A policy isn’t a process, until someone’s trained to run it
Most workplaces in New Zealand have a drug and alcohol policy, but how many have people trained to actually run it – including collecting samples correctly, handling a refusal, managing post-incident testing under pressure, and making sure the result holds up if it’s ever challenged.
A policy in a folder isn’t a process. It only becomes one when the people administering it know exactly what to do, in the right order, every time.
Where risk builds
D&A policies don’t usually fail because the wording is wrong. They fail in the moments where the process meets the real world:
- A sample collected without proper chain of custody documentation
- A refusal handled in the moment, without a clear procedure to follow
- Post-incident testing delayed past the window where it would still be meaningful
- Reasonable cause identified inconsistently, or not identified at all
- Results recorded informally, then questioned weeks later
- Testing carried out by someone who has read the policy but never been trained against the standard
Each gap looks small in isolation. Together, they’re the difference between a defensible process and a contested one.
Where policies break down
Three failure points come up again and again across NZ workplaces:
- Chain of custody. From the moment a sample is collected to the moment it’s reported, every step needs to be documented. A break in that chain, even an unintentional one, can invalidate the result entirely.
- Refusal handling. A refusal isn’t a problem to negotiate in the moment. It’s a scenario the policy should already anticipate, and the person administering the test should already know how to record and escalate it.
- Post-incident testing windows. Drug and alcohol levels change with time. The longer the gap between an incident and the test, the harder it is to draw a defensible conclusion. The team needs to know the window, and act inside it.
A trained tester doesn’t improvise through these moments. They follow a process they’ve already practised.
Focus areas before you test
Before relying on a D&A programme this year, the team should be clear on:
- Is your policy aligned with the current AS/NZS standards (4308:2023 for urine, 4760:2019 for oral fluid)?
- Are the people doing the testing NZQA-trained, and is their training still current?
- Is chain of custody documented at every step, with no gaps?
- Is there a written procedure for refusals, reasonable cause, and post-incident testing, and does everyone know where to find it?
- When was the policy last reviewed against the Health and Safety at Work Act 2015?
Training that builds real capability
Besafe Training delivers NZQA-accredited Drug and Alcohol training in partnership with Susan Nolan, an industry expert and member of the Australian/New Zealand Standards Committees for workplace drug testing.
Our Drug and Alcohol Testing Training covers:
- Urine Drug Testing: NZQA US25458 (specimen collection) and US25511 (drug screening), aligned to AS/NZS 4308:2023
- Oral Fluid Drug Testing: NZQA US32327 (specimen collection) and US32328 (drug screening), aligned to AS/NZS 4760:2019
- Workplace D&A policy development and review
- Education and training for managers and staff
- Reasonable cause identification and best practice
- Compliance with the Health and Safety at Work Act 2015
Refresher training is recommended every three years and is available via Zoom for those whose certification needs renewing.
View course details and book now: Drug and Alcohol Testing Training
