.iupui.edu and announce new policy
Place on all July/August meeting agendas
Send email to faculty, ask to place new policy on syllabi for courses
Link on departmental website to www.tobaccofree.iupui.edu
Send out announcement in departmental newsletter
Upcoming campus visits, include a note to visitors about the new policy on campus
Will print posters and hang on doors and bulletin boards
Will post cessation resources

Step 2: Engagement

Will ask for volunteers to complete walk arounds
Will be monitoring all building entrances and hot spots indicated on map near building
Will send all employees who will be engaging tobacco users to the HR trainings in July
Will fill out tally sheet on a weekly basis, when possible

Step 3: Mapping Plan for Engagement
Schedule will be as follows for the 1st 4 weeks of classes:

Will evaluate based on traffic seen at these times, and frequency of smokers. After first 4 weeks, will assess if 4 rounds are needed, but will complete a minimum of 2 daily rounds.

Step 4: Evaluation/Assessment of Engagement rounds
Will complete tally sheet on a weekly basis and will evaluate effectiveness at 6 months and 12 months.

Departmental Information

School: IU School of Nursing
Department: Dean's Office
Email contact: mpposkon@iupui.edu

Engagement Plan

Step 1: Awareness of Policy—Getting out the word to faculty, staff, and students about the new policy
Indiana University School of Nursing (IUSON)
2006-07 Tobacco Free Policy Implementation Plan

Policy effective August 14, 2006
FINAL

Plan

Marion E. Broome, University Dean and Distinguished Professor, will send out an e-mail message to all faculty and staff in July, sharing with them IUSON’s Tobacco Free Implementation Plan and encouraging all to participate in the implementation of the new policy in a positive way. The Dean will also remind faculty and staff about the policy at the monthly all-faculty and staff meetings.
Mary Pat Poskon, Executive Assistant to the University Dean, will announce the new policy in the School’s first issue of internal e-newsletter Monday’s Memo.
Faculty will remind students about the new policy on the first day of classes.
Department secretaries will post the policy on ONCOURSE.
Department chairs will remind their faculty and staff about the new policy during monthly department meetings.
Sally Krause, Recruitment and Marketing Coordinator, will place the link http://www.tobaccofree.iupui.edu website on the School’s website.
Donna Anderson, Assistant, Office of Evaluation, will take the lead on providing appropriate materials for the triage tables set up at the beginning of the academic year to provide assistance to students.
Sharon Crofts, Administrative Assistant/Building Coordinator, will display campus posters, etc. in appropriate locations throughout the Nursing Building.
Sharon Crofts will distribute the policy, along with other paperwork, for part-time faculty.
New faculty and staff will be made aware of the policy during respective orientation sessions.
Bill Weiss, HR liaison, will include policy language on security cards that are being developed for faculty and staff.
Martel Plummer, Director of Student Services, will contact the School’s Student Presidents’ Council members to determine students’ role in the implementation of this plan.

Outcome: Uniform knowledge is disseminated to constituencies.

6 Month Evaluation:

No one in the Nursing Building smells cigarette smoke.
No cigarette butts are found on sidewalks or grounds around the Nursing Building.

12 Month Evaluation:

No one in the Nursing Building smells cigarette smoke.
No cigarettes are found on sidewalks, grounds around the Nursing Building.

Step 2: Engagement

In the Dean’s July e-mail to faculty and staff, Dean Broome will include a request for volunteers to serve on two-person teams to survey around the Nursing Building for any violations of the policy. The School plans to have ~25 (two- person) teams in place with a set schedule and route to follow by August 14, 2006. The policy is effective August 14, 2006, so engagement rounds will begin on this date.
Members of the teams will be provided appropriate materials for distribution to violators and others. In addition, faculty and staff not on teams will also be provided materials. The School wants to encourage participation by all to promote a healthy and positive environment.
Materials will be placed at various locations throughout the Nursing Building, i.e., reception areas on the 1st floor and departments.

