California Workplace Violence Prevention Plan (SB 553)

WORKPLACE VIOLENCE PREVENTION PLAN (WVPP)

Employer: [________________________________]
Establishment / Worksite: [________________________________]
Plan Administrator: [________________________________]
Effective Date: [__/__/____]
Last Review Date: [__/__/____]

1. Purpose and Scope

This Workplace Violence Prevention Plan (the "Plan") is established, implemented, and maintained by [EMPLOYER NAME] pursuant to California Labor Code § 6401.9. The Plan identifies and controls workplace-violence hazards, sets procedures for reporting and responding to incidents, and provides training for all employees covered by this Plan.

2. Coverage and Applicability

This Plan applies to all employees of [EMPLOYER NAME] working at [LOCATION(S)] including full-time, part-time, temporary, seasonal, and leased employees, and to all areas of the worksite where employees perform services.

2.1 Exemptions (for reference only)

3. Definitions

• Emergency — Unanticipated circumstances that can be life-threatening or pose a risk of significant injury.
• Engineering Controls — Aspects of the built space or devices that remove a hazard or create a barrier between the worker and the hazard.
• Log — The Violent Incident Log required by Section 12 of this Plan.
• Plan — This Workplace Violence Prevention Plan.
• Serious Injury or Illness — As defined in Cal. Lab. Code § 6302.
• Threat of Violence — Any verbal or written statement (including texts, social media, or other online posts) or any behavioral or physical conduct that conveys, or is reasonably perceived to convey, an intent to cause physical harm or place someone in fear of physical harm, and that serves no legitimate purpose.
• Work Practice Controls — Procedures and rules used to effectively reduce workplace-violence hazards.
• Workplace Violence — Any act of violence or threat of violence that occurs in a place of employment, including the four types below:
• Type 1 — Violence committed by a person with no legitimate business at the worksite (criminal intent).
• Type 2 — Violence directed at employees by customers, clients, patients, students, inmates, or visitors.
• Type 3 — Violence against an employee by a present or former employee, supervisor, or manager.
• Type 4 — Violence committed in the workplace by a person who does not work there but has (or had) a personal relationship with an employee.

Workplace violence does not include lawful acts of self-defense or defense of others.

4. Persons Responsible for the Plan

The Plan Administrator is responsible for overall implementation, annual review, training coordination, recordkeeping, and communication with Cal/OSHA.

5. Employee and Authorized Representative Involvement

Employees and their authorized representatives have been and will continue to be actively involved in:

☐ Developing and reviewing the Plan
☐ Identifying, evaluating, and correcting workplace-violence hazards
☐ Designing and implementing training
☐ Reporting and investigating workplace-violence incidents

Methods for involvement: [________________________________]

Frequency of employee safety meetings: [____________]

6. Coordination with Other Employers

When employees of other employers (contractors, subcontractors, temporary staffing agencies, delivery personnel) work at the worksite, [EMPLOYER NAME] will coordinate implementation of this Plan with those employers as follows:

• Share relevant portions of this Plan and applicable hazard assessments.
• Coordinate incident-reporting channels.
• Joint training where scope of work overlaps.
• Written agreement confirming respective responsibilities when required.

7. Procedures to Accept and Respond to Reports of Workplace Violence

7.1 How to Report

Employees may report actual or threatened workplace violence, workplace-violence hazards, or near-misses by any of the following methods:

☐ Direct report to supervisor
☐ Report to Plan Administrator: [________________________________]
☐ Hotline: [________________________________]
☐ Secure email: [________________________________]
☐ Online portal: [________________________________]
☐ Anonymous submission (drop box located at [LOCATION])

7.2 Anti-Retaliation

No employee will be retaliated against for making a good-faith report of workplace violence, a threat of violence, or a workplace-violence hazard. Retaliation is itself a violation of this Plan and of California law (Cal. Lab. Code §§ 98.6, 1102.5, 6310).

7.3 Response Obligations

On receipt of a report, the Plan Administrator (or designee) will:

1. Acknowledge receipt in writing within [____] business days.
2. Take interim protective measures as warranted (separation of parties, security presence, access restrictions).
3. Open an investigation (see Section 8).
4. Communicate outcome to reporter and affected employees to the extent permitted by law.

