California Workplace Violence Prevention Plan Template

1. Purpose and Scope

1.1 Purpose

This Standard Operating Procedure (SOP) sets operational requirements to identify, evaluate, prevent, and respond to workplace violence at [Organisation Name]. This plan complies with California Labor Code Section 6401.9 (enacted via Senate Bill 553).

1.2 Scope

This plan covers all full-time, part-time, temporary, and seasonal employees across all shifts and facilities managed by [Organisation Name], including [Site Locations / Work Areas] and employer-provided housing at [Location].

[Organisation Name] maintains this document as [a standalone plan / an integrated section of the Injury and Illness Prevention Program (IIPP)] and stores it at [Location / Document Management System]. Employees, employee representatives, and Cal/OSHA officials can access it at any time.

1.3 Statutory Exemptions

California Labor Code Section 6401.9 exempts the following operations from this plan:

• Healthcare facilities, service categories, and operations governed by Cal/OSHA Title 8, Section 3342.
• Facilities operated by the California Department of Corrections and Rehabilitation.
• Specified law enforcement agencies.
• Employees teleworking from a personal location outside the operational control of [Organisation Name].
• Workplaces with fewer than 10 employees present at any given time that are closed to the public and operate under a compliant Injury and Illness Prevention Program.

Working through related paperwork at the same time? See also our US Workplace Safety Policy Template, NY Retail Worker Safety Act Policy Template and OSHA Injury Reporting & Recordkeeping Procedure Template.

2. Workplace Violence Classification

Workplace violence includes any act or threat of violence at a work site, such as physical force directed against a worker or incidents involving weapons, whether an injury occurs or not. Lawful self-defense or defense of others is excluded.

Incidents fall into four categories:

3. Roles and Responsibilities

3.1 Designated Plan Administrator

• Assigned Role: [Job Title / Named Individual]
• Duties: Manages the overall plan, including its setup, maintenance, and review. Oversees hazard assessments, manages training delivery, and serves as the primary contact for workplace violence inquiries.

3.2 Supervisors and Operations Managers

• Implement violence prevention controls in assigned work areas.
• Receive, document, and escalate reports of violent incidents, threats, or safety hazards immediately.
• Protect reporting workers from retaliation or adverse administrative action.

3.3 Employees

• Follow all safety controls, access protocols, and emergency response directives.
• Report all workplace violence incidents, threats, or safety vulnerabilities promptly through designated channels.
• Complete required annual and site-specific training.

3.4 Program Enforcement and Compliance

[Organisation Name] enforces compliance through regular supervisory reviews, performance evaluations, recognition of safe practices, and formal disciplinary procedures for policy non-compliance. Disciplinary actions apply uniformly across all organizational levels.

4. Employee Participation and Multi-Employer Coordination

4.1 Employee Engagement Mechanisms

[Organisation Name] involves workers directly in developing, reviewing, and executing this plan. Employees and their authorized representatives participate through:

• Joint safety committee meetings.
• Worksite hazard inspections and walkthroughs.
• Operational safety surveys and feedback channels.
• Post-incident reviews and control measure evaluations.

4.2 Multi-Employer Site Coordination

At worksites shared with external entities (e.g., staffing agencies, property managers, contractors, delivery partners), [Job Title] coordinates violence prevention measures across organizations to ensure aligned emergency responses, shared communication channels, and clear hazard notifications.

5. Reporting Procedures and Anti-Retaliation

5.1 Hazard and Incident Reporting Channels

Employees can report workplace violence incidents, threats, or physical safety vulnerabilities through these channels:

• Direct Reporting: Contact [Job Title / Named Person] in person, by phone at [Phone Number], or by email at [Email Address].
• Written / System Reporting: Submit an incident report form through [Internal System / Mobile Application].
• Anonymous Reporting: Submit details anonymously through [Reporting Link / Anonymous Hotline].

5.2 Investigative Response Schedule

Upon receiving a report, [Job Title] will:

1. Acknowledge receipt of the report within [Timeframe, e.g., 24 hours].
2. Launch an investigation based on the reported risk level.
3. Inform the reporting party of general findings and corrective actions once the investigation concludes.

5.3 Anti-Retaliation Guarantee

[Organisation Name] strictly prohibits retaliation against anyone who reports a workplace violence hazard or incident in good faith. Reporting safety concerns will not affect work assignments, shift schedules, compensation, or employment status. Any retaliatory act violates company policy and triggers formal discipline.

Employees retain the right to report workplace safety concerns directly to Cal/OSHA at any time.

6. Emergency Response Protocols

6.1 Emergency Alert Systems

During active workplace violence or an immediate threat, staff will issue a site alert using [Public Address System / Panic Alarm / Code Phrase / Radio Channel].

6.2 Action Directives

When an emergency alert sounds:

• Evacuate: If you have a safe exit route, leave the building immediately using routes listed in the site Emergency Action Plan. Go to [Designated Assembly Point].
• Shelter-in-Place / Hide: If you cannot evacuate safely, move to a secure room. Lock and barricade doors, silence electronic devices, turn off lights, and stay out of sight.
• Emergency Services Notification: Call 911 as soon as it is safe to do so. Never assume someone else already called.

6.3 First Responder Liaison

[Job Title] will meet emergency responders at [Location] to provide facility floor plans, keys, and security camera access.

6.4 Post-Emergency Clearance

Staff must stay in safe areas until [Job Title] or law enforcement gives an official all-clear.

7. Hazard Identification, Assessment, and Control

7.1 Inspection Frequency

[Job Title] works with site personnel to inspect physical worksites for violence hazards:

• When establishing this plan.
• Routinely every [Frequency, e.g., Quarter / Six Months].
• After any reported workplace violence incident.
• Whenever staff identify a new, modified, or previously unrecognized hazard.

Record all findings in the Workplace Violence Hazard Register at [Location / System].

7.2 Core Assessment Factors

Hazard assessments examine conditions across each operational area, including:

• Isolated work environments, late-night hours, and lone-worker assignments.
• Cash-handling protocols and high-value merchandise visibility.
• Physical security measures, including building access points, perimeter locks, and hardware.
• Exterior lighting in parking lots, walkways, and loading docks.
• Public-facing interactions, crowded areas, alcohol sales, or high-stress customer service situations.

7.3 Hazard Remediation

Address identified hazards promptly. [Job Title] assigns owners and completion deadlines in the Hazard Register. Prioritize engineering controls (such as physical barriers, keycard access, upgraded lighting, or layout adjustments) and administrative controls (such as staffing shifts, paired assignments, or schedule changes) over general procedural warnings. Put temporary safety measures in place immediately if permanent fixes take time to complete.

8. Post-Incident Response and Investigation

Take the following steps after any workplace violence incident:

1. Immediate Medical Response: Secure the scene, administer first aid, call emergency medical services, and move involved parties away from ongoing threats.
2. Mandatory Cal/OSHA Notification: Immediately report any incident resulting in serious injury, illness, or fatality to Cal/OSHA under Title 8, Section 342. [Job Title] handles this report.
3. Scene Preservation: Protect physical evidence, preserve the scene, and save security video or digital recordings.
4. Investigation: Investigate the event with affected workers to identify contributing factors, root causes, the violence classification (Type 1-4), and the effectiveness of existing controls.
5. Log Entry: Record details in the Violent Incident Log within [Timeframe, e.g., 24 hours].
6. Corrective Action & Support: Assign corrective actions, set completion deadlines, and offer affected staff