Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
DRAFTED 05/31/2024
CITY OF FORT BRAGG
WORKPLACE VIOLENCE
PREVENTION PROGRAM
ABSTRACT
This program outlines how the
City of Fort Bragg will protect
its employees and prevent
workplace violence within
spaces under its controls.
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
WVPP Table of Contents
PURPOSE ......................................................................................................................................... 2 DEFINITIONS .................................................................................................................................... 2 RESPONSIBILITIES .......................................................................................................................... 3 EMPLOYEE ACTIVE INVOLVEMENT ............................................................................................... 4 COMPLIANCE ................................................................................................................................... 4 COMMUNICATION ............................................................................................................................ 5 WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING............................................... 5 HAZARD IDENTIFICATION AND EVALUATION ............................................................................... 6 INCIDENT INVESTIGATION.............................................................................................................. 8 HAZARD CORRECTION ................................................................................................................... 9 TRAINING AND INSTRUCTION ...................................................................................................... 12 EMPLOYEE ACCESS to the WVPP................................................................................................. 13 RECORDKEEPING.......................................................................................................................... 13 PROGRAM REVIEW........................................................................................................................ 14 PROGRAM HISTORY...................................................................................................................... 15 EMPLOYEE ACKNOWLEDGMENT FORM ..................................................................................... 16 ATTACHMENT A: Workplace Violence Incident Log........................................................................ 17 ATTACHMENT B: Workplace Violence Prevention Incident Report Form ........................................ 18 ATTACHMENT C: Workplace Violence Prevention Program Progressive Behavior Action Guidelines ........................................................................................................................................ 22 ATTACHMENT D: Workplace Violence Prevention Environmental Hazard Assessment & Control Checklist .......................................................................................................................................... 25 Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
PURPOSE
The purpose of the Workplace Violence Prevention Program (WVPP) is to ensure that the City of Fort Bragg provides its employees and members of the public with a place to conduct the business of this organization free of threats, threat of violence, intimidation, harassment, and acts of violence. It shall be the policy of the City of Fort Bragg to take appropriate actions to protect, as fully as possible, all employees of the organization and members of the public from acts of violence, threats, intimidation, and harassment that may occur during the performance of job duties. The City of Fort Bragg shall also take action, including involving state or local law enforcement and pursuing prosecution through judicial or other appropriate administrative remedies, when such incidents occur.
This program does not apply to employees who are teleworking from a location of their choice, which is not under the control of the City of Fort Bragg.
DEFINITIONS
Emergency - Unanticipated circumstances that can be life threatening or pose a risk of significant injuries to employees or other persons.
Engineering controls - An aspect of the built space or a device that removes a hazard from the workplace or creates a barrier between the employee and the hazard. Log - The Violent Incident Log required by LC section 6401.9. Plan - The workplace violence prevention plan required by LC section 6401.9. Threat of violence - Any verbal or written statement, including, but not limited to, texts, electronic messages, social media messages, or other online posts, or any behavioral or physical conduct that conveys an intent, or that is reasonably perceived to convey an intent, to cause physical harm or to place someone in fear of physical harm, and that serves no legitimate purpose. Workplace violence - Any act of violence or threat of violence that occurs in a place of employment.
Workplace violence includes, but is not limited to, the following:
o The threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an injury.
o An incident involving a threat or use of a firearm or other dangerous weapon, including the use of common objects as weapons, regardless of whether the employee sustains an injury. o The following four workplace violence types:
Type 1 violence - Workplace violence committed by a person who has no legitimate business at the worksite, and includes violent acts by anyone who enters the workplace or approaches employees with the intent to commit a crime. Type 2 violence - Workplace violence directed at employees by customers, clients, patients, students, inmates, or visitors.
Type 3 violence - Workplace violence against an employee by a present or former employee, supervisor, or manager.
Type 4 violence - Workplace violence committed in the workplace by a person who does not work there, but has or is known to have had a personal relationship with an employee. o Workplace violence does not include lawful acts of self-defense or defense of others. Work practice controls - Procedures and rules that are used to effectively reduce workplace Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
violence hazards.
RESPONSIBILITIES
The City of Fort Bragg is responsible for ensuring the implementation of an effective WVPP for their City of Fort Bragg personnel. The City of Fort Bragg will not ignore, condone, or tolerate threats of violence or workplace violence by any employee, appointed or elected official, volunteer, contractor, client, or visitor. We recognize that the responsibility for this program is shared, and responsibility has been assigned as follows:
Responsible
Persons
Job
Title/Position
WVPP Responsibility(ies) Phone # Email
Isaac Whippy City Manager Overall responsibility for
the plan; approves the final
plan and any major changes.
707-961-2829
Ext 102
[email protected]
m
Juli Mortensen HR Manager Responsible for employee
involvement and training;
organizes safety meetings,
updates training materials,
and handles any reports of
workplace violence.
