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President's Directive No. 8

University Policy Regarding Violence in the Workplace

Related Document: Implementing Directive No. 8

I. Directive

A. To achieve its Mission and Goals, California State University, Fullerton is committed to providing its faculty, staff, administrators, students and visitors an accessible, attractive and safe campus in which to learn, study and work.

B. Acts of violence and threats of violence severely impact the well-being of members of the university community and the open dialogue and free exchange of ideas intrinsic to higher education. Therefore, the university will not tolerate acts or threats of violence against members of this community or retaliation against an individual reporting a threat or act of violence.

II. Authority

Cal/OSHA Guidelines for Workplace Scrutiny; California Code of Regulations, Title 8, Section 3203.

III. Scope

This Directive applies all university programs and activities wherever they occur, whether on or off-campus. University auxiliary and affiliate organizations are responsible for applying similar practices to their respective programs and activities.

IV. Definitions

A. Campus. Any area or environment where university programs or activities occur.

B. Violence. Any physical assault, threatening behavior or verbal abuse. For example, beatings, stabbings, shootings, sexual or physical assaults, rapes, and psychological traumas such as threats, stalking, obscene phone calls, repetitive unwanted communications or intimidation.

V. Implementation

A. Any threat or act of violence, or threat or act of retaliation, witnessed or experienced by a member of the campus community should be promptly reported to University Police. Those reporting a threat or act of violence may use a Campus Behavior Concern Report, which is available from the University Police, Environmental Health & Instructional Safety or on the web at: http://ehs.fullerton.edu.

B. Incidents of campus violence will be reported annually in the university’s Annual Security Report, which may be found at http://police.fullerton.edu.

C. The university recognizes the need for an effective and comprehensive program to attempt to prevent and respond to campus violence (“Program”). The university will annually review, revise, and distribute the Program as necessary to comply with this Directive. A copy of the Program is attached.

VI. Accountability

A. The Vice President for Administration

The Vice President for Administration is responsible for overall coordination of this Directive.

B. Associate Vice President for Administration and the Chief of Police

The Associate Vice President for Administration and the Chief of Police share responsibility for overseeing the development and dissemination of educational materials concerning this Directive, including prevention, resolving confrontations and response protocols, to faculty, staff and administrators. Other responsibilities include coordinating the Threat Assessment Team and overseeing the development of the Program.

C. Threat Assessment Team

Appointed by the Vice President for Administration, the Threat Assessment Team's primary responsibility is to address and respond to situations involving threats or acts of violence. The President, the Vice President for Administration, the Associate Vice President for Administration or the Chief of Police may convene the TAT. Its membership will be based on situational need and be drawn from administrators charged with specific functions related to campus safety, as well as representatives of key campus constituencies.

D. Faculty, Staff and Administrators

Faculty, administrators and staff are individually responsible for using safe practices; following all university directives, policies and procedures concerning campus safety; and assisting in maintaining a safe and secure environment. Substantiated threats or acts of violence and/or retaliation by individual faculty, staff and administrators may result in disciplinary action taken pursuant to the applicable collective bargaining agreement or, for non-represented employees, applicable administrative policies or procedures.

Contact the Associate Vice President for Administration or the Chief of University Police with questions concerning this Directive and the Program.

Reviewed and approved by President Milton A. Gordon on September 17, 2004.

Related Document: Implementing Directive No. 8

Preventing and Responding to Campus Violence Program

Implementing Directive Number 8

I. AUTHORITY

Cal/OSHA Guidelines for Workplace Security; California Code of Regulations, Title 8, Section 3203; President’s Directive Number 8.

II. SCOPE

This Program applies to all university programs and activities wherever they occur, whether on or off-campus. University auxiliary and affiliate organizations are responsible for applying similar practices to their respective programs and activities.

III. DEFINITIONS

A. Campus. Any area or environment where university programs or activities occur.

C. Types of Violent Events

1. A Type I event involves an assault or threat by someone during the commission of a crime who has no relationship to the university or any of its students, faculty, staff or administrators.

2. A Type II event involves an assault or threat by someone who has a relationship with the university and commits a violent act while a service is being rendered.

3. A Type III event involves a current or former student, faculty member, staff member or administrator who attacks or threatens on campus another current or former student, faculty member, staff member or administrator.

4. A Type IV event involves someone who does not usually have a relationship with the university but does have a personal relationship with a student, faculty member, staff member or administrator.

IV. IMPLEMENTATION

The President issued a revised Directive Number 8 on September 17, 2004, and authorized its immediate university-wide application and distribution; this Program implements that Directive. Questions concerning the Directive and its implementation should be directed to the Chief of University Police or the Associate Vice President for Administration. Incidents of campus violence will be reported annually in the university’s Annual Security Report, which may be found at http://police.fullerton.edu.

V. ACCOUNTABILITY

A. The Vice President for Administration

The Vice President for Administration is responsible for overall coordination of this Program.

B. Associate Vice President for Administration and the Chief of Police

The Associate Vice President for Administration and the Chief of Police share responsibility for overseeing the development and dissemination of educational materials concerning this Program, including prevention, resolving confrontations and response protocols to faculty, staff and administrators. Other responsibilities include coordinating the Threat Assessment Team; overseeing the development of response protocols to threats or acts of campus violence; and assessing the need to modify campus locations and implementing modifications when necessary.

C. Threat Assessment Team

Appointed by the Vice President for Administration, the Threat Assessment Team's (“TAT”) primary responsibility is to address and respond to situations involving threats or acts of violence. The President, the Vice President for Administration, the Associate Vice President for Administration or the Chief of Police may convene the TAT. Its membership will be based on situational need and be drawn from administrators charged with specific functions related to campus safety, as well as representatives of key campus constituencies.

Once convened, the TAT will identify and review response options; assess the immediate safety of the campus and work location; ensure effective implementation of appropriate crisis management and intervention protocols; and assess the post-event needs of the campus community.

The TAT's responsibilities also include developing and implementing appropriate and effective crisis management and intervention protocols; reviewing the frequency and severity of past incidents of campus violence; and identifying organizational factors that increase the likelihood of campus violence and recommending actions to improve these conditions.

D. University Police

The primary responsibility of the University Police is to respond to and investigate reported threats or acts of violence. Other duties include:

1. Determining and implementing actions necessary to mitigate reported threats or acts of violence;
2. Notifying the Associate Vice President for Administration's Office of a need to convene the Threat Assessment Team;
3. Distribution of guidelines outlining campus safety and violence avoidance and prevention;
4. Receiving, logging and maintaining documentation related to reported threats or acts of violence, including Campus Behavior Concern Reports; and
5. Reporting to the President’s Administrative Board twice annually concerning the frequency and severity of incidents of campus violence.

E. Environmental Health and Instructional Safety

Environmental Health and Instructional Safety has primary responsibility for coordinating campus safety education. Other responsibilities include:

1. Assessing the safety of campus locations, and recommending, when necessary, modifications;
2. Maintaining records of campus modifications; and
3. Developing and coordinating campus safety training.

F. Human Resources

Human Resources has primary responsibility for implementing employment practices, including those in the area of hiring and terminating employees, as well as maintaining fair and impartial grievance processes. Other responsibilities include:

1. Informing the University Police of all threats or acts of violence reported to Human Resources;
2. Advising University Police regarding concerns about violent and potentially violent employees; and
3. Implementing consistent disciplinary action for staff that threaten violence or commit an act of violence against a member of the campus community.

G. The Vice President for Student Affairs

The Vice President for Student Affairs has primary responsibility for ensuring that students have access to education and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontations. Other responsibilities include:

1. Informing University Police of all threats or acts of violence reported to the Office of the Vice President for Student Affairs;
2. Advising University Police regarding concerns about violent and potentially violent students;
3. Providing appropriate counseling resources and assistance to victims, witnesses and others traumatized or distressed by a threat or an act of violence; and
4. Applying appropriate administrative and/or disciplinary action to students who make a threat of violence or commit an act of violence against a member of the campus community.

H. The Vice President for Academic Affairs

The Vice President for Academic Affairs has primary responsibility for ensuring that faculty have access to training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontation. Other responsibilities include:

1. Informing University Police of all threats or acts of violence reported to the Office of the Vice President for Academic Affairs;
2. Advising University Police regarding concerns about violent and potentially violent faculty or students;
3. Providing a mechanism for faculty to report campus safety concerns and threats or acts of violence;
4. Implementing effective employment practices, including those in the area of faculty retention and non-retention;
5. Maintaining a fair and impartial grievance process; and
6. Implementing consistent disciplinary action against faculty who make a threat of violence or commit an act of violence against a member of the campus community.

I. Deans, Department Chairs and Managers

Deans, department chairs and managers have responsibility for ensuring that faculty and staff, including student employees, have access to training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving confrontations. Additional responsibilities include:

1. Informing University Police of all known threats or acts of violence, even if the situation has been resolved;
2. Making available to faculty and staff training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontation;
3. Providing a mechanism for faculty and staff to report campus safety concerns and threats or acts of violence;
4. Encouraging faculty and staff to participate in campus safety education;
5. Discussing regularly with all personnel issues related to campus safety; and
6. Educating and/or counseling faculty and staff whose performance is deficient in complying with practices designed to increase campus safety.

