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Procedures

Rules and Responsibility

  1. It is the responsibility of all employees to create and maintain a workplace free from threats and acts of violence. An individual who observes violence taking place or feels there may be an immediate threat to someone's safety should call 2525 for Campus Patrol assistance from any Campus phone or 801.832.2525 from an off-campus or cellular phone. If the situation escalates into an emergency the employee is to call 911 for police assistance. Any employee who becomes aware of a display of violent, abusive or threatening behavior, or a threat by another employee, must also report such behavior to his/her supervisor.
  2. In other than an emergency, any employee should contact Human Resource Services or Campus Patrol for consultation or assistance if they believe there is an emerging potential threat to someone's safety or to property. Callers needing advice after College offices are closed should call 911 for Police assistance from any Campus Phone or cellular Phone or 2525 Campus Patrol.
  3. All employees (faculty and staff) are encouraged to report any violation of the workplace violence (WPV) policy to a supervisor and should complete a Workplace Violence Incident Report. Supervisors are required to report any violations to Human Resources. The employee may be requested to document their experience and observations in order to facilitate the handling or resolution of the situation.
  4. If a workplace violence incident has occurred, Human Resources will consult with the victimized employee and may consult with the immediate supervisor to develop and implement individualized workplace safety plans, which may include, when necessary and appropriate, advising co-workers of the situation; setting up procedures for alerting security and/or campus patrol; monitored parking; escort for entry to and exit from the building; addressing telephone, fax, e-mail or mail harassment; keeping a photograph of the abuser and/or a copy of any existing court orders in a confidential on-site location and providing copies to security personnel and other staff where it is appropriate and necessary to do so as determined by Risk Management; working with Human Resource Services to temporarily relocate the victim to a secure area or voluntary transfer or permanent relocation to a new office, if appropriate; working with Human Resource Services in implementing further administrative/personnel measures as appropriate.
  5. An Incident Review Team (TABIC), comprised of representatives from Human Resource Services, Risk Management, Campus Patrol and other departments as appropriate, shall be convened as necessary to review specific reports of workplace violence.

Accountability for Employees Who Are Offenders

Corrective or disciplinary action, statutes and regulations may be taken against an employee, or other member of the College community, who is found to have threatened, harassed, or abused any individual at the workplace, from the workplace, or any business using any workplace resources such as work time, workplace phones, computers, FAX machines, mail, e-mail, or other means. Reports of incidents of workplace violence will be taken seriously and dealt with appropriately. Individuals who commit acts of workplace violence may be removed from the premises by Police and/or may be subject to disciplinary action, criminal penalties, or both.

Weapons

  1. Pursuant to Utah State law, only Law Enforcement personnel, as defined in the penal code, may carry firearms on College Property.
  2. Employees are required to immediately report to Campus Patrol any knowledge of, or information regarding, any possession of a weapon in the workplace.

Training and Communication

  1. Training on workplace violence and its impact on the workplace is required of all employees at New Employee Orientation which is facilitated by Human Resources.
  2. Existing employees are provided training on an annual basis. This training is conducted by Risk Management.
  3. Mandatory training for new supervisors includes a module regarding workplace violence.
  4. Training curricula is developed and provided by appropriate College units including Human Resource Services, Employee Assistance Program, Campus Patrol, and Safety Department. The purpose of training is to prepare staff to identify possible cues and indicators of victimization, make appropriate referrals, work with professionals to assist identified victims in safety planning, and develop appropriate individualized responses.

Management and Supervisory Responsibility

  1. Managers and supervisors are to set a tone communicating that workplace violence is behavior that is not tolerated and that the College provides information and support to employees who are victims of such abuse.
  2. Managers and supervisors are to follow the policy and procedures set forth in this Policy and subsequent programs to this end.
  3. Human Resources will be responsible for disseminating the Westminster’s Workplace Violence Prevention Program to all new employees.
  4. Campus Patrol are responsible for responding to, intervening, investigating and documenting all incidents of violence in the workplace reported or referred to them. Interviews with outside law enforcement or regulatory agencies will be arranged through the Department of Safety or Campus Patrol.