Outcome: Decrease the number of smokers outside of the Nursing Building

6 Month Evaluation: 0 smokers

12 Month Evaluation: 0 smokers

Step 3: Mapping Plan for Engagement

Set up 25 (two-person) teams. Volunteers should sign up in the Dean’s Office, where a sign-up sheet will be located at the receptionist desk.
Provide training for those volunteers who are interested before August 14th.
Create a route and "traveling/walking" schedule before August 14th.
Connect with Presidents’ Council members to determine students’ role in the implementation of this policy plan.

6 Month Evaluation: Review data that was gathered using the Engagement Rounds Tally Sheets to ensure consistency in making the rounds.

12 Month Evaluation: Review data that was gathered using the Engagement Rounds Tally Sheets to ensure consistency in making the rounds.

Sharon Crofts/Mary Pat Poskon will enter IUSON plan onto the template and submit electronically at: http://www.tobaccofree.iupui.edu

Step 4: Evaluation/Assessment of Engagement rounds

No-Smoking Committee will meet at mutually agreed upon times to discuss how engagement is progressing at 6 month- (deadline February 14, 2007) and at 12 month- intervals (deadline August 14, 2007).

Sharon Crofts/Mary Pat Poskon will enter data onto the template and submit electronically at: http://www.tobaccofree.iupui.edu.

Departmental Information

School: N/A
Department: UITS, Informatics, Journalism, Music in the ICTC
Email contact: ckegeris@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Post the smoking policy and posters on bulletin boards in the building.
Place flyers in the staff mailboxes the week of Aug. 10 before the policy takes effect.
Faculty from Informatics, Journalism, and Music will include the new policy in their syllabi and mentioned in class.
Include smoking policy information on the plasma displays in the lobby.
Place the smoking policy on meeting agendas for departmental meetings.
Send smoking policy information to departmental listservs. (Week of Aug. 7 )
Deans will send information on the policy to student organizations and copy the faculty advisor in Informatics Student Government, Informatics Student Services, and other groups.
Mention the tobacco policy at interviews for new hires.

Step 2: Engagement

Include smoking policy information and smoking cessation resources on the Team IUPUI table in the ICTC lobby during the first week of classes.

Step 3: Mapping Plan for Engagement

Engage staff by communicating the policy in the ways mentioned above.

Step 4: Evaluation/Assessment of Engagement rounds

Evaluate at 6 and 12 months from beginning of the program.

Departmental Information

School: N/A
Department: Planning & Institutional Improvement
Email contact: kblack@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

New employees will be informed of the policy during orientation.

In August 2006 written agendas for staff meetings will include an item on the smoking policy.

Written agendas of Meeting including off-campus visitors will include a statement about the smoke-free environment at IUPUI.

Tobacco free information cards are available at the front desk of the Testing Center and at the proctor desk in the Testing Facility.

Step 2: Engagement

N/A

Step 3: Mapping Plan for Engagement

N/A

Step 4: Evaluation/Assessment of Engagement rounds

N/A

Departmental Information

School: IU School of Public And Environmental Affairs
Department: Center for Urban Policy and the Environment
Email contact: sburow@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Policy will be discussed at next staff meeting and the tobaccofree.iupui.edu link will be sent to all faculty, staff, and students.

Step 2: Engagement

Tobacco free posters will be posted in the common areas and in the conference room. Visitors will be instructed that IUPUI is a smoke free campus. The building coordinator will attend the HR training.

Step 3: Mapping Plan for Engagement

No walking routes appear necessary at this time but the building coordinator will monitor smoking activity and alter procedures as necessary.

Step 4: Evaluation/Assessment of Engagement rounds

Evaluate is six months to determine if a change in the engagement policy is required.

Departmental Information

School: N/A
Department: IUPUI University Library
Email contact: mstanley@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Post fliers of new policy in obvious places (display stands in Reference, near Circulation desk, Staff and Student Lounges). Provide cessation of smoking fliers in these areas as well.