J. Faculty, Staff and Administrators

Contact the Associate Vice President for Administration or the Chief of University Police with questions concerning this Program or Directive Number 8.

Workplace Violence Program

1.0 INTRODUCTION

Threats and acts of violence in the workplace are increasing both in frequency and in severity. Each must be taken seriously due to the unknown risks they present.

2.0 REFERENCE

Cal/OSHA Guidelines for Workplace Security and Cal/OSHA Injury & Illness Prevention Model Program for Workplace Security.

3.0 UNIVERSITY POLICY REGARDING VIOLENCE IN THE WORKPLACE

Vital to achieving the mission and goals of California State University, Fullerton is an unwavering commitment to providing its faculty, staff, students and visitors an accessible, attractive and safe environment in which to learn, study and work.

Acts of violence and threats of violence severely impact the open dialogue and free exchange of ideas intrinsic to higher education as well as the well being of the campus community members. Therefore, the university has established a policy of zero tolerance for violence against members of the university community. Acts of violence and threats of violence towards persons or property will not be tolerated. This Prevention and Response Program applies to all faculty, staff, students and visitors at the university.

The university will attempt to address hazards associated with differing types of workplace violence and ensure that it meets federal, state and local laws, as well as university and system regulations prohibiting violence. Each allegation of violence or threat of violence will be taken seriously. All employees will be offered training on general and job-specific workplace security measures.

Faculty, staff, students and visitors are encouraged to immediately report acts of violence and threats of violence to their supervisor, a Dean, a Vice President, University Police, Environmental Health and Safety, or Human Resources. Acts of violence and threats of violence by faculty and staff may result in disciplinary action up to and including termination. For students, such actions may result in disciplinary action, up to and including expulsion. Criminal prosecution may result if federal, state or local laws are violated.

4.0 DEFINITIONS

4.1 Threats of violence

Threats of violence include written, verbal or physical actions that are intended to create fear or apprehension of bodily harm.

4.2 Acts of violence

Acts of violence include intentional physical or verbal attacks that cause injury to a person or property.

4.3 Types of Violence

Cal/OSHA has divided the circumstances associated with workplace violence into three major types:

Type I. A Type I workplace violence event involves an assault or threat by someone who has no legitimate relationship to the workplace and usually enters the workplace to commit a robbery or other criminal act. While the assailant may pretend to be a consumer of university goods or services as a pretext to enter a campus building, office or department, they have no legitimate relationship to the workplace. Individuals who (a) have face-to-face contact and exchange money with the public, (b) work late at night and/or into the early morning hours and (c) often work alone or in very small numbers are at greatest risk of confronting a Type I event. At Cal State Fullerton, the following areas or events have been identified as having a higher probability for Type I incidents:

ATM Pavilion	Bookstore	Carl’s Jr. ATM	Cashiers Office	Concerts, Dances, Athletic and Special Events	Athletics Ticket Office
First Floor Restrooms	Langsdorf Hall Brief Stop	Loading Docks	Parking Areas	Parking Office	Visitor Information Center
University Police	Titan Stadium concession stands	Titan Student Union cash handling offices	Titan Student Union Food Service/Vendors/Carl’s Jr.

Type II. A Type II workplace violence event involves an assault or threat by someone who is either the recipient or the object of a service provided by the university or the victim. Type II events involve both fatal and nonfatal injuries to individuals who provide goods or services to the public (i.e., students, community members and visitors). These events primarily involve threats, intimidation or assaults on University Police personnel, health care and student service providers, faculty, sales personnel, and other university employees who provide professional, University Police, administrative or business services to the public. Unlike Type I events, which often represent irregular occurrences in the life of any particular at-risk university office, department or employee, Type II events may occur on a daily basis in many campus service areas, and therefore represent a more pervasive risk for campus personnel. At Cal State Fullerton, the following areas and events have been identified as having a higher probability for Type II workplace violence:

Administrative Offices	Admissions and Records
Bookstore	Career Development and other counseling locations
Classrooms	Concerts, Dances, Athletic and Special Events
Dean of Students’ Office	Extended Education
Faculty Offices during office hours	Human Resources
Financial Aid/Student Aid Accounting	Library
Parking Areas	President’s Office
University Police	Titan Student Union Food Service/Vendors/Carl’s Jr.
Vice President for Student Affairs’ Office	Visitor Information Center

