Workplace Violence Program
1.0 Introduction
Threats and acts of violence in the workplace must
be taken seriously due to the unknown risks they present.
2.0 Reference
Cal/OSHA Guidelines for Workplace Security and Cal/OSHA Injury
& Illness Prevention Model Program for Workplace Security.
3.0 University Policy Regarding Violence in the Workplace
Vital to achieving the mission and goals of California State
University, Fullerton is an unwavering commitment to providing
its faculty, staff, students and visitors an accessible, attractive
and safe environment in which to learn, study and work.
Acts of violence and threats of violence severely impact
the open dialogue and free exchange of ideas intrinsic to
higher education and the well being of the campus community
members. Therefore, the university has established a policy
of zero tolerance for violence against members of the university
community. Acts of violence and threats of violence towards
persons or property will not be tolerated. This Prevention
and Response Program applies to all faculty, staff, students
and visitors at the university.
The university will attempt to address hazards associated
with differing types of workplace violence and ensure that
it meets federal, state and local laws, as well as university
and system regulations prohibiting violence. Each allegation
of violence or threat of violence will be taken seriously.
All employees will be offered training on general and job-specific
workplace security measures.
Faculty, staff, students and visitors are encouraged to immediately
report acts of violence and threats of violence to their supervisor,
a Dean, a Vice President, University Police, Environmental
Health and Instructional Safety, or Human Resources. Acts of violence and
threats of violence by faculty and staff may result in disciplinary
action up to and including termination. For students, such
actions may result in disciplinary action, up to and including
expulsion. Criminal prosecution may result if federal, state
or local laws are violated.
4.0 Definitions
4.1 Threats of violence
Threats of violence include written, verbal or physical actions
that are intended to create fear or apprehension of bodily
harm.
4.2 Acts of violence
Acts of violence include intentional physical or verbal attacks
that cause injury to a person or property.
4.3 Types of Violence
Cal/OSHA has divided the circumstances associated with workplace
violence into three major types:
Type I. A Type I workplace violence event involves an assault
or threat by someone who has no legitimate relationship to
the workplace and usually enters the workplace to commit a
robbery or other criminal act. While the assailant may pretend
to be a consumer of university goods or services as a pretext
to enter a campus building, office or department, they have
no legitimate relationship to the workplace. Individuals
who (a) have face-to-face contact and exchange money with
the public, (b) work late at night and/or into the early morning
hours and (c) often work alone or in very small numbers are
at greatest risk of confronting a Type I event. At Cal State
Fullerton, the following areas or events have been identified
as having a higher probability for Type I incidents:
- ATM pavilion
- Bookstore
- Carl's Jr. ATM
- Cashier's office
- Concerts, dances, athletic, and special events
- Athletics ticket office
- First floor restrooms
- Langsdorf Hall Brief Stop
- Loading docks
- Parking areas
- Parking office
- Visitor Information Center
- University Police
- Titan Stadium concession stands
- Titan Student Union cash handling offices
- Titan Student Union food services, vendors, Carl's Jr.
Type II. A Type II workplace violence event involves an assault
or threat by someone who is either the recipient or the object
of a service provided by the university or the victim. Type
II events involve both fatal and nonfatal injuries to individuals
who provide goods or services to the public (i.e., students,
community members and visitors). These events primarily involve
threats, intimidation or assaults on University Police personnel,
health care and student service providers, faculty, sales
personnel, and other university employees who provide professional,
University Police, administrative or business services to
the public. Unlike Type I events, which often represent irregular
occurrences in the life of any particular at-risk university
office, department or employee, Type II events may occur on
a daily basis in many campus service areas, and therefore
represent a more pervasive risk for campus personnel. At
Cal State Fullerton, the following areas and events have been
identified as having a higher probability for Type II workplace
violence:
- Administrative offices
- Admissions and Records
- Bookstore
- Career Development and other counseling locations
- Classrooms
- Concerts, dances, athletic, and special events
- Dean of Students' office
- Extended Education
- Faculty offices during office hours
- Human Resources
- Financial Aid / Student Aid accounting
- Library
- Parking areas
- President's office
- University Police
- Titan Student Union food services, vendors, Carl's Jr.