Step 2: Engagement

Identified three

Step 3: Mapping Plan for Engagement

Ask all team leaders to identify individuals from their team to serve as

Step 4: Evaluation/Assessment of Engagement rounds

The Library will assess the engagement process at 6 months and 12 months to see if the number of violators has decreased or been eliminated which is the hopeful outcome of this process.

Departmental Information

School: N/A
Department: Campus Facility Services
Email contact: dkent@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Meetings will be held with all CFS management staff to inform them of the new policy and provide training on how to approach employees/visitors found smoking on IUPUI property.
Managers will be given information on smoking cessation that can be distributed to their interested employees.
Discussions regarding implementation and emforcement will be take place during the meeting.
Managers will meet with their staf to instruct and inform them about the new policy, the implementation and enforcement of the new policy.
Informational materials will be made available to all CFS employees.

Step 2: Engagement

Engagement rounds will begin on August 14, 2006 by CFS Management Staff and Building Coordinators.
Two person teams will walk the assigned areas and engage people in discussions about not smoking on IUPUI's property.
Quit kits and other information will be offered to people who are interested in smoking cessation.

Step 3: Mapping Plan for Engagement

Managers will carry policy cards with them to remind smokers to not smoke on IUPUI's property.
Quit kits and cessation information will be made available to smokers.
Repeat offenders will be subject to progressive discipline.
Upon returning from engagement rounds teams will fill out a tally sheet to record how many tobacco users were engaged during their shift.

Step 4: Evaluation/Assessment of Engagement rounds

Evaluations will occur at 6 months and at 12 month intervals.

Departmental Information

School: N/A
Department: ES Building Coordinator
Email contact: ceflynn@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

The Schools/Departments in the Education/Social Work Building will:

Post Tobacco Free signs throughout their respective locations in the ES building and the ES "hot spot."
Make Tobacco Free Policy announcements at all student and faculty meetings.
Encourage faculty and staff to support the Tobacco Free policy and be role models for the campus.
Discuss the Tobacco Free Policy at all interviews for new faculty and staff hires.
Email announcements and reminders on the Tobacco Free Policy to all student and faculty list-serves.
Employees violating the Tobacco Free Policy will be referred to their supervisor, if known, who will discuss the policy with the smokers. Disciplinary action will follow if necessary – consistent with university policy.
Students violating the Tobacco Free Policy will be referred to the Office of the Dean of Students, 274-8990.
In addition, the OIA will insure that all OIA staff adhere to the Policy and will take special care to inform international students and visitors of the policy when they first arrive on campus.

Step 2: Engagement

See Awareness of Policy Response

Step 3: Mapping Plan for Engagement

See Awareness of Policy Response

Step 4: Evaluation/Assessment of Engagement rounds

See Awareness of Policy Response

Departmental Information

School: Purdue School of Engineering and Technology
Department: Dean's Office
Email contact: ldjones2@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Dean will place on agenda for CDD Meeting (chairs, directors and deans). Chairs will be asked by the dean to add the policy to departmental agendas.

Via email, the ET building coordinator will send Tobacco Free Policy and frequently asked questions from the IUPUI Tobacco Free website to all engineering and technology faculty and staff (full and part-time) via email.

Student Services Office will send policy to engineering and technology student list serves.

Student Services Office will place policy and related links on student computer desktops for engineering and technology computer labs.

Policy and/or notice will be posted on main entrances to ET building at 4 main entrances.

Step 2: Engagement

ET building coordinator will coordinate a "team" to identify the hot spots (as described by campus facility services). Building coordinator and team will routinely "visit" the hot spots and entire area surrounding the ET building to cordially inform smokers of the new policy. The yellow, Tobacco Free IUPUI cards will also be given to each smoker, if accepted by the smoker. Team will report to ET building coordinator on results of "visits" to hot spots and perimeter of building.

Step 3: Mapping Plan for Engagement

ET building coordinator will walk to hot spots with "team" members to identify hot spots and building perimeter and review the procedure for talking with smokers.