Type III. A Type III workplace violence event involves an assault or threat by someone who has some employment-related involvement with the workplace. Usually this involves an assault by a current or former employee, supervisor or manager; by a current or former spouse or lover; a relative or friend; or some other person who has a dispute involving an employee. A Type III event can involve a threat of violence or a physical act of violence resulting in a fatal or nonfatal injury. A Type III event is not associated with a specific type of university workplace or occupation. Any campus workplace can be at risk for a Type III event. At Cal State Fullerton, the following areas have been identified as having a higher probability for Type III violence:

All Administrative/Department Offices	Building and Grounds
Human Resources	Parking Areas
President’s Office

5.0 RESPONSIBILITIES

5.1 The Vice President for Administration

The Vice President for Administration is responsible for overall coordination of the University's Violence in the Workplace: Prevention and Response Program. Other responsibilities are delegated to the Associate Vice President for Administration, University Police, Department of Environmental Health and Safety, and Department of Human Resources as noted below. Copies of this Program are available in the Office of the Vice President for Administration.

5.2 Associate Vice President for Administration

The Associate Vice President for Administration has primary responsibility for ensuring that administrators and staff have access to training and written materials concerning this Program and workplace security, including assault prevention, resolving violent confrontations and steps to take during an emergency situation. Other responsibilities include coordination of the Incident Response Team and ensuring that workplace security hazards have been corrected once first observed or discovered.

5.3 University Police

The primary responsibility of the University Police is to respond to and investigate reported threats or acts of violence. Other duties include:

Determining and implementing actions necessary to mitigate reported threats or acts of violence;
Notifying the Associate Vice President for Administration's Office in the event of an emergency for the purposes of convening the Incident Response Team;
Distribution of guidelines outlining workplace security, violence avoidance and other issues pertinent to the Program; and
Maintenance of Incident Reports and any other documentation related to reported threats or acts of violence, including Campus Safety Reports.

5.4 Department of Environmental Health and Instructional Safety

The Department of Environmental Health & Instructional Safety has primary responsibility for coordinating the workplace security training of faculty, administrators and staff Other responsibilities include:

Identification of physical features on campus that increase the likelihood of a threat or act of violence, and implementation of changes to lessen the likelihood of a threat or act of violence;
Receiving and logging all Campus Safety Reports, as well as all reported accounts of threats or acts of violence received from sources other than a Campus Safety Report;
Maintenance of records of workplace inspections and security training; and
Coordination of workplace violence training and instruction. This training and instruction will include information about how to recognize workplace security hazards, measures to prevent workplace assaults and what to do when an assault occurs, including emergency action and post-emergency procedures; and

5.5 Department of Human Resources

The Department of Human Resources has primary responsibility for:

Informing the University Police or the Department of Environmental Health & Instructional Safety of all threats or acts of violence reported to the Department of Human Resources;
Advising the University Police or Environmental Health & Instructional Safety regarding concerns about violent and potentially violent employees; and
Applying appropriate administrative or disciplinary action to staff who make a threat of violence or commit an act of violence against a member of the campus community.

5.6 The Vice President for Student Affairs

The Vice President for Student Affairs has primary responsibility for ensuring that student employees have access to training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontation. Other responsibilities include:

Informing the University Police or Environmental Health & Instructional Safety of all threats or acts of violence reported to the Office of the Vice President for Student Affairs;
Advising the University Police or Environmental Health & Instructional Safety regarding concerns about violent and potentially violent students;
Providing a mechanism for students to report workplace security hazards and threats or acts of violence; and
Applying appropriate administrative or disciplinary action to students who make a threat of violence or commit an act of violence against a member of the campus community.

5.7 The Vice President for Academic Affairs

Informing the University Police or Environmental Health & Instructional Safety of all threats or acts of violence reported to the Office of the Vice President for Academic Affairs;
Advising the University Police or Environmental Health & Instructional Safety regarding concerns about violent and potentially violent faculty or students;
Providing a mechanism for faculty to report workplace security hazards and threats or acts of violence; and
Applying appropriate administrative or disciplinary action to faculty who make a threat of violence or commit an act of violence against a member of the campus community.

5.8 Deans, Department Chairs and Supervisors

Deans, Department Chairs and Supervisors have primary responsibility for ensuring that faculty and staff have access to training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontation. Additional responsibilities include:

Informing the University Police or the Department of Environmental Health & Instructional Safety of all threats or acts of violence, even if the situation has been resolved;
Making available to faculty and staff training and written materials concerning university safety policies, procedures and practices; assault prevention; and guidelines for resolving violent confrontation;
Providing a mechanism for faculty and staff to report workplace security hazards and threats or acts of violence;
Encouraging faculty and staff to participate in campus workplace violence training seminars;
Discussing regularly with all personnel issues related to workplace security; and
Training and/or counseling faculty and staff whose performance is deficient in complying with work practices designed to increase workplace security.