707-961-1694
Ext 105
jmortensen@fortbrag
g.com
John Smith Public Works
Director
Responsible for
emergency response,
hazard identification, and
coordination with other
employers; conducts safety
inspections, coordinates
emergency response
procedures, and
communicates with other
employers about the plan.
707-961-2823
Ext 136
[email protected]
m
In addition, all locations for the City of Fort Bragg are required to maintain a WVPP in addition to the Injury and Illness Prevention Program (IIPP) as required by Cal/OSHA Title 8 Section 3203 and §6401.9. A copy of this program is physically available at City Hall 416 N. Franklin St., Fort Bragg, CA 95437 and is distributed to each employee electronically in a safety binder by the Human Resources Department.
Manager/Supervisor—Managers and supervisors are responsible for ensuring compliance with the provisions of this WVPP. As managers/supervisors are representatives of the City of Fort Bragg, they will ensure that many of the elements described in this plan are implemented as directed by leadership and HR. Some of these responsibilities include:
Implementing the program in their work areas;
Providing input to the Administrator regarding the program; Participating in investigations of workplace violence reports; and Answering employee questions concerning this program.
Employee - Employees are expected to act professionally, courteously, and responsibly at all times.
Responsibilities include:
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Complying with the program;
Maintaining a violence-free work environment;
Attending all training;
Following all directives, policies, and procedures; and Reporting suspicious persons in the area and alerting the proper authorities when necessary.
EMPLOYEE ACTIVE INVOLVEMENT
The City of Fort Bragg has and will seek the active involvement of employees and authorized employee representatives in developing and implementing this plan through one or more of the following items:
Participating in scheduled safety meetings with employees and their representatives to discuss the identification of workplace violence-related concerns/hazards, evaluate those hazards and/or concerns, and how to correct them. These meetings may involve brainstorming sessions, discussions of recent incidents, and reviews of safety procedures. Encouraging employees to participate in designing and implementing training programs and incorporating suggestions into training materials. For example, an employee might suggest a new training scenario based on a recent incident.
Employees are surveyed for their input and concerns associated with workplace violence program.
Management will ensure that all workplace violence policies and procedures within this written plan are clearly communicated and understood by all employees. The plan shall be in effect at all times, in all work areas, and be specific to the hazards and corrective measures for each work area and operation.
COMPLIANCE
The City of Fort Bragg is committed to ensuring that all safety and health policies and procedures involving workplace violence prevention are clearly communicated and understood by all employees.
All employees are responsible for employing safe work practices, following all directives, policies, and procedures, and assisting in maintaining a safe, healthy, and secure work environment. Our system of ensuring that all employees, including supervisors and managers, comply with work practices that are designed to make the workplace more secure and do not engage in threats or physical actions that create a security hazard for others in the workplace include:
1. Training employees, supervisors, and managers as to the provisions of the City of Fort Bragg’s WVPP when hired and periodically thereafter through memos, email, staff meetings, and training.
2. Providing training and/or Employee Assistance Program (EAP) services to employees whose compliance is deficient with the WVPP.
3. Disciplining employees for failure to comply with WVPP in accordance with the City of Fort Bragg’s disciplinary process, as found in the personnel policy.
4. Providing employees with access to this written WVPP.
Additionally, employees will not be threatened with adverse action or retaliated against in any way if they refuse to report to or leave a workplace or worksite because they have a reasonable belief that it is unsafe. Employees who state they are not coming to work because they don’t feel it’s safe will need to explain the threat in detail so the City of Fort Bragg can investigate and take corrective actions.
Employees will not be prevented from accessing their mobile or other communication devices to seek emergency assistance, assess the safety of a situation, or communicate with a person to verify their safety.
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
COMMUNICATION
We recognize that open, two-way communication between our management team, staff, and other employers about workplace violence issues is essential to a safe and productive workplace. The following communication system is designed to facilitate a continuous flow of workplace violence prevention information between management and staff in a form that is readily understandable by all employees and consists of one or more of the following:
New employee orientation that includes workplace violence prevention policies and procedures Periodic annual review of our WVPP with all employees Training programs to address specific aspects of workplace violence prevention and security unique to our location, such as the following: Workplace Violence Prevention via Vector Solutions.
o You can reach out to the Human Resource Department for more information Posting and distributing workplace violence prevention information Reporting workplace violence/security hazards or threats of violence (speak with your supervisors first; if that isn't possible, speak with Human Resources) Effective communication between employees, managers, and supervisors about security and violence concerns, including translation where appropriate Protecting employees who report incidents of workplace violence from retaliation by the person making the threats
o The City of Fort Bragg will immediately take the appropriate action, such as removing the person making the threats from the work area until the situation is resolved. For serious threats or acts of violence, Security and/or local law enforcement will be called via 707-961-2800 or 911.
A system for workers to anonymously inform management about workplace security and violence concerns Submit anonymously to City Manager’s upstairs INBOX. Addressing security issues at our workplace violence prevention and/or team meetings
WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING
Responding to Actual or Potential Workplace Violence Emergencies In the event of an actual or potential workplace violence emergency, The City Manager or his/her designee will alert employees of the presence, location, and nature of the workplace violence through the following methods:
Fire alarm, phone, email.
When any employee becomes aware of an actual or potential workplace violence emergency, they shall notify the City of Fort Bragg Police Department and their supervisor.
Evacuation routes and sheltering locations will be communicated to affected staff. If employees are not able to evacuate or shelter in place, they are authorized to take all reasonable actions necessary to fight or subdue an active shooter or assailant.
Employees can obtain help from staff assigned to respond to workplace violence emergencies such as security personnel or by calling the following number: . If no security personnel are located at the worksite, employees shall call 911 to report the incident and request assistance from law enforcement.
Emergencies and Reporting a Crime
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
For immediate assistance in an emergency that is not associated with a service call, contact emergency services or law enforcement by calling 911. For immediate assistance in an emergency associated with a service call in progress, follow internal procedures for requesting immediate backup assistance by notifying local law enforcement. Employees should also notify their supervisor, manager, and the Administrator as soon as possible.
Reporting Workplace Violence Concerns
Employees who witness or experience threats of violence or workplace violence can report the incident through their chain of command or directly to Human Resources. Employees may report anonymously and without fear of reprisal by submitting the incident in writing through interoffice mail.
Restraining Orders
Employees or other personnel affiliated with the City of Fort Brag who have an active restraining order issued against another person that includes the workplace are encouraged to provide a copy of the restraining order to their supervisor and the Administrator. Supervisors who receive notification of a restraining order that includes the workplace will meet with the Administrator to decide what actions, if any, need to be initiated.
HAZARD IDENTIFICATION AND EVALUATION
The City of Fort Bragg will perform workplace hazard assessment for workplace security in the form of periodic inspections. Periodic inspections to identify and evaluate workplace security hazards and threats of workplace violence are performed by the following observer(s) in the following areas of our workplace:
Observer Name: Area:
Public Works Director City Hall and other public facilities Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
The “Workplace Violence Prevention Environmental Hazard Assessment & Control Checklist” (Attachment D) can be used to assist with the security assessment. Inspections are performed according to the following schedule:
Frequency : annual
Upon initial establishment of a WVPP
When new, previously unidentified security hazards are recognized When occupational injuries or threats of injury occur Additionally, the City of Fort Bragg will review all submitted/reported concerns of potential hazards, which may trigger an inspection. These submittals/reports could originate from a variance sources, including the system the City of Fort Bragg has implemented for employees and authorized employee representatives to anonymously inform management about workplace violence hazards of threats of violence without fear of reprisal/retaliation. Examples of reporting sources:
Direct reports to supervisors, manager, or HR
Voicemail/email/text messages
Periodic inspections for security hazards consist of the identification and evaluation of workplace security hazards as well as changes in workplace practices, which may require an assessment for more than one type of workplace violence. The following table lists what hazards should be included when assessing different types of workplace violence.
Inspection Workplace Security Hazards Include Assessing:
Type I
(Workplace violence
committed by a
person who has no
legitimate business
at the worksite, and
includes violent acts
by anyone who
enters the workplace
or approaches)
The exterior and interior of the workplace for its attractiveness to robbery or other criminal acts.
The need for security surveillance measures, such as mirrors or cameras.
Posting of signs notifying the public that limited cash is kept on the premises.
Procedures for employee response during a robbery or other criminal act.
Procedures for reporting suspicious persons or activities. Posting emergency telephone numbers for law enforcement, fire, and medical services, where employees have access to a telephone with an outside line.
Limiting the amount of cash on hand and using safes for large amounts of cash, or armor car pickup.
Building alarm systems and Crime Prevention through
Environmental Design.
Other: Including landscaping, lighting, ingress/egress, and building design
Type II
(Workplace violence
directed at
employees by
customers, clients,
patients, students,
Access to, and freedom of movement within, the workplace. Adequacy of workplace security systems, such as door locks, security windows, physical barriers, and restraint systems. Frequency and severity of threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment.
Employee’s skill in safely handling threatening or hostile service Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
inmates, or visitors.) recipients.
Effectiveness of systems and procedures to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.
Use work practices such as "buddy" systems for specified emergency events.
The availability of employee’s posted escape routes
Type III
(Workplace violence
against an employee
by a present or
former employee,
supervisor, or
manager.)
How effectively our establishment's workplace violence prevention policy has been communicated to employees,
supervisors, or managers.
How effectively our establishment’s management and employees communicate with each other.
Our employees’, supervisors’, and managers' knowledge of the warning signs of potential workplace violence.
Access to, and freedom of movement within, the workplace by nonemployees, including former employees or persons with whom one of our employees is having a dispute.
Frequency and severity of worker reports of incidents of physical or verbal abuse by managers, supervisors or other employees. Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.
Employee progressive disciplinary procedures
Type IV
(Workplace violence
committed in the
workplace by a
person who does not
work there, but has or
is known to have had
a personal
relationship with an
employee.)
How effectively our establishment's workplace violence prevention policy has been communicated to employees, supervisors, or managers.
How effectively our establishment's management and employees communicate with each other.
Our employees', supervisors' and managers' knowledge of the warning signs of potential workplace violence.
Access to, and freedom of movement within, the workplace by nonemployees, including former employees or persons with whom one of our employees is having a dispute.
Frequency and severity of worker reports of incidents of physical or verbal abuse by managers, supervisors or other employees. Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.
INCIDENT INVESTIGATION
We have established the following policy for investigating incidents of workplace violence. Our procedures for investigating incidents of workplace violence, which include threats and acts of violence, consist of:
Visiting the scene of an incident as soon as possible. Interviewing involved employees and witnesses.
Reviewing security footage of existing security cameras, if applicable. Examining the workplace for security risk factors associated with the incident, including any previous reports of inappropriate behavior by the perpetrator.
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Determining instigating or causative factors of the incident. Taking corrective action to prevent similar incidents from occurring. Reviewing all previous incidents.
Recording the findings and ensuring corrective actions are taken. Obtaining any reports completed by law enforcement.
The “Workplace Violence Incident Log” (Attachment A) will be used for every workplace violence incident. Staff who are charged with completing this log will take every effort to ensure that no personal identifying information is recorded or documented in the written investigation report. This includes information that would reveal identification of any person(s) involved in a violent incident, such as names, addresses, email addresses, telephone numbers, social security numbers, or other information that, alone or in combination with other publicly available information, would reveal a person’s identity.
The log will be used to capture:
The date, time, and location of the incident.
The workplace violence type or types involved in the incident. A detailed description of the incident.
A description of each individual who committed the act(s) of violence, including whether the perpetrator was a client or customer, family or friend of a client or customer, stranger with criminal intent, co-worker, supervisor or manager, partner or spouse, parent or relative, or other. A description of circumstances at the time of the incident, including, but not limited to, whether the victim was completing usual job duties, working in poorly lit areas, rushed, working during a low staffing level, isolated or alone, unable to get help or assistance, working in a community setting, or working in an unfamiliar or new location.
A description of where the incident occurred, such as in the workplace, parking lot, or other area outside the workplace.
A classification of the type of incident, including, but not limited to, whether it involved any of the following:
o Physical attack without a weapon such as biting, choking, grabbing, hair pulling, kicking, punching, slapping, pushing, pulling, scratching, spitting, or other attack. o Attack with a weapon or object such as a firearm, knife, or other object. o Threat of physical force or threat of the use of a weapon or other object. o Sexual assault or threat, including rape, attempted rape, physical display, or any other unwanted verbal or physical sexual contact.
o Animal attack.
o Other.
A description of the consequences of the incident, including, but not limited to:
o Whether security or law enforcement was contacted and a description of their response. o Actions taken to protect employees from a continuing threat or from any other hazards identified as a result of the incident.
o Information about the person completing the log, including their name, job title, and the date completed.
HAZARD CORRECTION
Work practice controls will be used to correct unsafe work conditions, practices, or procedures that threaten the security of employees.
Work practice controls are defined as procedures, rules, and staffing that are used to effectively reduce workplace violence hazards. Work practice controls may include, but are not limited to:
Appropriate staffing levels;
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Provision of dedicated safety personnel (i.e. security guards); Employee training on workplace violence prevention methods; and Employee training on procedures to follow in the event of a workplace violence incident.
Corrective actions will be implemented in a timely manner based on the severity of the hazard, documented, and dated.
If an imminent hazard exists that cannot be immediately abated without endangering worker(s) and/or property, all exposed workers will be removed from the situation except those necessary to correct the existing condition. Workers who are necessary to correct the hazardous conditions will be provided with the necessary protection.
The following tables provide sample corrective actions that can be implemented.
Type Corrective Measure
Type I
(Workplace
violence
committed by
a person who
has no
legitimate
business at
the worksite,
and includes
violent acts by
anyone who
enters the
workplace or
approaches)
Make the workplace unattractive to robbers and other criminal acts. Improve lighting around and at the workplace.
Provide emergency buttons to workers and install emergency alarms at the workplace.
Establish a safe room with a lockable door.
Utilize security guards and surveillance measures such as cameras or mirrors to monitor the exterior and interior workplace. Follow reporting procedures for notifying designated employees of suspicious persons or activities.
Post emergency telephone numbers for law enforcement, fire, and medical services where employees have access to a telephone with an outside line. Post signs to notify the public that limited cash is kept on the premises. Limit cash on hand and use time-access safes and armored car services for large amounts of cash.
Provide training on emergency action procedures for employees, supervisors, and managers.
Use alarm systems and access control systems.
Apply Crime Prevention through Environmental Design practices.
Type II
(Workplace
violence
directed at
employees by
customers,
clients,
patients,
students,
inmates, or
visitors.)
Control access to the workplace and freedom of movement within it, consistent with the City of Fort Bragg’s necessity.
Ensure adequate workplace security/access control systems, such as door locks, security windows, physical barriers, and restraint systems. Provide worker training in recognizing and handling threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment.
Place effective systems to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.
Provide procedures for a "buddy" system for specified emergency events.
Ensure adequate emergency escape routes.
Type III &
Type IV
Communicate effectively the City of Fort Bragg's workplace violence prevention policy to all employees, supervisors, and managers. Improve the effectiveness with which our establishment's management and employees communicate with each other.
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
(Type III -
Workplace
violence
against an
employee by
a present or
former
employee,
supervisor, or
manager.)
(Type VI -
Workplace
violence
committed in
the workplace
by a person
who does not
work there,
but has or is
known to
have had a
personal
relationship
with an
employee.)
Increase employees, supervisors', and managers' awareness of the warning signs of potential workplace violence.
Control access to and freedom of movement within the workplace by non-employees, including recently discharged employees or persons with whom one of our employees is having a dispute.
Provide counseling to employees, supervisors, or managers who exhibit behavior that represents strain or pressure, which may lead to physical or verbal abuse of co-workers.
Ensure all reports of violent acts, threats of physical violence, verbal abuse, property damage, or other signs of strain or pressure in the workplace are handled effectively by management and that the person making the report is not subject to retaliation by the aggressor. Ensure worker disciplinary and discharge procedures address the potential for workplace violence.
Apply crime prevention measures through environmental design and administrative measures, including, but not limited to:
o Well-lighted areas
o Security/controlled access to work area
o Requirement for employees to visibly display employee ID badge at all times while in a Department facility
o Utilization of code words (recognized by co-workers) to indicate help is needed
o Visitor sign-in
o Visitor badges
o Well-lighted parking lots and area surrounding the building o Buddy system for walking to car or locations away from the building o Security cameras
o Bullet-resistant glass
o Mounted area mirrors
o Onsite security guards
o Eliminate hiding places in areas surrounding the building, i.e. overgrown shrubs, dark areas
o Panic buttons
o Locks on restroom doors
o Removal of sharp objects from view that could be used as a weapon (offices with public access)
o Caller ID on phones
o Field staff check in (cell phones)
o Cash locked in vault or secure safe
o Other: [expand/adjust as appropriate]
Critical Post-Incident Follow Up
It is important to follow up after an incident has occurred and corrective actions are implemented. This includes checking the status of affected employees and reviewing the effectiveness of both current and recently selected corrective actions.
Short-term:
Contact each affected employee – whether or not the employee is on or off duty – to inquire Workplace Violence Prevention Program for
City of Fort Bragg
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regarding their current status and need for mental health intervention, as well as to assess the need for work accommodation or work site adjustment, within two days of the incident.
Additional follow-ups should be conducted one week following the incident, and a follow-up two weeks following the incident will be made at the discretion of the HR and immediate supervisor. In partnership with mental health professionals, provide critical incident debriefing to affected and potentially affected employees within two days of the incident. Offer an opportunity for subsequent critical incident debriefings for affected employees within two weeks of the incident.
Assign a liaison to provide emotional support to victims' families and to assist in City of Fort Bragg-related matters.
Long-term:
Ensure the recovery of the most affected personnel is monitored. Provide training or assistance for Managers and Supervisors for supporting employees’ returnto-work experiences, including being sensitive to employees' grief reactions around anniversaries of the event, holidays, and criminal justice/civil proceedings. Consider the need for follow-up debriefing.
Consult with appropriate mental health professionals to provide support to employees who continue to experience severe or persistent difficulties two weeks following the incident. Establish a liaison to assist victims and their families in l the City of Fort Bragg resources and benefits to which they are entitled.
Conduct an assessment of the department's response to the incident. Discuss any modifications to the procedures with appropriate City of Fort Bragg staff and incorporate beneficial changes into the program.
TRAINING AND INSTRUCTION
All employees, including managers and supervisors, will be provided training and instruction on general and job-specific workplace violence practices. These sessions may include presentations, discussions, and practical exercises. Training and instruction will be provided as follows:
Upon the establishment of a WVPP
During the onboarding period for new employees
Annually to all employees to ensure understanding of and compliance with the plan Whenever a new or previously unrecognized workplace violence hazard has been identified and when changes are made to the plan (training may be targeted in scope to specifically address the new workplace violence hazard or changes to the plan) The City of Fort Bragg will provide its employees with training and instruction on the definitions listed in this plan, in addition to the training topics listed below:
Specific WVPP and crime-prevention training for the City of Fort Bragg’s Crime/WVPP Administrator to develop and maintain the policies and procedures Explanation of the WVPP, including measures for reporting any violent acts or threats of violence
Key definitions associated with this program
Instructions for reporting violent incidents or concerns to the organization and/or law enforcement without fear of reprisal
Recognition of workplace security hazards unique to employee’s jobs and the corrective measures the organization has implemented
The completion of the Workplace Violence Incident Log (Attachment A) and instructions for Workplace Violence Prevention Program for
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obtaining copies of the log
Training for identifying risk factors associated with the four types of workplace violence Measures to prevent workplace violence, including procedures for reporting workplace security hazards or threats to managers and supervisors
Strategies for defusing hostile or threatening situations Training for recognizing alerts, alarms, or other warnings about emergency conditions and identifying escape routes/locations for sheltering
Measures to summon others for assistance
Routes of escape
Disclosure of emergency medical care to be provided in the event of a violent act towards an employee
Post-event trauma counseling for employees desiring such assistance EMPLOYEE ACCESS to the WVPP
The City of Fort Bragg ensures the WVPP plan shall be formalized in writing and be made easily available and accessible to employees and authorized employee representatives. This includes the following:
Whenever an employee or designated representative requests a copy of the written WVPP, we will provide the requester with a printed copy of the WVPP, unless the employee or designated representative agrees to receive an electronic copy.
We will provide unobstructed access through a City of Fort Bragg server or website, which allows employees to review, print, and email the current version of the written WVPP.
Unobstructed access means the employee, as part of their regular work duties, predictably and routinely uses electronic means to communicate with management or co-employees.
RECORDKEEPING
An effective recordkeeping system helps in selecting the appropriate level of controls to prevent the recurrence of violent incidents and in determining appropriate training. Records should be kept up-todate and will be maintained in accordance with the following retention schedule:
1. Records of workplace violence hazard identification, evaluation, and correction shall be created and maintained for a minimum of five years.
2. Training records shall be created and maintained for a minimum of one year and include:
training dates; contents and/or a summary of the training sessions; names and qualifications of persons conducting the training; and names and job titles of all persons attending each training session.
3. Violent incident logs required by subdivision (d) of California Labor Code (LC) 6401.7 and LC 6401.9 shall be maintained for a minimum of five years.
4. Records of workplace violence incident investigations conducted pursuant to subparagraph (K) of paragraph (2) of subdivision (c) shall be maintained for a minimum of five years. These records shall not contain “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code.
5. All records required by this subdivision shall be made available to the Division of Occupational Safety and Health upon request for examination and copying.
Workplace Violence Prevention Program for
City of Fort Bragg
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All records required by paragraphs (1) to (3), inclusive, shall be made available to employees and their representatives, upon request and without cost, for examination and copying within 15 calendar days of a request.
PROGRAM REVIEW
The City of Fort Bragg WVPP will be reviewed for effectiveness:
At least annually.
When a deficiency is observed or becomes apparent.
After a workplace violence incident.
As needed.
To obtain the active involvement of employees and authorized employee representatives in reviewing the plan’s effectiveness, review and revision of the WVPP will include the procedures listed in the “EMPLOYEE ACTIVE INVOLVEMENT” section of this WVPP. Additionally, the following actions will take place during each review:
Review of incident investigations and the Violent Incident Log Assessment of the effectiveness of security systems, including alarms, emergency response, and security personnel availability (if applicable)
Review of established risk mitigation policies/procedures to ensure violent risks are being properly identified, evaluated, and corrected, with any necessary revisions implemented promptly and communicated to all employees
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
PROGRAM HISTORY
Action Date Notes
Drafted 06/01/2024 WVPP is drafted
Reviewed TBA
Implemented TBA
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
EMPLOYEE ACKNOWLEDGMENT FORM
I, (print name), hereby acknowledge that I have
received, read, and understand the City of Fort Bragg Workplace Violence Prevention Program. I agree to conform to all the City of Fort Bragg directives, policies, and procedures described in this program. I understand that my failure to follow these can result in disciplinary action as outlined in the employee handbook. I further understand that:
It is my responsibility to comply with this program and aid in maintaining a violence-free work environment through attending required training and;
I am encouraged to report suspicious persons in the area to my immediate supervisor and alerting the proper authorities when necessary.
_______________________________________
(Signature of Employee) (Date)
_______________________________________
(Signature of Supervisor) (Date)
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
ATTACHMENT A:
Workplace Violence Incident Log
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
ATTACHMENT B:
Workplace Violence Prevention Incident Report Form
Part I through Part VI should be completed by the designated person based on information provided by the employee(s) involved in the incident. If any of this information includes private/sensitive data, please maintain confidentiality of affected parties/employees and handle information according to Human Resource protocols.
PART I - NATURE OF INCIDENT - (check all that apply)
Behavioral
Observation
Physical with Injury Written
Electronic Physical without
Injury
Other: _______________________________
Harassment Threat _______________________________________ Information Only Verbal
Date of incident: _________________________
Approximate Time: ________________________ AM PM
PART II – INCIDENT DIRECTED AT
Person(s):
______________________________________________________________________________________ _____________________________________________
Building:
________________________________________________________________________________ Address:
______________________________________________________________________________________ _______________________________________________
PART III – INCIDENT INITIATED BY
Person(s):
______________________________________________________________________________________ _____________________________________________
Male Female Other Classification: ___________________________________________ PART IV – TYPE / LOCATION INCIDENT OCCURRED
1. Type of Contact: In-person Telephone Mail Observation Recording Electronic Mail Fax Other:
_____________________________________________________________________________
2. Was the employee alone? Yes No
3. Location of Incident: Workplace Employee Residence Other:
__________________________________________
Address/Location:
4. What Type of Incident was it?
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Type I - workplace violence committed by a person who has no legitimate business at the worksite, and includes violent acts by anyone who enters the workplace or approaches workers with the intent to commit a crime.
Type II - workplace violence directed at employees by customers, clients, patients, students, inmates, or visitors.
Type III - workplace violence against an employee by a present or former employee, supervisor, or manager.
Type IV - workplace violence committed in the workplace by a person who does not work there, but has or is known to have had a personal relationship with an employee.
5. Were any threats made before the incident occurred? Yes No If yes, describe threat(s):
_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ PART IV – TYPE / LOCATION INCIDENT OCCURRED (Cont.)
6. Did the employee(s) ever report to the department that they were threatened, harassed, or suspicious that the attacker may become violent? Yes No
7. Was the perpetrator a stranger, client/patient, co-worker, or otherwise familiar person? Yes No
8. Was a weapon used? Yes No
If yes, what type of weapon(s)?
___________________________________________________________________________
9. Were there injuries? Yes No
If yes, who was injured?
Name: _________________________________________
Phone: _________________________________________
Injury Description:
___________________________________________________________________________________ _______________________________________________________________________ _____________________________________________________________________________ Name: _________________________________________
Phone: _________________________________________
Injury Description:
___________________________________________________________________________________ _______________________________________________________________________ _____________________________________________________________________________ Name: _________________________________________
Phone: _________________________________________
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Injury Description(s):
___________________________________________________________________________________ _______________________________________________________________________ _____________________________________________________________________________
10. Were there witnesses(s) to the incident? Yes No If yes, who?
Name: _________________________________________
Phone: ________________________________________
Address: _______________________________________
_______________________________________________
Name: _________________________________________
Phone: _________________________________________
Address: ________________________________________
________________________________________________
Name: _________________________________________
Phone: _________________________________________
Address: ________________________________________
________________________________________________
11. Description of observation, threat, incident, or activity (Continue on a separate sheet if necessary) ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ __
PART V - ACTION TAKEN-REPORTING
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
1. What actions did the supervisor or manager take?
___________________________________________________________________________________ __________________________________________
_____________________________________________________________________________ ___________________________________________________________________________________ _________________________________________________________
2. Law enforcement or other outside agencies contacted? Yes No Agency Name:
_____________________________________________________________________________ Case Number (if applicable):
_____________________________________________________________________________
3. Were Employee Assistance Program (EAP) services provided? If yes, describe:
___________________________________________________________________________________ _______________________________________________________________________ PART VI – POST-INCIDENT ASSESSMENT
1. Were there any other physical injuries or psychological incidents related to this incident not previously reported? Yes No
If yes, describe:
___________________________________________________________________________________ ___________________________________
2. If a prior report to the department was made that they were threatened, harassed, or suspicious that the attacker may become violent, what actions, if any, were taken? ___________________________________________________________________________________ _________________________________________________________ _____________________________________________________________________________
3. Did the worker ever receive training in workplace violence issues? Yes No If yes, describe:
___________________________________________________________________________________ _______________________________________________________________________
4. What were the main factors that contributed to the incident? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
5. Was critical incident stress debriefing and post-trauma counseling services provided? Yes No
If yes, describe:
___________________________________________________________________________________ ___________________________________
___________________________________________________________________________________ _______________________________________________________________________
6. What can be done to prevent future incidents?
_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _______________________________________________________________ _____________________________________________________________________________ ATTACHMENT C:
Workplace Violence Prevention Program
Progressive Behavior Action Guidelines
Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Level I The employee may:
Show signs of increasing stress, perhaps involving
negative changes in behavior
Observe, ask if the employee how they are doing,
and document
Show signs of a deterioration in work performance Engage employee in conversation to gain insight into behavior, document
Show signs of increasingly unkempt appearance Carefully offer help Show signs of alcohol or substance abuse
Report concerns, if continuing, to next higherlevel supervisor, seek consultation from your HR Team and EAP consulting services for
managers/supervisors.
Show signs of distress over personal or workplace
problems
"act strange" or "unusual" by appearing
confrontational, argumentative, stressed, anxious,
withdrawn or secretive
Behavior is such to cause concern for person's
own well-being or possibly others
Level II The employee may:
Make veiled threats to harm Report concerns to next higher-level supervisor before any effort to engage person
Intimidate others Engage person in conversation, if appropriate, to gain insight into potential for violent behavior
and document.
Have a history of violent behavior and lose temper
easily Consult with next higher level of administration Be chronically disgruntled, inflexible as follow-up
Refuse to take responsibility for problems or
actions
Seek consultation from your Personnel Office
Find fault with and blame others
Have a deep sense of entitlement
Have an obsession with weapons and empathy
with those who resort to violence
Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action Level III The employee may:
Make blatant threats to harm others and/or destroy
property
Warn those who may be in immediate danger
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Carry a weapon on campus Immediately report behavior to next higherlevel authority and press for quick intervention Engage in aggressive behavior such as verbal
abuse, physical "in your face" posturing
If employee is present and seriously acting- out,
call 9-1-1 and ask for assistance
Level IV The employee:
Is violent toward others or property Displays overt
acts of violence or out-of- control behavior
Call 9-1-1 for immediate assistance.
Attempt to get others out of harms' way.
May or may not use a weapon or cause death Inform next higher-level authority.
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
ATTACHMENT D:
Workplace Violence Prevention
Environmental Hazard Assessment & Control Checklist
This checklist can help evaluate the workplace and job tasks to see what situations may place employees at risk of assault. It is not confined to a single industry or occupation but can be used for any workplace.
Adapt the checklist to fit your own needs. It is very comprehensive, and not every question will apply to your workplace. Write “N/A” in the NOTES column. Add any other questions you think are important.
RISK FACTORS FOR WORKPLACE VIOLENCE
Cal/OSHA and NIOSH have identified the following risk factors that may contribute to violence in the workplace. If you have one or more of these risk factors in your workplace, there may be a potential for violence.
Question Yes No Notes
Do employees have contact with the public?
Do they exchange money with the public?
Do they interact with visitors (such as a front
desk receptionist, checkout clerk, service
desk, etc.)
Do they work alone?
Do they work late at night or during early
morning hours?
Is the workplace often understaffed?
Is the workplace located in an area with a
high crime rate?
Do employees enter areas with a high crime
rate?
Do they ever perform duties that could upset
people (deny benefits, turn off utilities, collect
debts, confiscate property, etc.)?
Do they deal with people known or
suspected to have a history of violence,
special needs, mental illness?
Do any employees or supervisors, or
clients/customers have a history of assault,
verbal abuse, harassment, or other
threatening behavior?
Are employees told and trained on who is
responsible for security?
Other Risk Factors (Describe):
INSPECTING WORK AREA
You or your workplace violence/crime prevention committee should now begin a “walk around” inspection to identify potential security hazards. This inspection can tell you which hazards are already well controlled, Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
and what control measures need to be added. Not all of the following questions can be answered through simple observation. You may also need to talk to employees or investigate in other ways.
General Actions
Question All
Areas
Some
Areas
Few
Areas
No
Areas Note/Follow-up Action
Are nametags, ID cards required for
employees (omitting personal
information such as home
address)?
Are employees notified of past
violent acts in the workplace?
Are there trained security personnel,
accessible to employees in a timely
manner?
Is there established liaison with the
local police department?
Are bullet-resistant windows or
similar barriers used when money is
exchanged with the public?
Are areas where money is
exchanged visible to others who
could help in an emergency? (For
example, you can see cash register
areas from outside)?
Other Observations:
INSPECTING EXTERIOR BUILDING AREAS
Question Yes No Notes
Do employees feel safe walking to and from
the workplace?
Are the entrances to the building clearly
visible from the street?
Is the area surrounding the building free of
bushes or other hiding places?
Is security personnel provided outside the
building?
Is video surveillance provided outside the
building?
Is there enough lighting to see clearly
outside the building?
Are all exterior walkways visible to security
personnel?
Other Observations:
INSPECTING PARKING AREAS
Question Yes No Notes
Is there a nearby parking lot reserved for
employees only?
Workplace Violence Prevention Program for
City of Fort Bragg
Drafted on 05/31/2024
Is the parking lot attended or otherwise
secured?
Is the parking lot free of blind spots and is
landscaping trimmed back to prevent hiding
places?
Is there enough lighting to see clearly in the
parking lot and when walking to the building?
Are security escorts or “buddy system”
available to employees walking to and from
the parking lot?
Other Observations:
SECURITY MEASURES
Question In
Place
Should
Add N/A Notes
Physical barriers (plexiglass
partitions, bullet resistant customer
windows, etc.)?
Security cameras or closed-circuit TV
in high-risk areas?
Panic buttons?
Alarm systems?
Door locks?
Internal telephone system to activate
emergency assistance?
Telephones with an outside line
programmed for 911?
Two-way radios, pagers, or cellular
telephones?
Security mirrors (e.g. convex
mirrors)?
Secured entry (e.g. “buzzers”)?
Personal alarm devices?
“Drop safes” to limit amount of cash
on hand?
Broken windows repaired promptly?
Security systems, locks, etc. tested
on a regular basis and repaired
promptly when necessary?
Other Observations:
Checklist Completed by:
_______________________________________________________________ Date: ____________