- Vice President for Student Affairs' office
- Visitor Information Center
Type III. A Type III workplace violence event involves an
assault or threat by someone who has some employment-related
involvement with the workplace. Usually this involves an
assault by a current or former employee, supervisor or manager;
by a current or former spouse or lover; a relative or friend;
or some other person who has a dispute involving an employee.
A Type III event can involve a threat of violence or a physical
act of violence resulting in a fatal or nonfatal injury.
A Type III event is not associated with a specific type of
university workplace or occupation. Any campus workplace
can be at risk for a Type III event. At Cal State Fullerton,
the following areas have been identified as having a higher
probability for Type III violence:
- All administrative/department offices
- Building and grounds
- Human Resources
- Parking areas
- President's office
5.0 Responsibilities
5.1 The Vice President for Administration
The Vice President for Administration is responsible for
overall coordination of the University's Violence in the Workplace:
Prevention and Response Program. Other responsibilities are
delegated to the Associate Vice President for Administration,
University Police, Department of Environmental Health and
Instructional Safety, and Department of Human Resources as noted below.
Copies of this Program are available in the Office of the
Vice President for Administration.
5.2 Associate Vice President for Administration
The Associate Vice President for Administration has primary
responsibility for ensuring that administrators and staff
have access to training and written materials concerning this
Program and workplace security, including assault prevention,
resolving violent confrontations and steps to take during
an emergency situation. Other responsibilities include coordination
of the Incident Response Team and ensuring that workplace
security hazards have been corrected once first observed or
discovered.
5.3 University Police
The primary responsibility of the University Police is to
respond to and investigate reported threats or acts of violence.
Other duties include:
- Determining and implementing actions necessary to mitigate
reported threats or acts of violence;
- Notifying the Associate Vice President for Administration's
Office in the event of an emergency for the purposes of
convening the Incident Response Team;
- Distribution of guidelines outlining workplace security,
violence avoidance and other issues pertinent to the Program;
and
- Maintenance of Incident Reports and any other documentation
related to reported threats or acts of violence, including
Campus Safety Reports.
5.4 Department of Environmental Health and Instructional Safety
The Department of Environmental Health & Instructional
Safety has primary responsibility for coordinating the workplace
security training of faculty, administrators and staff Other
responsibilities include:
- Identification of physical features on campus that increase
the likelihood of a threat or act of violence, and implementation
of changes to lessen the likelihood of a threat or act of
violence;
- Receiving and logging all Campus Safety Reports, as well
as all reported accounts of threats or acts of violence
received from sources other than a Campus Safety Report;
- Maintenance of records of workplace inspections and security
training; and
- Coordination of workplace violence training and instruction.
This training and instruction will include information about
how to recognize workplace security hazards, measures to
prevent workplace assaults and what to do when an assault
occurs, including emergency action and post-emergency procedures;
and
5.5 Department of Human Resources
The Department of Human Resources has primary responsibility
for:
- Informing the University Police or the Department of Environmental
Health & Instructional Safety of all threats or acts
of violence reported to the Department of Human Resources;
- Advising the University Police or Environmental Health
& Instructional Safety regarding concerns about violent
and potentially violent employees; and
- Applying appropriate administrative or disciplinary action
to staff who make a threat of violence or commit an act
of violence against a member of the campus community.
5.6 The Vice President for Student Affairs
The Vice President for Student Affairs has primary responsibility
for ensuring that student employees have access to training
and written materials concerning university safety policies,
procedures and practices; assault prevention; and guidelines
for resolving violent confrontation. Other responsibilities
include:
- Informing the University Police or Environmental Health
& Instructional Safety of all threats or acts of violence
reported to the Office of the Vice President for Student
Affairs;
- Advising the University Police or Environmental Health
& Instructional Safety regarding concerns about violent
and potentially violent students;
- Providing a mechanism for students to report workplace
security hazards and threats or acts of violence; and
- Applying appropriate administrative or disciplinary action
to students who make a threat of violence or commit an act
of violence against a member of the campus community.