A list of cessation resources will be carried by "team" members to have available for smokers who may inquire.

Step 4: Evaluation/Assessment of Engagement rounds

ET building coordinator will regularly inform the dean of the progress and results of the visitations to hot spots and building perimeter. Dean will discuss these results in Dean’s Staff meeting and CDD meeting (chairs, directors and deans). Faculty and staff are encouraged to regularly share new policy observances and results with ET building coordinator (and dean if desired).

Departmental Information

School: N/A
Department: Parking & Transportation
Email contact: lcarnell@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Posted policy information and FAQ's in employee break room and published the policy in the departmental newsletter. Explained and discussed the policy at all-department meetings on July 31 and August 1, 2006.

Supervisors are scheduled to attend Tobacco Free training on Thursday August 17, 2006.

A statement that the facilities are tobacco free has been added to the visitor tickets.

Tobacco Free signs have been posted at the entrance to all parking lots.

Step 2: Engagement

Shuttle bus drivers have continuous routes on campus.

Enforcement officers and supervisors will make passes through garages on a rotating basis.

Parking booth attendants are already in each visitor garage and relief personnel will make a pass through on the way to their next location.

Step 3: Mapping Plan for Engagement

Staff is on campus from 6am - midnight and will make random checks to catch different groups. We will concentrate around high volume times (7:30am - 8:30am, 11am - 12:30pm, and 3:30pm - 5:30pm.)

Step 4: Evaluation/Assessment of Engagement rounds

To be completed 2-14-07

Departmental Information

School: IU School of Informatics
Department: Informatics
Email contact: rmarasco@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Post the smoking policy and posters on bulletin boards in the building.
Place flyers in the staff mailboxes the week of Aug. 10 before the policy takes effect.
Faculty from Informatics, Journalism, and Music will include the new policy in their syllabi and mentioned in class. A note will also be sent to instructors teaching in general inventory classrooms to include the policy in their syllabi.
Place the smoking policy on meeting agendas for departmental meetings.
Send smoking policy information to departmental listservs.
Deans will send information on the policy to student organizations and copy the faculty advisor in Informatics Student Government, Informatics Student Services, and other groups.
Mention the tobacco policy at interviews for new hires.

Step 2: Engagement

Include smoking policy information and smoking cessation resources on the Team IUPUI table in the ICTC lobby during the first week of classes.

Step 3: Mapping Plan for Engagement

Engage staff by communicating the policy in the ways mentioned above.
Make quit kits available as needed.

Step 4: Evaluation/Assessment of Engagement rounds

Plan will be evaluated at 6 and 12 months from the beginning of the program on August 14th.

Departmental Information

School: IU School of Journalism
Department: Journalism
Email contact: ckegeris@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Post the smoking policy and posters on bulletin boards in the building.
Place flyers in the staff mailboxes the week of Aug. 10 before the policy takes effect.
Faculty from Informatics, Journalism, and Music will include the new policy in their syllabi and mentioned in class. A note will also be sent to instructors teaching in general inventory classrooms to include the policy in their syllabi.
Place the smoking policy on meeting agendas for departmental meetings.
Send smoking policy information to departmental listservs.
Deans will send information on the policy to student organizations and copy the faculty advisor.
Mention the tobacco policy at interviews for new hires.

Step 2: Engagement

Include smoking policy information and smoking cessation resources on the Team IUPUI table in the ICTC lobby during the first week of classes.

Step 3: Mapping Plan for Engagement

Engage staff by communicating the policy in the ways mentioned above.
Make quit kits available as needed.

Step 4: Evaluation/Assessment of Engagement rounds

Plan will be evaluated at 6 and 12 months from the beginning of the program on August 14th.

Departmental Information

School: N/A
Department: UITS
Email contact: ckegeris@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Post the smoking policy and posters on bulletin boards in the building.
Place flyers in the staff mailboxes the week of Aug. 10 before the policy takes effect.
Faculty from Informatics, Journalism, and Music will include the new policy in their syllabi and mentioned in class. A note will also be sent to instructors teaching in general inventory classrooms to include the policy in their syllabi.
Place the smoking policy on meeting agendas for departmental meetings.
Send smoking policy information to departmental listservs.
Deans will send information on the policy to student organizations and copy the faculty advisor.
Mention the tobacco policy at interviews for new hires.

Step 2: Engagement

Include Tobacco Free policy information and resources on the Team IUPUI table the first week of class.
Building Coordinators will attend a training provided by the Tobacco Free Committee.

Step 3: Mapping Plan for Engagement

Engage staff by communicating the policy in the Awareness of Policy section.
Make quit kits available as needed.

Step 4: Evaluation/Assessment of Engagement rounds

Track comments from building occupants on the progress of the plan.
Evaluate the effectiveness of the plan in February and August 2007.

Departmental Information

School: N/A
Department: Ronald McDonald House
Email contact: dcraig@rmh-indiana.edu

Engagement Plan

Step 1: Awareness of Policy

Starting August 14, 2006, IUPUI and the Ronald McDonald House will be completely smoke and tobacco free. Our smoking table at the corner of the parking lot will no longer be a smoking area. Tobacco in any form—cigarettes, pipes, chewing tobacco, snuff—is not allowed on campus or around the Ronald McDonald House effective August 14th. The enforcement of the smoking policy is the responsibility of the Staff. If you see any tobacco use, please let a staff member know immediately. The manner in which you can assist us in implementing this policy is during the check in process. During the check in process, it is important that you emphasize the Tobacco Free policy. We will have a supply of cards to give to each House Guest over the age of 18 that provides them with the policy and the ramifications for them if they violate the policy. The use of tobacco can result in their being evicted from the House permanently. For our Guests who smoke, this will be a serious change for them especially if they increase their smoking to relieve stress. We do have information we can share with them regarding smoking cessation. Those items will be made available through the office or any Operations Staff member. The approach that IUPUI is taking with their enforcement is positive and that is the approach we need to take in the House—we do not want to add to their stress level as they deal with a sick or injured child. If you have any questions regarding this policy, please contact Dennis as soon as possible.

Step 2: Engagement

To: Ronald McDonald House Staff
From: Dennis Craig
Date: July 26, 2006
Re: Tobacco Free IUPUI and the Ronald McDonald House

The Tobacco Free starting date is August 14, 2006.
The guests are being notified of the new policy via flyers throughout the House and they will be notified by the staff/Volunteers during their check in process to the House.
There is a grace period of one month from August 14 to September 14 except for people who violate the policy by smoking in the House itself. Each violation will be reviewed by the Operations Director and a decision regarding possible action will be made on a case by case basis. The status of the new policy and its enforcement will be reviewed at the end of the four week period.
The smoking table and cigarette urn in the parking lot will be removed the week prior to the campus going tobacco free.
Guests can smoke in their cars and it is their responsibility to not throw their debris in the parking lot or allow their smoking to disturb or intrude on passers by.
Guests cannot smoke or use tobacco walking to and from their cars in the parking lot, smoke between the House and Graduate Apartments on the south side walk of the House and anyone who discards their debris at in any of those areas is considered to be in violation of the Tobacco Free policy.
The Tobacco Free Team is Dennis Craig, Connie Cripe, Pam Earnest and Jennifer Ransone. We will receive training the week of July 31, 2006. The policy of engagement is to be handled in a positive manner with the goal of bringing a guest into compliance with the policy and not removing them from the House.
It is our goal to move the guests to the Courtyard for socializing and relaxation instead of congregating in the parking lot.
We realize the focus of our guests will be on their child in the hospital, but smoking cessation resources will be made available to them.
Staffs that are not on the Tobacco Free Team can assist us by letting us know if you see a guest in violation. If you know the guest and you are comfortable engaging them regarding the policy, please do so. If not, please let Team member know as soon a possible. We will be keeping records of guests who are in violation in order to make decision regarding their continued residency.
Please be aware that not all violators around the House will be Ronald McDonald House guests. These will be referred to university personnel.

