By Kate Smith, SHRM-CP, PHRca
When California’s Workplace Violence Prevention requirements took effect on July 1, 2024, employers across the state were required to implement a customized Workplace Violence Prevention Plan (“WVPP”), train employees on the Plan, create and retain workplace violence incident logs, and establish/maintain effective reporting procedures. Employers must review the effectiveness of their WVPP and provide training at least annually, following a workplace violence incident, or whenever a deficiency is identified. Since July is here, it is a good time for employers to revisit their programs to ensure ongoing compliance.
Annual WVPP Review Checklist
As part of your annual WVPP review, you may want to consider the following:
- Is your WVPP current and still reflective of your operations, workplace violence hazards, and reporting and emergency response procedures?
- Have you reviewed your Violent Incident Log and workplace inspections to identify new hazards, trends, recurring issues, or opportunities for improvement?
- Are employees and supervisors familiar with how to recognize, report, and respond to workplace violence concerns without fear of retaliation?
- Consider involving employees and supervisors in your annual WVPP review.
- Do your reporting, investigation, communication, and post-incident response procedures remain effective?
- Have any changes you’ve identified created a need for additional employee training?
A WVPP should be treated as a living document, not a “set it and forget it” requirement.
Violent Incident Log Reminder
All employers must maintain a Workplace Violence Incident Log documenting every workplace violence incident. The log should be based on information from witnesses, employee statements, or the employer’s investigation and must exclude all personally identifying information. At a minimum, it should include the date, time, and location of the incident; the type of workplace violence; a detailed description of what occurred; the classification of the perpetrator; the circumstances and location of the incident; the nature of the violent act; the resulting consequences or actions taken (such as contacting law enforcement or implementing protective measures); and the name, job title, and completion date of the individual who prepared the log.
Don’t Forget Training
Employee training should be tailored to your workplace and include:
- An overview of your Workplace Violence Prevention Plan, including how employees can access it.
- Workplace violence hazards relevant to your worksite or workplace and, if applicable, specific to each job site, including threats, intimidation, bullying, abusive conduct, domestic violence that may affect the workplace, and interactions with customers, clients, patients, visitors, or other third parties.
- Reinforcing that workplace violence extends beyond physical assaults and active shooter situations.
- Reporting, investigation, and response procedures, including how employees can recognize and report workplace violence concerns, respond appropriately, and participate in prevention efforts without fear of retaliation.
- The specific hazards employees may encounter and an opportunity for employees to ask questions and receive answers from a knowledgeable Company representative.
Need Assistance With Your Training?
Silvers HR offers Workplace Violence Prevention Training through our on-demand training portal. On-demand training provides flexibility for your organization while helping ensure employee completion is tracked and training records are maintained.
As your workplace evolves, review and update your WVPP and training program to reflect operational changes, new hazards, and revised procedures.
Remember, a compliant WVPP is not a one-size-fits-all document. Both the Plan and employee training should reflect your organization’s operations, workplace hazards, employee interactions, and individual worksites.
If you have questions regarding Workplace Violence Prevention requirements or training, contact your Silvers HR Consultant.