5.9 Faculty, Staff and Administrators

Faculty, administrators and staff are responsible for using safe work practices, following all university directives, policies and procedures concerning workplace security, and assisting in maintaining a safe and secure work environment. All are strongly encouraged to review and become familiar with materials concerning workplace security and participate in campus workplace security seminars. Any threat or act of violence witnessed or experienced by a member of the campus community should be forwarded to the University Police or to the Department of Environmental Health & Instructional Safety. Reports can be made using either a phone or a Campus Safety Report that can be found at the following website: http://ehs.fullerton.edu/ehsforms/safety.asp.

To encourage faculty, administrators and staff to comply with work practices designed to make the workplace more secure and to not engage in threats or physical actions which create a security hazard for others in the workplace, the university will:

Inform faculty, administrators and staff of this Program;
Evaluate the performance of all workers in complying with the university’s workplace security measures;
Recognize workers who perform work practices which promote security in the workplace;
Provide training and/or counseling to workers whose performance is deficient in complying with work practices designed to enhance workplace security; and
Discipline workers for failure to comply with workplace security practices.

5.10 Incident Response Team

Appointed by the Vice President for Administration, the Incident Response Team's ("IRT") primary responsibility is to address and respond to campus emergencies involving threats or acts of violence. Its membership consists of campus officials charged with specific functions related to emergency and crisis management and representatives of key campus constituencies. The IRT will be convened as soon as a majority of its members are present to address an emergency or any other situation at the discretion of the President, the Vice President for Administration, the Director of University Police or the Director of Environmental Health & Instructional Safety.

Once convened, the IRT will help to advise the President and others as designated concerning issues and response options; ensure effective implementation of appropriate crisis management and intervention protocols; and determine the physical and mental needs of the campus community in the aftermath of an emergency.

The IRT's non-emergency responsibilities include developing and implementing appropriate and effective crisis management and intervention protocols, and identifying organizational factors that increase the likelihood of workplace violence and recommending action to improve these conditions.

6.0 PREVENTION AND RESPONSE PROGRAM

6.1 Hazard Assessment

The Vice President for Administration's Office, working through the Departments of University Police, Environmental Health and Safety and Human Resources, will coordinate on-campus inspections to identify and evaluate workplace security hazards and response protocols to threats or acts of workplace violence.

Periodic inspections are performed according to the following schedule:

At the initiation of this Program;
Bi-annually;
When new, unidentified security hazards become known;
When occupational injuries or threats of injury occur; and
Whenever workplace security conditions warrant an inspection.

Type I workplace security inspections include assessing the following:

How attractive is the exterior and interior of the workplace to robbers?
Is there a need for security surveillance measures, such as mirrors or cameras?
Is there a need for posting of signs notifying the public that limited cash is kept on the premises?
Do employees know the procedures for response during a robbery or other criminal act?
Are there procedures for reporting suspicious persons or activities?
Is there posting of emergency telephone numbers for law enforcement, fire and medical services where employees have access to a telephone with an outside line?
Is the amount of cash on hand limited and are time access safes being used for large bills?

Type II workplace security inspections include assessing the following:

Is there freedom of movement within the workplace?
Are workplace security systems, such as door locks, security windows, physical barriers and restraint systems adequate?.
What is the frequency and severity of threatening or hostile situations that may lead to violent acts by persons who are campus customers?
What is the employee’s skill in safely handling threatening or hostile customers?
What is the effectiveness of systems to warn others of a security danger or to summon assistance, e.g. alarms or panic buttons?
Is there a use of work practices such as a “buddy” system for specified activities?
What is the availability of employee escape routes?
Have confidential signals for alerting University Police been established?

Type III workplace security inspections include assessing the following:

How effectively has the campus workplace violence policy been made known to employees, supervisors or managers?
How effectively does the campus management relate to the employees?
Are employees, supervisors and managers aware of the warning signs of potential workplace violence?
Is there access to, and freedom of movement within the workplace by non-employees, including recently discharged employees or persons with whom an employee is having a dispute?
What is the frequency and severity of employee reports of threats of physical or verbal abuse by managers, supervisors, students or other employees?
Have there been any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace?