5.7 The Vice President for Academic Affairs
The Vice President for Academic Affairs has primary responsibility
for ensuring that faculty have access to training and written
materials concerning university safety policies, procedures
and practices; assault prevention; and guidelines for resolving
violent confrontation. Other responsibilities include:
- Informing the University Police or Environmental Health
& Instructional Safety of all threats or acts of violence
reported to the Office of the Vice President for Academic
Affairs;
- Advising the University Police or Environmental Health
& Instructional Safety regarding concerns about violent
and potentially violent faculty or students;
- Providing a mechanism for faculty to report workplace
security hazards and threats or acts of violence; and
- Applying appropriate administrative or disciplinary action
to faculty who make a threat of violence or commit an act
of violence against a member of the campus community.
5.8 Deans, Department Chairs and Supervisors
Deans, Department Chairs and Supervisors have primary responsibility
for ensuring that faculty and staff have access to training
and written materials concerning university safety policies,
procedures and practices; assault prevention; and guidelines
for resolving violent confrontation. Additional responsibilities
include:
- Informing the University Police or the Department of Environmental
Health & Instructional Safety of all threats or acts
of violence, even if the situation has been resolved;
- Making available to faculty and staff training and written
materials concerning university safety policies, procedures
and practices; assault prevention; and guidelines for resolving
violent confrontation;
- Providing a mechanism for faculty and staff to report
workplace security hazards and threats or acts of violence;
- Encouraging faculty and staff to participate in campus
workplace violence training seminars;
- Discussing regularly with all personnel issues related
to workplace security; and
- Training and/or counseling faculty and staff whose performance
is deficient in complying with work practices designed to
increase workplace security.
5.9 Faculty, Staff and Administrators
Faculty, administrators and staff are responsible for using
safe work practices, following all university directives,
policies and procedures concerning workplace security, and
assisting in maintaining a safe and secure work environment.
All are strongly encouraged to review and become familiar
with materials concerning workplace security and participate
in campus workplace security seminars. Any threat or act
of violence witnessed or experienced by a member of the campus
community should be forwarded to the University Police or
to the Department of Environmental Health & Instructional
Safety. Reports can be made using either a phone or a Campus
Safety Report that can be found at the following website:
http://ehis.fullerton.edu/Forms/
To encourage faculty, administrators and staff to comply
with work practices designed to make the workplace more secure
and to not engage in threats or physical actions which create
a security hazard for others in the workplace, the university
will:
- Inform faculty, administrators and staff of this Program;
- Evaluate the performance of all workers in complying
with the university’s workplace security measures;
- Recognize workers who perform work practices which promote
security in the workplace;
- Provide training and/or counseling to workers whose performance
is deficient in complying with work practices designed to
enhance workplace security; and
- Discipline workers for failure to comply with workplace
security practices.
5.10 Incident Response Team
Appointed by the Vice President for Administration, the Incident
Response Team's ("IRT") primary responsibility is
to address and respond to campus emergencies involving threats
or acts of violence. Its membership consists of campus officials
charged with specific functions related to emergency and crisis
management and representatives of key campus constituencies.
The IRT will be convened as soon as a majority of its members
are present to address an emergency or any other situation
at the discretion of the President, the Vice President for
Administration, the Director of University Police or the Director
of Environmental Health & Instructional Safety.
Once convened, the IRT will help to advise the President
and others as designated concerning issues and response options;
ensure effective implementation of appropriate crisis management
and intervention protocols; and determine the physical and
mental needs of the campus community in the aftermath of an
emergency.
The IRT's non-emergency responsibilities include developing
and implementing appropriate and effective crisis management
and intervention protocols, and identifying organizational
factors that increase the likelihood of workplace violence
and recommending action to improve these conditions.
6.0 Prevention and Response Program
6.1 Hazard Assessment
The Vice President for Administration's Office, working through
the Departments of University Police, Environmental Health
and Instructional Safety and Human Resources, will coordinate on-campus
inspections to identify and evaluate workplace security hazards
and response protocols to threats or acts of workplace violence.
Periodic inspections are performed according to the following
schedule:
- At the initiation of this Program;
- Bi-annually;
- When new, unidentified security hazards become known;
- When occupational injuries or threats of injury occur;
and
- Whenever workplace security conditions warrant an inspection.
Type I workplace security inspections include assessing the
following:
- How attractive is the exterior and interior of the workplace
to robbers?
- Is there a need for security surveillance measures, such
as mirrors or cameras?
- Is there a need for posting of signs notifying the public
that limited cash is kept on the premises?
