3.03.003_Workplace Violence Prevention ProgramCITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE: Workplace Violence Prevention Program for the City of Rohnert Park 3.03.003 JULY 23, 2024
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1. PURPOSE
The purpose of the Workplace Violence Prevention Program (WVPP) is to ensure that the City of
Rohnert Park (“City”) provides its employees and members of the public with a place to conduct the
business of this organization free of threats, threat of violence, intimidation, harassment, and acts of
violence. It shall be the policy of the City to take appropriate actions to protect, as fully as possible, all
employees of the organization and members of the public from acts of violence, threats, intimidation,
and harassment that may occur during the performance of job duties. The City shall also take action,
including involving state or local law enforcement and pursuing prosecution through judicial or other
appropriate administrative remedies, when such incidents occur.
This program does not apply to employees who are teleworking from a location of their choice, which is
not under the control of the City.
2. SCOPE, BACKGROUND, PROVISIONS AND APPENDIXES
See attached.
REVISION HISTORY:
UPDATED: September 25, 2024
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
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UPDATED 07/23/2024
CITY OF ROHNERT PARK
WORKPLACE VIOLENCE
PREVENTION PROGRAM
ABSTRACT
This program outlines how the
City will protect its employees
and prevent workplace violence
within spaces under its control.
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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WVPP Table of Contents
PURPOSE ....................................................................................................................................................................................... 2
DEFINITIONS ................................................................................................................................................................................. 2
RESPONSIBILITIES ....................................................................................................................................................................... 3
EMPLOYEE ACTIVE INVOLVEMENT ........................................................................................................................................ 4
COMPLIANCE ............................................................................................................................................................................... 4
COMMUNICATION ...................................................................................................................................................................... 5
WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING .................................................................................... 5
HAZARD IDENTIFICATION AND EVALUATION ..................................................................................................................... 6
INCIDENT INVESTIGATION ........................................................................................................................................................ 8
HAZARD CORRECTION ............................................................................................................................................................ 10
TRAINING AND INSTRUCTION ............................................................................................................................................... 13
EMPLOYEE ACCESS to the WVPP .......................................................................................................................................... 13
RECORDKEEPING ...................................................................................................................................................................... 14
PROGRAM REVIEW ................................................................................................................................................................... 14
PROGRAM HISTORY ................................................................................................................................................................. 16
EMPLOYEE ACKNOWLEDGMENT FORM ............................................................................................................................. 17
ATTACHMENT A: Workplace Violence Incident Log ........................................................................................................ 18
ATTACHMENT B: Workplace Violence Prevention Incident Report Form .................................................................. 19
ATTACHMENT C: Workplace Violence Prevention Program Progressive Behavior Action Guidelines ............ 22
ATTACHMENT D: Workplace Violence Prevention Environmental Hazard Assessment & Control
Checklist ...................................................................................................................................................................................... 24
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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PURPOSE
The purpose of the Workplace Violence Prevention Program (WVPP) is to ensure that the City of Rohnert Park
(“City”) provides its employees and members of the public with a place to conduct the business of this
organization free of threats, threat of violence, intimidation, harassment, and acts of violence. It shall be the
policy of the City to take appropriate actions to protect, as fully as possible, all employees of the organization
and members of the public from acts of violence, threats, intimidation, and harassment that may occur during
the performance of job duties. The City shall also take action, including involving state or local law
enforcement and pursuing prosecution through judicial or other appropriate administrative remedies, when
such incidents occur.
This program does not apply to employees who are teleworking from a location of their choice, which is not
under the control of the City.
DEFINITIONS
• Emergency - Unanticipated circumstances that can be life threatening or pose a risk of significant injuries
to employees or other persons.
• Engineering controls - An aspect of the built space or a device that removes a hazard from the workplace
or creates a barrier between the employee and the hazard.
• Log - The Violent Incident Log required by LC section 6401.9.
• Plan or WVPP - The workplace violence prevention plan required by LC section 6401.9.
• Threat of violence - Any verbal or written statement, including, but not limited to, texts, electronic
messages, social media messages, or other online posts, or any behavioral or physical conduct that
conveys an intent, or that is reasonably perceived to convey an intent, to cause physical harm or to place
someone in fear of physical harm, and that serves no legitimate purpose.
• Workplace violence - Any act of violence or threat of violence that occurs in a place of employment.
Workplace violence includes, but is not limited to, the following:
o The threat or use of physical force against an employee that results in, or has a high likelihood of
resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an
injury.
o An incident involving a threat or use of a firearm or other dangerous weapon, including the use of
common objects as weapons, regardless of whether the employee sustains an injury.
o The following four workplace violence types:
§ Type 1 violence - Workplace violence committed by a person who has no legitimate business at
the worksite, and includes violent acts by anyone who enters the workplace or approaches
employees with the intent to commit a crime.
§ Type 2 violence - Workplace violence directed at employees by customers, clients or visitors.
§ Type 3 violence - Workplace violence against an employee by a present or former employee,
supervisor, or manager.
§ Type 4 violence - Workplace violence committed in the workplace by a person who does not
work there, but has or is known to have had a personal relationship with an employee.
o Workplace violence does not include lawful acts of self-defense or defense of others.
• Work practice controls - Procedures and rules that are used to effectively reduce workplace violence
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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hazards.
RESPONSIBILITIES
The City is responsible for ensuring the implementation of an effective WVPP for its personnel. The City will
not ignore, condone, or tolerate threats of violence or workplace violence by any employee, appointed or
elected official, volunteer, contractor, client, or visitor. The City recognizes that the responsibility for this
program is shared, and responsibility has been assigned as follows:
Responsible
Persons
Job
Title/Position
WVPP Responsibility(ies) Phone # Email
Marcela Piedra City Manager [Overall responsibility for
the plan; Marcela approves
the final plan and any major
changes.]
(707) 588-2243 mpiedra@rpcity.org
Jamie Cannon Director of
Human
Resources
[Responsible for employee
involvement and training;
Jamie organizes safety
meetings, updates the WVPP
and training materials, and
ensures availability to
employees, and handles any
reports of workplace violence.]
(707) 588-2221 jcannon@rpcity.org
Tim Mattos Director of Public
Safety
[Responsible for emergency
response, hazard
identification, and
coordination with other
employers; Tim conducts
safety inspections, coordinates
emergency response
procedures, and communicates
with other employers about the
plan.]
(707) 584-2654 tmattos@rpcity.org
In addition, all locations for the City are required to maintain a WVPP in addition to the Injury and Illness
Prevention Program (IIPP) as required by Cal/OSHA Title 8 Section 3203 and §6401.9. A copy of this Plan is
available on Sharepoint – Policy Library - Human Resource Employee Policies (sharepoint.com).
Manager/Supervisor—Managers and supervisors are responsible for ensuring compliance with the
provisions of this WVPP. As managers/supervisors are representatives of the City, they will ensure that many of
the elements described in this plan are implemented as directed by leadership and Human Resources (“HR”).
Some of these responsibilities include:
• Implementing the program in their work areas;
• Providing input to the Administrator (Director of HR) regarding the program;
• Participating in investigations of workplace violence reports; and
• Answering employee questions concerning this program.
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Employee - Employees are expected to act professionally, courteously, and responsibly at all times.
Responsibilities include:
• Complying with the program;
• Maintaining a violence-free work environment;
• Attending all training;
• Following all directives, policies, and procedures; and
• Reporting suspicious persons or activities in the area and alerting the proper authorities when
necessary.
EMPLOYEE ACTIVE INVOLVEMENT
The City has and will seek the active involvement of employees and authorized employee representatives in
developing and implementing this plan through one or more of the following items:
• Participating in quarterly safety meetings with employees and their representatives to discuss the
identification of workplace violence-related concerns/hazards, evaluate those hazards and/or
concerns, and how to correct them. These meetings may involve brainstorming sessions, discussions
of recent incidents, and reviews of safety procedures.
• Encouraging employees to participate in designing and implementing training programs and
incorporating suggestions into training materials. For example, an employee might suggest a new
training scenario based on a recent incident.
• Employees are surveyed for their input and concerns associated with WVPP.
Management will ensure that all workplace violence policies and procedures within this written plan are
clearly communicated and understood by all employees. The plan shall be in effect at all times, in all work
areas (except for telework locations, as noted), and be specific to the hazards and corrective measures for
each work area and operation.
COMPLIANCE
The City is committed to ensuring that all safety and health policies and procedures involving workplace
violence prevention are clearly communicated and understood by all employees. All employees are
responsible for employing safe work practices, following all directives, policies, and procedures, and assisting
in maintaining a safe, healthy, and secure work environment. Our system of ensuring that all employees,
including supervisors and managers, comply with work practices that are designed to make the workplace
more secure and do not engage in threats or physical actions that create a security hazard for others in the
workplace include:
1. Training employees, supervisors, and managers as to the provisions of the City’s WVPP when hired and
periodically thereafter through memos, email, staff meetings, and training.
2. Providing training and/or Employee Assistance Program (EAP) services to employees whose
compliance is deficient with the WVPP.
3. Disciplining employees for failure to comply with WVPP in accordance with the City’s disciplinary
process, as found in the Personnel Rules and Regulations.
4. Providing employees with access to this written WVPP.
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Additionally, employees will not be threatened with adverse action or retaliated against in any way if they
refuse to report to or leave a workplace or worksite because they have a reasonable belief that it is unsafe.
Employees who state they are not coming to work because they do ’not feel it is safe will need to explain the
threat in detail so the City can investigate and take corrective actions.
Employees will not be prevented from accessing their mobile or other communication devices to seek
emergency assistance, assess the safety of a situation, or communicate with a person to verify their safety.
COMMUNICATION
The City recognizes that open, two-way communication between our management team, staff, and other
employers about workplace violence issues is essential to a safe and productive workplace. The following
communication system is designed to facilitate a continuous flow of workplace violence prevention
information between management and staff in a form that is readily understandable by all employees and
consists of one or more of the following:
• New employee orientation that includes workplace violence prevention policies and procedures
• Annual review of the WVPP with all employees.
o Training programs to address specific aspects of workplace violence prevention and security
unique to our location, such as the following: Workplace Violence Prevention Training via
Vector Solutions.
• Posting and distributing workplace violence prevention information.
• Reporting workplace violence/security hazards or threats of violence (employees should speak with
their supervisors first; if that is not possible, they should speak with HR).
• Effective communication between employees, managers, and supervisors about security and violence
concerns, including translation where appropriate.
• Protecting employees who report incidents of workplace violence from retaliation by the person
making the threats.
o The City will immediately take the appropriate action, such as removing the person making the
threats from the work area until the situation is resolved. For serious threats or acts of
violence, Public Safety will be called via dialing 911.
• A system for workers to anonymously inform management about workplace security and violence
concerns via the City’s Employee Protection Line at www.EmployeeProtectionLine.com using
organization code 10376.
• Addressing security issues at our workplace violence prevention and/or team meetings
WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING
Responding to Actual or Potential Workplace Violence Emergencies
In the event of an actual or potential workplace violence emergency, the City will alert employees of the
presence, location, and nature of the workplace violence. The intent is to provide multiple layers of delivery to
notice as many employees as possible. Examples of such notification systems include:
• Cisco Phone Paging
• RaveAlerts System
• “Alertus” (Computer client-based system that immediately broadcasts full screen messages)
When any employee becomes aware of an actual or potential workplace violence emergency, they shall notify
Public Safety, their supervisor, a Code Compliance Officer, or HR immediately.
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Employees shall implement the run, hide, and fight protocols where appropriate. Evacuation routes and
sheltering locations will be communicated to affected staff. If employees are not able to evacuate or shelter in
place, they are authorized to take all reasonable actions necessary to fight or subdue an active shooter or
assailant. For Public Safety personnel, see Lexipol Policy 413.
Emergencies and Reporting a Crime
For immediate assistance in an emergency that is not associated with a service call, contact emergency
services or Public Safety by calling 911. For immediate assistance in an emergency associated with a service
call in progress, follow internal procedures for requesting immediate backup assistance by notifying Public
Safety. Employees should also notify their supervisor, manager, and the Administrator as soon as possible.
Reporting Workplace Violence Concerns
Employees who witness or experience threats of violence or workplace violence can report the incident
through their chain of command or directly to HR. Employees may report anonymously and without fear of
reprisal by submitting the incident in writing through interoffice mail or by reporting through the Employee
Protection Line.
Restraining Orders
Employees or other personnel affiliated with the City who have an active restraining order issued against
another person that includes the workplace are encouraged to provide a copy of the restraining order to their
supervisor and the Administrator. Supervisors who receive notification of a restraining order that includes the
workplace will meet with the Administrator to decide what actions, if any, need to be initiated.
HAZARD IDENTIFICATION AND EVALUATION
The City will perform workplace hazard assessment for workplace security in the form of periodic inspections.
Periodic inspections to identify and evaluate workplace security hazards and threats of workplace violence are
performed by the following observer(s) in the following areas of our workplace:
Observer Name: Area:
Jamie Cannon, Director of Human
Resources
City Hall
Cindy Bagley, Director of Community
Services
Community Services (including Animal
Shelter, PAC, Pools, Senior Center, Sports
Center)
TBD, Finance Director Finance – Both Locations (City Hall and
6250)
Aaron Johnson, Deputy Chief of
Public Safety
Public Safety (including Fire Stations)
Vanessa Garrett, Director of Public
Works
Public Works
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The “Workplace Violence Prevention Environmental Hazard Assessment & Control Checklist” (Attachment D)
can be used to assist with the security assessment. Inspections are performed according to the following
schedule:
• Annually;
• Upon initial establishment of the WVPP;
• When new, previously unidentified security hazards are recognized; and
• When occupational injuries or threats of injury occur.
Additionally, the City will review all submitted/reported concerns of potential hazards, which may trigger an
inspection. These submittals/reports could originate from a variety of sources. Examples of reporting sources:
• Direct reports to supervisors, manager, or HR
• Voicemail/email/text messages
• Suggestion boxes
• Employee Protection Line
Periodic inspections for security hazards consist of the identification and evaluation of workplace security
hazards as well as changes in workplace practices, which may require an assessment for more than one type
of workplace violence. The following table lists what hazards should be included when assessing different
types of workplace violence.
Inspection Workplace Security Hazards Include Assessing:
Type I
(Workplace violence
committed by a person
who has no legitimate
business at the
worksite, and includes
violent acts by anyone
who enters the
workplace or
approaches.)
• How effectively the City’s WVPP has been communicated to employees,
supervisors, and managers.
• The exterior and interior of the workplace for its attractiveness to
robbery or other criminal actor.
• The need for security surveillance measures, such as mirrors or cameras.
• Posting of signs notifying the public that limited cash is kept on the
premises.
• Procedures for employee response during a robbery or other criminal
act.
• Procedures for reporting suspicious persons or activities.
• Posting emergency telephone numbers for law enforcement, fire, and
medical services, where employees have access to a telephone with an
outside line.
• Limiting the amount of cash on hand and using safes for large amounts
of cash, or armor car pickup.
• Building alarm systems and Crime Prevention through Environmental
Design.
• Other: Including landscaping, lighting, ingress/egress, and building
design
Type II
(Workplace violence
• How effectively the City’s WVPP has been communicated to
employees, supervisors, and managers.
• Access to, and freedom of movement within, the workplace by non-
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directed at employees
by customers, clients or
visitors.)
employees, including customers, clients, or visitors.
• Adequacy of workplace security systems, such as door locks, security
windows, physical barriers, and restraint systems.
• Frequency and severity of threatening or hostile situations that may
lead to violent acts by persons who are service recipients of the City.
• Employee’s skill in safely handling threatening or hostile service
recipients.
• Effectiveness of systems and procedures to warn others of a security
danger or to summon assistance, e.g., alarms or panic buttons.
• Use work practices such as "buddy" systems for specified emergency
events.
• The availability of employee’s posted escape routes
Type III
(Workplace violence
against an employee
by a present or former
employee, supervisor,
or manager.)
• How effectively the City’s WVPP has been communicated to
employees, supervisors, and managers.
• How effectively the City’s management and employees communicate
with each other.
• The City’s employees’, supervisors’, and managers' knowledge of the
warning signs of potential workplace violence.
• Access to, and freedom of movement within, the workplace by non-
employees, including former employees or persons with whom an
employee is having a dispute.
• Frequency and severity of worker reports of incidents of physical or
verbal abuse by managers, supervisors or other employees.
• Any prior violent acts, threats of physical violence, verbal abuse, property
damage or other signs of strain or pressure in the workplace.
• Employee progressive disciplinary procedures.
Type IV
(Workplace violence
committed in the
workplace by a person
who does not work
there, but has or is
known to have had a
personal relationship
with an employee.)
• How effectively the City’s WVPP has been communicated to employees,
supervisors, or managers.
• How effectively the City’s management and employees communicate
with each other.
• Our employees', supervisors' and managers' knowledge of the warning
signs of potential workplace violence.
• Access to, and freedom of movement within, the workplace by non-
employees, including former employees or persons with whom one of
our employees is having a dispute.
• Frequency and severity of worker reports of incidents of physical or
verbal abuse by managers, supervisors or other employees.
• Any prior violent acts, threats of physical violence, verbal abuse, property
damage or other signs of strain or pressure in the workplace.
INCIDENT INVESTIGATION
We have established the following policy for investigating incidents of workplace violence. Our procedures for
investigating incidents of workplace violence, which include threats and acts of violence, consist of:
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• Visiting the scene of an incident as soon as possible.
• Interviewing involved employees and witnesses.
• Reviewing security footage of existing security cameras, if available.
• Examining the workplace for security risk factors associated with the incident, including any previous
reports of inappropriate behavior by the perpetrator.
• Determining instigating or causative factors of the incident.
• Taking corrective action to prevent similar incidents from occurring.
• Reviewing all previous incidents.
• Recording the findings and ensuring corrective actions are taken.
• Obtaining any reports completed by law enforcement.
The “Workplace Violence Incident Log” (Attachment A) will be used for every workplace violence incident.
Staff who are charged with completing this log will take every effort to ensure that no personal identifying
information is recorded or documented in the written investigation report. This includes information that
would reveal identification of any person(s) involved in a violent incident, such as names, addresses, email
addresses, telephone numbers, social security numbers, or other information that, alone or in combination
with other publicly available information, would reveal a person’s identity. The log will be used to capture:
• The date, time, and location of the incident.
• The workplace violence type or types involved in the incident.
• A detailed description of the incident.
• A description of each individual who committed the act(s) of violence, including whether the
perpetrator was a client or customer, family or friend of a client or customer, stranger with criminal
intent, co-worker, supervisor or manager, partner or spouse, parent or relative, or other.
• A description of circumstances at the time of the incident, including, but not limited to, whether the
victim was completing usual job duties, working in poorly lit areas, rushed, working during a low
staffing level, isolated or alone, unable to get help or assistance, working in a community setting, or
working in an unfamiliar or new location.
• A description of where the incident occurred, such as in the workplace, parking lot, or other area under
control of the City.
• A classification of the type of incident, including, but not limited to, whether it involved any of the
following:
o Physical attack without a weapon such as biting, choking, grabbing, hair pulling, kicking,
punching, slapping, pushing, pulling, scratching, spitting, or other attack.
o Attack with a weapon or object such as a firearm, knife, or other object.
o Threat of physical force or threat of the use of a weapon or other object.
o Sexual assault or threat, including rape, attempted rape, physical display, or any other
unwanted verbal or physical sexual contact.
o Animal attack.
o Other.
• A description of the consequences of the incident, including, but not limited to:
o Whether security or law enforcement was contacted and a description of their response.
o Actions taken to protect employees from a continuing threat or from any other hazards
identified as a result of the incident.
o Information about the person completing the log, including their name, job title, and the date
completed.
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HAZARD CORRECTION
Work practice controls will be used to correct unsafe work conditions, practices, or procedures that threaten
the security of employees.
Work practice controls are defined as procedures, rules, and staffing that are used to effectively reduce
workplace violence hazards. Work practice controls may include, but are not limited to:
• Appropriate staffing levels;
• Provision of dedicated safety personnel;
• Employee training on workplace violence prevention methods; and
• Employee training on procedures to follow in the event of a workplace violence incident.
Corrective actions will be implemented in a timely manner based on the severity of the hazard, documented,
and dated on appropriate forms.
If an imminent hazard exists that cannot be immediately abated without endangering worker(s) and/or
property, all exposed workers will be removed from the situation except those necessary to correct the existing
condition. Workers who are necessary to correct the hazardous conditions will be provided with the necessary
protection.
The following tables provide sample corrective actions that can be implemented.
Type Corrective Measure
Type I
(Workplace
violence
committed by a
person who has
no legitimate
business at the
worksite, and
includes violent
acts by anyone
who enters the
workplace or
approaches)
• Communicate effectively the City’s WVPP to all employees, supervisors, and
managers.
• Make the workplace unattractive to criminal actors.
• Improve lighting around and at the workplace.
• Provide emergency buttons to workers and install emergency alarms at the
workplace.
• Establish a safe room with a lockable door.
• Utilize surveillance measures such as cameras or mirrors to monitor the exterior
and interior workplace.
• Follow reporting procedures for notifying designated employees of suspicious
persons or activities.
• Post emergency telephone numbers for law enforcement, fire, and medical
services where employees have access to a telephone with an outside line.
• Post signs to notify the public that limited cash is kept on the premises.
• Limit cash on hand and use time-access safes and armored car services for large
amounts of cash.
• Provide training on emergency action procedures for employees, supervisors, and
managers.
• Use alarm systems and access control systems.
• Apply crime prevention through environmental design and administrative
practices.
(Source for design can be local law enforcement or Cal STAS)
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• Ensure all reports of violent acts, threats of physical violence, verbal abuse,
property damage, or other signs of strain or pressure in the workplace are
handled effectively by management and that the person making the report is not
subject to retaliation by the aggressor.
Type II
(Workplace
violence
directed at
employees by
customers,
clients, or
visitors.)
• Communicate effectively the City’s WVPP to all employees, supervisors, and
managers.
• Control access to the workplace and freedom of movement within it,
consistent with City necessity.
• Ensure adequate workplace security/access control systems, such as door
locks, security windows, physical barriers, and restraint systems.
• Provide worker training in recognizing and handling threatening or hostile
situations that may lead to violent acts by persons who are service recipients
of the City.
• Place effective systems to warn others of a security danger or to summon
assistance, e.g., alarms or panic buttons.
• Provide procedures for a "buddy" system for specified emergency events.
• Ensure adequate emergency escape routes.
• Ensure all reports of violent acts, threats of physical violence, verbal abuse,
property damage, or other signs of strain or pressure in the workplace are
handled effectively by management and that the person making the report is
not subject to retaliation by the aggressor.
Type III &
Type IV
(Type III -
Workplace
violence
against an
employee by a
present or
former
employee,
supervisor, or
manager.)
(Type VI -
Workplace
violence
committed in
the workplace
by a person
who does not
work there, but
has or is known
to have had a
• Communicate effectively the City’s WVPP to all employees, supervisors, and
managers.
• Improve the effectiveness with which the City’s management and employees
communicate with each other.
• Increase employees, supervisors', and managers' awareness of the warning
signs of potential workplace violence.
• Control 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.
• Provide counseling to employees, supervisors, or managers who exhibit
behavior that represents strain or pressure, which may lead to physical or
verbal abuse of co-workers.
• Ensure all reports of violent acts, threats of physical violence, verbal abuse,
property damage, or other signs of strain or pressure in the workplace are
handled effectively by management and that the person making the report is
not subject to retaliation by the aggressor.
• Ensure worker disciplinary and discharge procedures address the potential
for workplace violence.
• Apply crime prevention measures through environmental design and
administrative measures, including, but not limited to:
o Well-lighted areas
o Security/controlled access to work area
o Requirement for employees to visibly display employee ID badge at all
times while in a City facility
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personal
relationship
with an
employee.)
o Utilization of code words (recognized by co-workers) to indicate help is
needed
o Visitor sign-in
o Visitor badges
o Well-lighted parking lots and area surrounding the building
o Buddy system for walking to car or locations away from the building
o Security cameras
o Bullet-resistant glass
o Mounted area mirrors
o Eliminate hiding places in areas surrounding the building, i.e. overgrown
shrubs, dark areas
o Panic buttons
o Locks on restroom doors
o Removal of sharp objects from view that could be used as a weapon
(offices with public access)
o Caller ID on phones
o Field staff check in (cell phones)
o Cash locked in vault or secure safe
Critical Post-Incident Follow Up
It is important to follow up after an incident has occurred and corrective actions are implemented. This
includes checking the status of affected employees and reviewing the effectiveness of both current and
recently selected corrective actions.
Short-term:
• Contact each affected employee – whether or not the employee is on or off duty – to inquire regarding
their current status and need for mental health intervention, as well as to assess the need for work
accommodation or work site adjustment, within two days of the incident. Additional follow-ups should
be conducted one week following the incident, and a follow-up two weeks following the incident will
be made at the discretion of HR and immediate supervisor.
• In partnership with mental health professionals, provide critical incident debriefing to affected and
potentially affected employees within two days of the incident.
• Offer an opportunity for subsequent critical incident debriefings for affected employees within two
weeks of the incident.
• Assign a liaison to provide emotional support to victims' families and to assist in City-related matters.
Long-term:
• Ensure the recovery of the most affected personnel is monitored.
• Provide training or assistance for Managers and Supervisors for supporting employees’ return-to-work
experiences, including being sensitive to employees' grief reactions around anniversaries of the event,
holidays, and criminal justice/civil proceedings.
• Consider the need for follow-up debriefing.
• