In response to the increasing incidents of workplace violence, the state of California enacted Senate Bill 553 (SB 553) last year. This legislation mandates that all California workplaces implement a comprehensive policy by July 1, 2024. Employers are required to develop a Workplace Violence Prevention Plan, conduct annual training sessions, and maintain a Violent Incident Log.
Who Needs to Comply with SB 553?
California SB 553 Law affects all California employers except for healthcare facilities, which are governed by separate standards, and businesses with fewer than 10 employees. Therefore, any company with 10 or more employees and a presence in California must comply, regardless of where their headquarters are located within the state. This extensive scope emphasizes the need for businesses to understand and implement the required measures to meet this new legal mandate.
Essential Compliance Steps Under SB 553
With the compliance deadline fast approaching, employers need to concentrate on the three key requirements under SB 553:
- Developing a Workplace Violence Prevention Plan
- Maintaining a Violent Incident Log
- Facilitate Employee Training
Let’s delve into each of these components in detail.
Penalties for Non-Compliance with SB 553
Cal OSHA is tasked with enforcing SB 553. Non-compliance with SB 553 can result in significant penalties. The Division of Occupational Safety and Health has established penalties ranging from a minimum of $16,131 per violation for serious violations to a maximum of $161,323 per violation for willful or repeated offenses. For detailed information, refer to Cal OSHA penalties page https://www.dir.ca.gov/title8/336.html
How to Comply with Key requirements
1. Developing a Workplace Violence Prevention Plan
Employers must develop a workplace violence prevention plan as part of key requirements of SB 553 Law. This plan should include:
- Identification of persons responsible for the plan.
- Procedures for involving employees in developing and implementing the plan.
- Clear reporting procedures for workplace violence incidents.
- Procedures for responding to emergencies and managing incidents effectively.
The plan should be easily accessible to employees, authorized representatives, and regulatory bodies at all times. Cal/OSHA has released a FREE template, the Model Workplace Violence Prevention Plan (WVPP), to help employers create their own plans. This template shows how complex and time-consuming this task can be.
2. Maintain a Violent Incident Log
Employers must keep a detailed log of all workplace violence incidents, which is crucial for tracking trends, identifying areas for improvement, and ensuring compliance with SB 553. Each entry in the log should include:
- Incident date, time, location.
- Workplace violence “Type” (1, 2, 3, and/or 4).
- Detailed description of the incident.
- Classification of who committed the violence.
- The circumstances at the time of the incident.
- Where the incident occurred.
- Specific incident characteristics, such as physical attacks, weapon involvement, threats, sexual assault, animal incidents, or other events.
Maintaining this detailed log helps to recognize patterns and implement preventive measures to avoid recurrence, thus creating a safer workplace environment.
3. Establish Employee Training
Employee training is critical to the success of the Workplace Violence Prevention Plan. Employers must provide both initial and ongoing training that covers:
– Familiarizing employees with the plan, including how to obtain a copy and participate in its development and implementation.
– Explaining the definitions and requirements of Labor Code section 6401.9.
– Detailing how to report workplace violence incidents without fear of retaliation.
– Educating employees about job-specific violence hazards and preventive measures.
– Clarifying the purpose of the violent incident log and how to access related records.
Training should be updated whenever new hazards are identified or significant changes to the plan occur. Ensuring that all employees are well-informed about their roles in maintaining a safe workplace is fundamental to the plan’s success.
Additional SB 553 Requirements
In addition to the primary requirements, employers must ensure that their Workplace Violence Prevention Plan integrates seamlessly with their broader Injury and Illness Prevention Program, if one exists. Employers should also:
– Make records, such as the violent incident log and training documentation, readily available to employees and their representatives upon request.
– Follow specific procedures for issuing, renewing, and enforcing restraining orders related to workplace violence.
These additional steps help to ensure a comprehensive approach to workplace safety and compliance with SB 553.
Avoid Penalties & Comply with California SB 553
Avoid costly penalties and ensure a safer workplace and begin your compliance journey today. With the right approach and tools, you can transform compliance into an opportunity to enhance workplace safety and boost employee well-being.
SB 553 Compliance Made Easy – hrdeck.com
Employers can streamline compliance with SB 553 by using hrdeck.com’s specialized software. Our platform simplifies the complexities of compliance and ensures that organizations stay ahead of requirements by providing a secure, anonymous way for employees to report incidents of workplace violence.
Here’s how hrdeck.com meets SB 553 requirements:
– Tailored Plan Development: hrdeck.com makes it easy to establish, implement, and maintain a personalized Workplace Violence Prevention Plan. The platform helps identify responsible personnel and enables seamless coordination with other stakeholders, simplifying the planning process.
– Violent Incident Logging: Our software provides a centralized repository for logging all workplace violence incidents. Detailed entries—including the date, time, location, and description of each incident—are captured, facilitating trend analysis and identifying areas for improvement.
– Employee Training Resources: hrdeck.com includes comprehensive SB 553 training for all employees. This ensures that your team is well-equipped to handle workplace violence situations effectively and in compliance with the law. By leveraging hrdeck.com’s fully-featured platform, employers can not only meet SB 553 requirements but also enhance workplace safety and employee well-being
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Hrdeck is a platform designed for HR teams and companies to manage policies, compliance and communication effectively. Our solution aids in complying with policies and regulations, thereby safeguarding from any penalties, liabilities and reputation.
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