- Do employees know the procedures for response during
a robbery or other criminal act?
- Are there procedures for reporting suspicious persons
or activities?
- Is there posting of emergency telephone numbers for law
enforcement, fire and medical services where employees have
access to a telephone with an outside line?
- Is the amount of cash on hand limited and are time access
safes being used for large bills?
Type II workplace security inspections include assessing
the following:
- Is there freedom of movement within the workplace?
- Are workplace security systems, such as door locks, security
windows, physical barriers and restraint systems adequate?.
- What is the frequency and severity of threatening or
hostile situations that may lead to violent acts by persons
who are campus customers?
- What is the employee's skill in safely handling threatening
or hostile customers?
- What is the effectiveness of systems to warn others of
a security danger or to summon assistance, e.g. alarms or
panic buttons?
- Is there a use of work practices such as a "buddy" system
for specified activities?
- What is the availability of employee escape routes?
- Have confidential signals for alerting University Police
been established?
Type III workplace security inspections include assessing
the following:
- How effectively has the campus workplace violence policy
been made known to employees, supervisors or managers?
- How effectively does the campus management relate to
the employees?
- Are employees, supervisors and managers aware of the
warning signs of potential workplace violence?
- Is there access to, and freedom of movement within the
workplace by non-employees, including recently discharged
employees or persons with whom an employee is having a dispute?
- What is the frequency and severity of employee reports
of threats of physical or verbal abuse by managers, supervisors,
students or other employees?
- Have there been any prior violent acts, threats of physical
violence, verbal abuse, property damage or other signs of
strain or pressure in the workplace?
6.2 Retaliation
Retaliation by a faculty member, administrator, staff member
or student against an
individual reporting a threat or act of violence in good
faith will not be tolerated. Those who suspect reprisal or
retaliation should notify University Police or the Department
of Environmental Health & Instructional Safety using the
Campus Safety Report. Verified acts of reprisal or retaliation
by faculty and staff may result in disciplinary action up
to and including termination. For students, such actions
may result in disciplinary action, up to and including expulsion.
Criminal prosecution may result if federal, state or local
laws are violated.
To the extent permitted by law, the university will defend
and indemnify, at its sole discretion, faculty, staff and
students against any legal proceedings commenced against them
arising from a report of a threat or act of violence made
in good faith.
6.3 Communication
To maintain a safe and secure workplace, there must exist
open communication on all workplace safety and security issues.
The university's safety and security communications consist
of the following:
- Employee orientation on the university's workplace security
prevention and response program, procedures and work practices;
- Periodic review of the university's workplace security
prevention and response program, procedures and work practices;
with all faculty, administrators and staff;
- Training programs to address aspects of workplace security
unique to a university setting;
- Regularly scheduled safety meetings with faculty, administrators
and staff that include workplace security issues;
- Distributed workplace security information;
- A system to communicate workplace security hazards and/or
threats or acts of violence; and
- Procedures for protecting those who report acts or threats
from retaliation by the person making the threats, including
a means for anonymous notification.
6.4 Investigation
Investigations of threats and/or acts of workplace violence
will include:
- Reviewing all previous incidents at the specific location
or type of location on the campus;
- Visiting the scene as soon as possible;
- Interviewing threatened or injured victim and witnesses;
- Examining the workplace for security risk factors associated
with the incident, including any previous reports of inappropriate
behavior by the alleged actor or actors;
- Determining, if possible, the cause of the incident;
- Taking corrective action to attempt to prevent the reoccurrence
of a similar incident, and
- Recording the findings and corrective actions taken.
6.5 Correction
Workplace security hazards will be corrected in a timely
manner based on the severity of the threat posed when they
are first observed or discovered.
When an imminent hazard exists which cannot be immediately
abated without endangering employee(s) and/or property, all
exposed personnel will be removed from the area except those
necessary to correct the existing condition. Employees necessary
to correct the hazardous conditions will be provided necessary
safeguards.
6.6 Training
Faculty, administrators and staff will receive training and
instruction on general and job-specific workplace security
practices. Training and instruction will be provided when
this Program is first established and periodically thereafter.
Training will also be provided to new employees and to faculty,
administrators and staff who have been given new job assignments
for which specific workplace security training for that job
assignment has not previously been provided.
Revised: 7/22/2008 SB