6.2 Retaliation

Retaliation by a faculty member, administrator, staff member or student against an

individual reporting a threat or act of violence in good faith will not be tolerated. Those who suspect reprisal or retaliation should notify University Police or the Department of Environmental Health & Instructional Safety using the Campus Safety Report. Verified acts of reprisal or retaliation by faculty and staff may result in disciplinary action up to and including termination. For students, such actions may result in disciplinary action, up to and including expulsion. Criminal prosecution may result if federal, state or local laws are violated.

To the extent permitted by law, the university will defend and indemnify, at its sole discretion, faculty, staff and students against any legal proceedings commenced against them arising from a report of a threat or act of violence made in good faith.

6.3 Communication

To maintain a safe and secure workplace, there must exist open communication on all workplace safety and security issues. The university’s safety and security communications consist of the following:

Employee orientation on the university’s workplace security prevention and response program, procedures and work practices;
Periodic review of the university’s workplace security prevention and response program, procedures and work practices; with all faculty, administrators and staff;
Training programs to address aspects of workplace security unique to a university setting;
Regularly scheduled safety meetings with faculty, administrators and staff that include workplace security issues;
Distributed workplace security information;
A system to communicate workplace security hazards and/or threats or acts of violence; and
Procedures for protecting those who report acts or threats from retaliation by the person making the threats, including a means for anonymous notification.

6.4 Investigation

Investigations of threats and/or acts of workplace violence will include:

Reviewing all previous incidents at the specific location or type of location on the campus;
Visiting the scene as soon as possible;
Interviewing threatened or injured victim and witnesses;
Examining the workplace for security risk factors associated with the incident, including any previous reports of inappropriate behavior by the alleged actor or actors;
Determining, if possible, the cause of the incident;
Taking corrective action to attempt to prevent the reoccurrence of a similar incident, and
Recording the findings and corrective actions taken.

6.5 Correction

Workplace security hazards will be corrected in a timely manner based on the severity of the threat posed when they are first observed or discovered.

When an imminent hazard exists which cannot be immediately abated without endangering employee(s) and/or property, all exposed personnel will be removed from the area except those necessary to correct the existing condition. Employees necessary to correct the hazardous conditions will be provided necessary safeguards.

6.6 Training

Faculty, administrators and staff will receive training and instruction on general and job-specific workplace security practices. Training and instruction will be provided when this Program is first established and periodically thereafter. Training will also be provided to new employees and to faculty, administrators and staff who have been given new job assignments for which specific workplace security training for that job assignment has not previously been provided.

4/8/99

Prevention of Workplace Violence

Careful and thoughtful communication is the best tool to avoid incidents of workplace violence. Handle problems with and between employees quickly, fairly, and consistently. The following prevention measures can be used to minimize the risk of violence in the workplace.

Maintain open lines of communication with employees. Keep all employees informed of pertinent workplace issues. Conduct open meetings with staff when practical. Ask your employees for safety suggestions and implement them as soon as possible.
Lock doors that lead to non-public work areas. Only lock doors from the outside so that emergency exits are not obstructed.
Design work areas to provide a secondary escape exit.
Coordinate all phases of the termination process through Human Resources. Improperly handled terminations can cause employee humiliation and
result in anger.
Plan ahead and boost security that can be used to convey the need to University Police officers.
Take all threats of violence seriously. Watch for and document the "warning signs".
Consult with on-campus counseling services.

Departmental staff should work together to devise specific approaches to implement these guidelines.

dated: 2/98

Guidelines for Handling a Potentially Violent Confrontation

Become familiar with the following guidelines so that you will be able to remember them while under the stress of a threatening situation.

Stay calm. Raising your own voice may increase the anxiety of a potentially violent person.
Avoid challenging body language such a placing your hands on your hips, moving towards the person, or staring directly at them. Remain seated and do not turn your back on the individual.
Move away from any objects, such as scissors, that may be employed as a weapon.
Position yourself, if possible, so that an exit route is readily accessible.
Remain helpful while you summon your supervisor for assistance. Sometimes, the opportunity to talk to a manager or supervisor will help satisfy an irritated client.
Ask uninvolved parties to leave the area if this can be done safely. Use the prearranged code word to alert your supervisor/coworkers to call University Police.
Speak slowly, softly, and clearly to reduce the momentum of the situation.
Listen empathetically by paying attention to what the person is saying. Let the person know that you will help them within your ability to do so.
Ask questions to help regain control of the conversation and to understand the situation.
Neither agree with distorted statements nor attempt to argue –REMAIN CALM. Avoid defensive statements. This is not the time to place blame back on the enraged person.
Ask the aggressive person to leave and come back at a time when they feel calmer.
Do not physically touch an outraged person or try to force them to leave.
Never challenge, try to bargain, or make promises that you cannot keep.
Calmly ask the person to place any weapons in a neutral location while calmly talking to them.
Describe the consequences of any violent behavior.
Never attempt to disarm or accept a weapon from the person in question. Weapon retrieval is only done by a police officer.

dated: 2/98

Reporting Acts or Threats of Workplace Violence

Report all acts or threats of violence to University Police at ext. 2515 or Environmental Health and Instructional Safety at ext. 7233. A report may also be submitted by filling out a Campus Safety Report.
Be prepared to answer the following questions:

WHO - Name, description, address, phone number, faculty, staff, student, or visitor

WHAT - The circumstances and sequence of events leading up to the incident

WHEN - Time of day

WHERE - Location the incident took place

HOW - Describe how the offense was committed

WHY - What was the cause of the incident
The responding person will discuss the course of action. If necessary, a follow-up will be conducted at a later time.
All reports of workplace violence will be reviewed by the Chief of Police for possible follow-up by the campus Incident Response Team.

11/99

Recognition of Individuals with the Potential for
Workplace Violence

The risk of workplace violence can be minimized by the careful observation of behavior. Specific stress factors, behaviors, and personality traits have been associated, after the fact, with almost every incidence of workplace violence. The presence of several of these indicators greatly increases the likelihood of violent actions. Most people will not just "snap". An escalating series of clues usually precedes an act of workplace violence. The risk of a violent outburst is greatly increased when the following warning signs are ignored.

WARNING SIGNS

Boundary crossing includes pushing the limits of acceptable workplace behavior and continual testing of established rules.
Chemical dependence upon alcohol and/or drugs may agitate or create paranoia and aggressive behavior.
Concentration problems such as difficulty recalling instructions, forgetfulness, repetition of errors, and staring into space indicate a troubled employee.
Depression can potentially cause sufferers to commit a violent act either upon themselves or other. Symptoms of depression include: despair, ambivalence, slowed work pace, continual sad or blank facial expressions, withdrawal, self-condemnation and self-destructive behavior, hopelessness, helplessness, inappropriate guilt/shame, and poor personal hygiene.
History of violence, including domestic abuse, is the best predictor of violent behavior.
Inconsistent work patterns and attendance problems include periods of very high and very low productivity as well as unexplained or improbable excuses for absences.
Obsessive interest in weapons and violent incidents may be revealed by preoccupation with hobbies such as marksmanship. An obsession with an impending apocalypse, or destruction of the world, is also common among unstable individuals.
Obsession with job causes a deeper sense of loss in the case of a poor performance review or termination. These individuals may be loners, having little else of importance in their lives.
Pathological blamers cannot take responsibility for their own actions. They will not admit wrongdoing, even for minor mistakes, always blaming other people, the organization, or the system.
Personality disorders can result in antisocial behavior such as repeated fighting and domestic violence. These individuals have little remorse about wrongdoing and will find ways to justify their violent behavior. Mood shifts, inappropriate anger, skillful manipulation of others, and a preoccupation with self are indicators of personality disorders.
Personal Stress can result in excessive personal phone calls, desk pounding or throwing of objects, crying, lapses in attention, and general frustration with the surrounding environment. Debt, separation, divorce, or the death of a relative can all cause excessive stress.
Poor interpersonal relationships may result in belligerence, overreaction to criticism, and verbal harassment.
Psychosis is a loss of contact with reality which may be manifested as paranoia, loss of association during conversations, flat facial expressions, extreme ambivalence, hallucinations, poor insight, talking to self, or bizarre delusions.
Romantic obsession is a fixation upon and idealized romantic love for another person. Behavioral signs may include stalking, numerous phone calls, spying, and unwanted visits and gifts.
Safety issues like recklessness and a sudden increase in accident rate reveal lapses in concentration and disregard for personal/coworker safety.
Unusual/changed behavior includes verbal outbursts, inappropriate remarks, and threats such as "they’ll regret this". A series of escalating threats is a particularly important indicator of potential violent actions.

dated: 2/98

Environmental Assessment For Workplace Security

Evaluator:

Location: ________

Observer: _

Periodic inspections for security hazards are necessary to identify and evaluate changes in employee work practices, and may require assessing for more than one type of workplace violence. This survey is used to identify and evaluate workplace security hazards.

SECTION I

Type I workplace security hazards.

1. Cash transactions? _____Yes Answer the following questions

_____No Go to Section II

2. The exterior and interior of the workplace for its attractiveness to robbers.

__________________________________________________________________________

3. The need for security surveillance measures, such as mirrors or cameras.

__________________________________________________________________________

4. Posting of signs notifying the public that limited cash is kept on the premises.

__________________________________________________________________________

5. Procedures for employee response during a robbery or other criminal act.

__________________________________________________________________________

6. Procedures for reporting suspicious persons of activities.

__________________________________________________________________________

7. Posting of emergency telephone numbers for University Police

__________________________________________________________________________

8. Limiting the amount of cash on hand and using time access safes for large bills.

__________________________________________________________________________

9. Employee/Evaluator comments:

__________________________________________________________________________

Type II workplace security hazards.

1. Provide a service? _____Yes Answer the following

_____No Go to Section III

2. Access to, and freedom of movement within, the workplace.

__________________________________________________________________________

3. Adequacy of workplace security systems, such as door locks, security windows, physical barriers and restraint systems.

__________________________________________________________________________

4. Frequency and severity of threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment.

__________________________________________________________________________

5. Employees’ skill in safely handling threatening or hostile service recipients.

__________________________________________________________________________

6. Effectiveness of systems and procedures to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.

__________________________________________________________________________

7. The use of work practices such as “buddy” systems for specified emergency events.

__________________________________________________________________________

8. The availability of employee escape routes.

__________________________________________________________________________

9. Employee/Evaluator comments:

__________________________________________________________________________

SECTION III

Type III workplace security hazards.

1. How well has our campus workplace violence policy been communicated to employees, supervisors and managers.

__________________________________________________________________________

2. How well does campus management and employees communicate with each other.

__________________________________________________________________________

3. Employees’ knowledge of the warning signs of potential workplace violence.

__________________________________________________________________________

4. Access to, and freedom of movement within, the workplace by non-employees, including recently discharged employees.

__________________________________________________________________________

5. Frequency and severity of employee reports of threats of physical or verbal abuse by managers, supervisors or other employees.

__________________________________________________________________________

6. Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.

__________________________________________________________________________

7. Employee disciplinary and discharge procedures.

__________________________________________________________________________

8. How thorough are the backgrounds on new hires?

__________________________________________________________________________

9. Employee/Evaluator comments:

___________________________________________________________________

Environmental Health and Safety 1/97

WORKPLACE VIOLENCE QUESTIONNAIRE

The university’s zero tolerance policy on acts or threats of violence to employees, students and visitors was developed for the protection of the university community. Workplace violence includes, but is not limited to the following definition:

any act which is physically assaultive
any substantial threat to harm or to endanger the safety of others
behaviors or actions interpreted by a reasonable person as carrying the potential for violence and/or acts of aggression
any substantial threat to destroy property
possession on campus of any weapon or dangerous instrument (i.e., firearms, certain knives, brass or metal knuckles, etc)

The university has an obligation to provide awareness training on this subject and alert the campus community to the potential for violence when a department requests the training. . This questionnaire will be used to determine what level of vulnerability and awareness your department has concerning workplace violence. It will be used to develop a training session specifically geared toward your concerns.

PLEASE PRINT, FILL OUT, AND RETURN TO EH&IS, T14

DEPARTMENT

Have you experienced an incident of workplace violence while here at CSUF? Please describe:

__________________________________________________________________

Do you feel you are adequately trained in what to do in these situations? _______

If not, what type of information would improve your awareness?

__________________________________________________________________

Do you have concerns about your work environment that you feel could be improved to increase your safety from workplace violence? What suggestions would you make?

__________________________________________________________________

Does your department have a system in place for alerting University Police when help is needed? (i.e. use of key word(s) such “tuffy titan” to alert others in the office of a problem)

YES NO

Additional Comments:

__________________________________________________________________

wvquestionnaire 1/97

Revised 08/01

President's Directive No. 8

University Policy Regarding Violence in the Workplace

Preventing and Responding to Campus Violence Program

Implementing Directive Number 8

Workplace Violence Program

1.0 INTRODUCTION

2.0 REFERENCE

3.0 UNIVERSITY POLICY REGARDING VIOLENCE IN THE WORKPLACE

4.0 DEFINITIONS

5.0 RESPONSIBILITIES

6.0 PREVENTION AND RESPONSE PROGRAM

Prevention of Workplace Violence

Guidelines for Handling a Potentially Violent Confrontation

Reporting Acts or Threats of Workplace Violence

Recognition of Individuals with the Potential for Workplace Violence

WARNING SIGNS

Environmental Assessment For Workplace Security

WORKPLACE VIOLENCE QUESTIONNAIRE

Recognition of Individuals with the Potential for
Workplace Violence