Step 3: Mapping Plan for Engagement

Ronald McDonald House
Tobacco Free Engagement/Assessment Policy
August 14, 2006

The team members are Dennis Craig, Operations Director; Jennifer Ransone, Volunteer Manager; Connie Cripe and Pam Earnest, Guest Services Managers.

During the first four weeks, we will engage our guests that are found to be in violation in a manner that is geared to bringing them in line with the policy. During the check in process, each guest will be given a paper which details the tobacco free policy for both the interior and exterior of the Ronald McDonald House. Our current policy for the interior of the House is that tobacco is forbidden and tobacco use could lead to an immediate eviction.

An ongoing evaluation will occur during the initial stages of the implementation of the policy and if changes in direction are required, they will be identified and put in place.

At the end of the first month, the engagement policy for the exterior of the building will change and be in line with the policy for the interior which is that a guest who is found to be using tobacco could face immediate eviction from the Ronald McDonald House.

This policy will be reviewed in six months.

Step 4: Evaluation/Assessment of Engagement rounds

Smoking Policy Action
Ronald McDonald House
July 17, 2006

From Tobacco Free IUPUI:
"Effective August 14, 2006 on the IUPUI Campus the use or sale of any tobacco product – cigarettes, cigars, chewing tobacco, snuff – will be prohibited on IUPUI-owned, -operated or -leased property."

This includes the Ronald McDonald House. The response of the House in terms of implementation of the new policy will take place in three steps.

Step 1

The House Guests will be notified starting immediately that the campus and the Ronald McDonald House will be completely Tobacco Free starting August 14th. This will be done by an in-House advertising campaign and advising guests at check in the starting date for the Tobacco Free program. The current "House Guidelines" Rule # 2 will be updated to reflect the new Tobacco Free policy and a card will be issued to each guest detailing the policy. The "House Guidelines" will be revised to reflect the new policy. This policy will also be posted in the Ronald McDonald House at Riley as well and it will be a discussion point with the Riley Social Workers at our next meeting so they can inform their clients. House guests will be allowed to smoke in their vehicles and we will be open with them regarding that fact. It will be made clear to the guests that they are being held responsible not to litter the parking lot with their smoking debris.

Step 2

The Ronald McDonald House smoking area in the south parking lot in the northwest corner has been designated a "Hot Spot" where smoking is currently allowed. The protocol suggested by Tobacco Free IUPUI is for a team of two staff members to tour the hot spots during the day to interact and educate anyone who is smoking. The team members go through a brief training with IUPUI to assist them in having a positive engagement with any violators. Anyone who is smoking in violation of the new policy will be provided with a card stating the policy and additional information regarding smoking cessation resources that are available to them. Our team members for the Ronald McDonald House are Dennis Craig, Jenny Ransone and Connie Cripe. The tour of the hot spots will occur four times a day until it is determined that the policy has reached its desired effect of a tobacco free environment.

Step 3

Currently our policy for guests violating the tobacco ban in the Ronald McDonald House, when it is a clear violation, is to evict them on the first incident. There will be a transition period of policy enforcement in regard to the exterior of the House once the August 14th start date has arrived. This period will last four weeks and it will be evaluated at the end of that time to determine if it is advisable to provide equal levels of enforcement for both the exterior and interior of the House.

Departmental Information

School: N/A
Department: Chartwells Food Service
Email contact: clemonsj@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

All employees were notified collectively and during section meetings
All employees received the IUPUI policy card
Website link will be made to the IUPUI tobacco free information site

Step 2: Engagement

Each section manager is responsible for overseeing his/her staff
Periodic checks of break areas
Monitoring of time card activity

Step 3: Mapping Plan for Engagement

IUPUI policy cards at all cash registers
Resources provided by Compass/Chartwells and IUPUI will be available to staff for cessation assistance
As appropriate, progressive discipline for any non-compliance

Step 4: Evaluation/Assessment of Engagement rounds

Will track any non-compliance issues for both six and twelve month evaluations

Departmental Information

School: IU School of Law
Department: Law School
Email contact: sbushuer@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Indiana University School of Law – Indianapolis

Interim Dean Susanah Mead will send an email to law school list serve announcing implementation of the Tobacco Free Policy, outlining the law school’s hot spots that have been used by smokers in the past and the need for adherence to the policy.

Associate Dean for Student Services Angela Espada will send a message to the student list service announcing implementation of the Tobacco Free Policy. She will also contact Student Bar Association to provide information concerning the new policy and how it affects the law school’s student organizations. The president of Student Bar Association will be asked to disseminate the information concerning the new policy to the law school’s student organizations.

A request will be made to Craig McKinney, Campus Facility Service Grounds Crew Supervisor, to add the faculty lounge balcony as an area to receive signage announcing the new policy in addition to the two areas of the law school that are considered hot spots, the courtyard area and in front of the building.

A request will be made to have smoking receptacles taken away from the law school’s hot spots, including the faculty lounge balcony, and for signage to be placed in these areas.

A request will be made to Elizabeth Allington, Assistant Director for External Affairs, to post the Tobacco Free Policy on the law school’s plasma screen that can be viewed in the student entry area near the student folders and on the 2nd and 3rd floor plasma screens.

A request will be made by Susan Bushue-Russell, Assistant Business Manager, to Michael Yates, Supervisor for Custodial Services for Inlow Hall, for strict adherence by his employees to the Tobacco Free Policy, concerning possible smoking in areas of Inlow Hall and in the underground garage area.

Step 2: Engagement

Jo-Ann Feltman, Fiscal Officer for the law school, will send out various email attachments that were provided by the office of Ellen Poffenberger, Assistant Vice Chancellor for Human Resources, that provide information concerning the implementation of the Tobacco Free Policy and various helpful websites concerning ways to quit smoking.

Therese Kamm, receptionist for the law school, will monitor the situation at the law school’s front door area for any violations to the policy. Susan Bushue-Russell, Assistant Business Manager for the law school, will monitor the law school’s courtyard area and the faculty lounge area mid-morning and at noon daily until a determination has been made that there are no violations to the policy taking place.

Interim Dean Susanah Mead will remind faculty about the new policy at the first fall faculty meeting and her request for adherence to the policy.

New faculty and staff will be made aware of the policy during respective orientation sessions.

A request for 50 Quitkits and 50 Policy Information Cards were ordered and will be distributed to people who violate the Tobacco Free Policy near the law school and also to people who seek additional information concerning the policy.

These Quit kits and Policy Information Cards will be available at the front reception area of the law school and at the student folder area for interested parties to pick up.

Step 3: Mapping Plan for Engagement

Engage faculty, staff and students by communicating the policy in the ways mentioned above.

Step 4: Evaluation/Assessment of Engagement rounds

Evaluate at 6 and 12 months from the beginning of the program.

Departmental Information

School: N/A
Department: University Place
Email contact: tcappucc@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

All employees were advised of the policy throughout July and early August during manager and department meetings
Reminder email sent to all supervisors/managers on August 11
IUPUI news release was put on the UP website
Hotel gift shop owner was advised in late July of policy
University Place food court tenants were all advised of the policy in early August

Step 2: Engagement

IUPUI tobacco free website link will be included on the UP website
Manager, HR and security have been instructed to continually check areas previously used for smoking by employees and guests

Step 3: Mapping Plan for Engagement

Appropriate interior and exterior signage put in place
Guests will be courteously reminded of campus policy if in non-compliance
Employees will be give information concerning smoking cessation resources provided by Compass/Flik and IUPUI
Employee non-compliance will result in progressive discipline following Compass/Flik guidelines
In addition to removing all cigarettes and tobacco related products from their shelves, the gift shop owner was advised to sell smoking cessation products

Step 4: Evaluation/Assessment of Engagement rounds

Non-compliance with guests and employees will be tracked separately for six and 12 month evaluations

Departmental Information

School: N/A
Department: IKON Print Services
Email contact: jsalinas@ikon.iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Staff was notified of policy on July 20

Step 2: Engagement

Request for link to the IUPUI tobacco free website has been submitted to IKON IT
Employees have been given a list of resources for smoking cessation assistance

Step 3: Mapping Plan for Engagement

IKON management will enforce non-compliance with both verbal and written counseling in accordance with IKON guidelines
IUPUI policy cards have been posted in the IKON Resource Center

Step 4: Evaluation/Assessment of Engagement rounds

Non-compliance will be tracked for six and twelve month evaluations

Departmental Information

School: IU School of Liberal Arts
Department: Student Affairs
Email contact: reward@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

Dean White will discuss the policy at the first Chairs and Directors meeting on September 8, 2006. Chairs in turn will be asked to discuss the policy with their respective faculty and staff. Rick Hanson, Assistant Dean for Finance and Administration, discussed the policy with staff members at the monthly staff meeting last May. It will be presented again at the September 2006 meeting. Currently Cavanaugh Hall has signs about the policy posted throughout the building. Rick Ward, Associate Dean of Student Affairs, will post announcements of the policy and related web-links on the faculty and staff list serve and ask faculty to inform students of the policy on the first day of class. Amy Jones, our Director of Student Recruitment and Retention, will send an announcement on the policy and related web-links to our Liberal Arts student list serve and will communicate with our student officers on means of publicizing the policy.

Step 2: Engagement

The Liberal Arts building coordinator and volunteers from among the Associate deans and administrative staff will monitor the ongoing compliance with the policy. The Dean’s office and the Office of Student Affairs will maintain supplies of the support materials which will be handed out on demand or provided to individuals found to be in violation of the policy, specifically, the yellow, "Tobacco Free IUPUI" cards will also be given to such individuals.

Step 3: Mapping Plan for Engagement

CA building coordinator and volunteers from the Associate Deans and the Dean’s staff, will monitor hot spots and the building perimeter and review the procedure for talking with smokers. A list of cessation resources will be carried by "team" members to have available for smokers.

Step 4: Evaluation/Assessment of Engagement rounds

Volunteers will regularly inform the dean on the progress of implantation and compliance as determined by the regular "walk-arounds" of the building and its associated "hot spots." Monitoring and enforcement procedures will be modified if it is determined there is a problem (e.g. if we frequently find individuals violating the policy or if physical evidence, such as cigarette butts on the ground, indicate the policy is being violated on a regular basis.)

Departmental Information

School: IU Herron School of Art and Design
Department: Admnistration
Email contact: psfrey@iupui.edu

Engagement Plan

Step 1: Awareness of Policy

We have posted notices on several bulletin boards in the building; announced the new policy at our Faculty/Staff Orientation on 8/21/06; included new policy in all of our e-news bulletins; and window static stickers have been added to all exterior doors of the building as reminders.

Step 2: Engagement

We are recruiting students from our Active Student Artist group as well as assigning director level staff for our designated walking route(s). Once this team is established we will have them attend one of the training workshops offered by the Tobacco Free Committee. We expect feedback from our volunteers so that we can determine next best steps for 6 and 12 month evaluations.

Step 3: Mapping Plan for Engagement

For the first 4 weeks of classes we have scheduled the following rounds: 1-11:30-Noon; 2-3:00-3:30. These are the times our classes let out and we find the most frequent smokers around the Herron building. We will evaluate after the first four weeks to determine future schedules.

Step 4: Evaluation/Assessment of Engagement rounds

We will complete tally sheet on a weekly basis and will evaluate effectiveness at 6 months and 12 months.