Incident Reporting and Investigation

  1. All incidents, including potential incidents, of workplace violence should be reported within 24 hours or as soon as possible following the occurrence.
  2. A "Workplace Violence Incident Report Form" must be completed by the victim, or the victim's supervisor if the victim is unavailable, for all incidents. The supervisor is to ensure that the employee completes other reports, such as a worker's compensation claim if applicable.
  3. The completed Workplace Violence Incident Report Form should be sent by the employee or supervisor to Human Resources for all incidents occurring on Campus. Human Resource shall coordinate review of incidents with the Incident Review Team (TABIC).
  4. Where there is a reasonable basis to believe that an employee involved with a workplace incident may be the subject of disciplinary action, a copy of the Incident Report will be provided to Labor Relations.
  5. After review, the incident report may be provided to the Workplace Violence Prevention Team (can be the same as TABIC), which is charged with evaluating incidents referred to them and if appropriate, make recommendations to prevent future similar occurrences.

RecordKeeping

  1. Accurate records of all workplace violence incidents will be maintained by Human Resources and the Campus Patrol. All incident report forms will be kept in accordance with State record retention guidelines.
  2. Reports of injuries shall be maintained in accordance with applicable laws and regulations, including Utah Department of Labor and Federal OSHA laws and regulations.

Workplace Violence Prevention Team

Workplace Violence Prevention Team, which includes representatives from the Office of Environmental Health and Safety, Campus Patrol, Human Resources, Risk Management, is established for the following purposes:

  1. Establish and implement the Workplace Violence Prevention Program;
  2. Identify factors present in the workplace that might place employees at risk of workplace violence, and make recommendations for improved safety if appropriate;
  3. Follow hierarchy of control measures by eliminating or reducing any hazard first through substitution or design, then by administrative controls, or then by personal protective equipment, as applicable.
  4. Review incidents of workplace violence to identify areas of concern;
  5. Review the Workplace Violence Prevention Program annually and update if appropriate.

Risk Evaluation and Assessment

  1. The College has identified the following occupations on the Campus as potentially high risk for workplace violence:
    1. Working in areas that are open to the public;
    2. Working late night or early morning hours;
    3. Handling the exchange of money with the public;
    4. Working alone or in small groups;
    5. Uncontrolled access to the workplace; and
    6. Areas of previous security problems
  2. The Workplace Violence Prevention Team will annually review previous incidents of violence and conduct assessments within specific units/departments.
  3. Existing records, including survey results, will be reviewed and analyzed to identify patterns and factors that may indicate the causes and severity of workplace assaults and homicides that may place employees at risk.
  4. Records may include but are not limited to the following:
    1. Employee Injury Reports
    2. Workplace Violence Incident Report
    3. Campus Patrol Reports
    4. Domestic Violence Reports
    5. Grievance Actions
  5. The Workplace Violence Prevention Team shall evaluate work locations of employees to determine the presence of hazards which could place employees at risk of occupational assaults and institute hazard control measures when indicated.

Appendix I: Action Chart

Response Procedures
Emergency Non-emergency

A situation is an emergency if:

1)an injury has occurred OR

2)there is an immediate threat of physical harm

You should consider your personal safety first in all emergency situations. If possible, you should use the following response procedure.

A threatening non-emergency situation is defined as:

One person, through intimidating words or gestures has induced fear and apprehension of physical or other harm

to another person but there is no immediate danger of such harm being inflicted.

Step 1:

First person on the scene quickly assesses the situation and risk.

Step 1:

Employee immediately notifies supervisor.

Step 2:

First person on the scene calls for security/medical assistance and ensures needs of injured are met. Employee must also immediately notify supervisor of the situation.

Step 2:

Supervisor conducts preliminary inquiry and makes prompt report to the Director Human Resources.

Step 3:

Supervisor will immediately assess whether there is an emergency situation and make prompt report to their supervisor or if they are unavailable the Director of Human Resources.

Step 3:

If there has been serious misconduct or criminal behavior by an employee, the Director of Human resources will contact Law Enforcement and take no further action. Or

If there is no immediate threat of violence and no serious misconduct or criminal behavior by an employee, the supervisor will continue investigation, resolve/mediate matter, initiate disciplinary action, if appropriate and make referrals to Human Resources, as appropriate.

Step 4:

The supervisor, in an emergency situation where there is an immediate threat of violence, will ensure that local or County police and medical personnel have been notified

Step 4:

Supervisor ensures that a written summary report of the incident and all actions taken is prepared and submitted within three business days to Human Resources, and to Risk Management.

Step 5:

Proceed with Non-Emergency Response Procedures, Steps 3-5.

Step 5:

If an emergency situation develops, follow steps for emergency response procedure