8. Post-Incident Response and Investigation

8.1 Immediate Response

☐ Ensure safety of employees and others (911, first aid, evacuation, shelter-in-place)
☐ Secure the scene; preserve evidence
☐ Contact law enforcement when required
☐ Notify Plan Administrator and senior management
☐ Provide access to employee assistance / trauma support

8.2 Investigation

A written investigation will be completed by the Plan Administrator (or investigator designated at [__________]). Investigation includes:

• Interviews with reporting employee, witnesses, and (when appropriate) the alleged aggressor
• Review of physical scene, video, access logs
• Root-cause analysis
• Written findings and corrective actions
• Update of the Violent Incident Log

Investigation records are maintained per Section 13.

9. Identification and Evaluation of Workplace-Violence Hazards

9.1 Initial Hazard Assessment

Completed on [__/__/____] by [________________________________]. Covered areas include:

9.2 Ongoing Inspections

Periodic inspections will occur:

• ☐ Monthly by [_______]
• ☐ After any reported incident or near-miss
• ☐ After any change in operations, staffing, physical layout, or security systems
• ☐ When a new or previously unrecognized hazard is identified

10. Correction of Workplace-Violence Hazards

Corrective actions are selected using the following hierarchy:

1. Engineering controls — physical barriers, controlled entry, panic buttons, video surveillance, improved lighting, cash-handling design
2. Work-practice controls — buddy systems, check-in protocols, de-escalation procedures, limits on solo work after hours
3. Administrative controls — staffing levels, scheduling, visitor management, signage
4. Personal safeguards and training — radios, duress devices, training refreshers

Each identified hazard is assigned a responsible person and a target correction date. Correction records are maintained in the Corrective Action Log.

11. Training

11.1 Initial Training

Every covered employee receives initial training before or at assignment, and before the Plan first applies. Required topics include:

☐ The employer's Plan, how to obtain a copy, and how to participate in the Plan
☐ The definitions and requirements of Cal. Lab. Code § 6401.9
☐ How to report workplace-violence incidents or concerns, without fear of retaliation
☐ Workplace-violence hazards specific to the employees' jobs, corrective measures, how to seek assistance, and strategies to avoid physical harm
☐ The Violent Incident Log, its purpose, and how to obtain copies of records
☐ Opportunity for interactive questions and answers with a qualified trainer

11.2 Additional Training

Additional training is provided when:

• A new or previously unrecognized hazard is identified
• Changes are made to the Plan
• Requested by affected employees

11.3 Annual Refresher

All covered employees complete a refresher at least once every 12 months.

11.4 Trainer Qualifications

Trainers must have knowledge of workplace-violence hazards relevant to the employees' work and of the employer's Plan. Qualifications documentation retained.

12. Violent Incident Log

A log of every workplace-violence incident is maintained, with entries based on information solicited from employees involved. Log is retained at least 5 years.

13. Recordkeeping

Records are made available to employees and authorized representatives within 15 calendar days of request, and to the Division of Occupational Safety and Health on request.

14. Plan Review and Update

The Plan is reviewed at least annually. It is also reviewed and updated promptly after:

☐ Any workplace-violence incident
☐ Any change in operations or worksite that affects workplace-violence hazards
☐ Issuance of a new or revised Cal/OSHA standard affecting workplace violence
☐ Request by employees or authorized representatives

Each review is documented in the Plan Review Log (Appendix A) with the date, reviewer, and any revisions made.

15. Communication of Plan and Availability

☐ Copy of the Plan is posted at [LOCATION]
☐ Copy is available on the employee portal at [URL]
☐ Paper copies available on request from the Plan Administrator
☐ Plan is in languages understood by the majority of affected employees: [LANGUAGES]

16. Appendices

• Appendix A — Plan Review Log
• Appendix B — Corrective Action Log
• Appendix C — Violent Incident Log (template above in Section 12)
• Appendix D — Training Attendance Roster
• Appendix E — Hazard Assessment Checklists (by area)

Adoption and Execution

Adopted by [EMPLOYER NAME] as of the Effective Date above.

Employer Authorized Signatory:

Signature: [________________________________] Date: [__/__/____]
Printed Name: [________________________________]
Title: [________________________________]

Sources and References

• Cal. Lab. Code § 6401.9 — https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=LAB&sectionNum=6401.9.
• Cal. Lab. Code § 6401.7 — https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=LAB&sectionNum=6401.7.
• Cal/OSHA Model Workplace Violence Prevention Plan (General Industry) — https://www.dir.ca.gov/dosh/dosh_publications/Model-WPV-Plan-General-Industry.docx
• Cal/OSHA Workplace Violence Prevention portal — https://www.dir.ca.gov/dosh/Workplace-Violence/General-Industry.html

This template is provided for informational purposes only and does not constitute legal advice. Have it reviewed by qualified counsel in your jurisdiction before use.