California SB 553 Explained: Key Points for Employers and Preparation Tips for 2024

SB 553 mandates a WVPP for nearly all California employers, effective July 1, 2024, with no grace period.

To address workplace violence in California, Cal/OSHA’s SB 553 senate bill requires employers to implement basic protections to protect employees while at work. Many companies have been caught off guard. There’s a lack of awareness of this new state requirement and dedicated resources.

This law mandates that any California business with more than 10 employees at a fixed location must implement a comprehensive workplace violence prevention plan.

With over 40,000 businesses affected, including many headquartered outside the state, SB 553 aims to establish consistent, statewide measures for detecting and preventing workplace violence.

Who does this affect?

• Every California employer with >10 employees at a fixed location
• Over 40,000 California businesses

SB 553 encompasses several critical components that businesses must address to ensure compliance. They are:

Key Requirements of SB 553

• Workplace Violence
• Prevention Plan (WVPP) 2 Incident Log
• Employee Training Record-Keeping

Each of these components plays a vital role in creating a safe and compliant work
environment.

Establishing a Workplace Violence Prevention Plan

The foundation of SB 553 is the Workplace Violence Prevention Plan (WVPP). This written document must outline the following:

• Risk Assessment: Identify potential workplace violence risks specific to your organization.
• Prevention Strategies: Detail the measures your business will take to mitigate identified risks.
• Incident Response Procedures: Clearly define the steps employees should take in the event of a workplace violence incident.
• Communication Plan: Ensure all employees are aware of the WVPP and understand their roles within it.

THE WVPP SHOULD BE A LIVING DOCUMENT, REGULARLY REVIEWED AND UPDATED TO REFLECT ANY CHANGES IN THE WORKPLACE OR EMERGING THREATS.

Employee involvement is a key aspect of creating an effective WVPP. Employees should be encouraged to participate in identifying and evaluating potential workplace violence hazards. This participation not only enhances the plan’s effectiveness but also fosters a culture of safety and compliance within the organization.

Implementing a Workplace Violence Prevention Plan (WVPP)

Implementing a comprehensive Workplace Violence Prevention Plan (WVPP) is essential for ensuring employee safety and compliance with California’s SB 553. Key elements of effective implementation of WVPP include prohibiting employee retaliation, involving employees in identifying and discussing risks, and conducting thorough risk assessments for various scenarios like active shooters and harassment.
Establishing clear reporting protocols, developing emergency response plans, and promptly addressing identified hazards are critical steps. Post-incident responses should include investigation, root cause analysis, and documenting corrective actions to demonstrate a commitment to safety and regulatory compliance. Adopting a zero-tolerance culture for aggressive behavior and ensuring documentation and protocols are accessible to all employees further strengthens the WVPP.

Maintaining detailed incident logs, excluding personal identifying information to protect privacy, and showcasing preventive measures taken are essential for a robust and responsive WVPP. Clear communication and thorough training are crucial to equipping employees to handle potential workplace violence scenarios effectively. By following these guidelines, organizations can maintain a safer and more supportive work environment, ensuring compliance with SB 553 and demonstrating a genuine commitment to employee safety and well-being.

Creating an Incident Log

An incident log is essential for tracking workplace violence occurrences. The organization should maintain an organization-wide incident log. This log should include:

• Details of Each Incident: Date, time, location, and description of the incident.
• Individuals Involved: Names and roles of those involved or affected.
• Actions Taken: Steps taken in response to the incident, including any follow-up measures.

Maintaining a thorough incident log demonstrates your commitment to addressing workplace violence and provides valuable data for ongoing risk assessment and prevention efforts. It’s crucial to exclude personal identifying information to protect privacy and prevent retaliation.

Implementing Employee Training

Training is crucial for the effectiveness of your WVPP. Regular training programs keep employees updated with safety risks and potential measures to mitigate them.

• Recognizing Potential Threats: Identifying behaviors and situations that could escalate to violence.
• Reporting Procedures: How and to whom employees should report concerns or incidents.
• Response Protocols: Actions to take during and after an incident, including evacuation procedures and emergency contacts.
• Retaliation Prevention: Ensuring employees understand that reporting threats or incidents will not result in retaliation.

Regular training sessions and drills will help reinforce these protocols and ensure that employees are prepared to act appropriately in a crisis.

ADDITIONALLY, FOR HIGH-RISK EMPLOYEES, SECONDARY TRAINING SESSIONS MAY BE NECESSARY TO PROVIDE MORE SPECIFIC GUIDANCE AND SUPPORT.

Establishing Record-Keeping Protocols

Proper documentation is critical for compliance with SB 553. Businesses must keep detailed records of:

• WVPP and Updates: Documentation of the plan and any revisions made over time.
• Incident Logs: Complete records of all reported incidents, as outlined above.
• Training Records: Dates, attendees, and content of all training sessions conducted.

These records not only demonstrate compliance but also provide a basis for continuous improvement of your workplace violence prevention efforts.

Resources for Implementation

To assist businesses in implementing SB 553, several resources are available. These include comprehensive guides, toolkits, and expert consultations.

• Cal/OSHA Guidelines: Official guidelines and templates to help you develop your WVPP.
• Industry Associations: Many associations offer training materials and best practices specific to your industry.
• Consultants: Professional consultants can provide expertise and support in developing and implementing your program.
• Online Webinars: Many organizations offer webinars and workshops to guide businesses through the requirements of SB 553.

By leveraging these resources, businesses can ensure they are not only compliant with SB 553 but also creating a safer work environment for their employees.

Now What?

Clearly there’s nothing more important than the safety and well-being of every person in and around the workplace. Employers need to take this seriously and there are turnkey and cost-efficient ways to establish or enhance their workplace violence prevention program.

TO LEARN MORE, CHECK OUT A REPLAY OF OUR “SB 553 REQUIREMENTS FOR ENHANCED WORKPLACE SAFETY” WEBINAR CO-HOSTED WITH SPARK COMPLIANCE CONSULTING. FOR COMPREHENSIVE INFORMATION ON SB 553 AND PREPARATION GUIDANCE, CLICK THIS LINK.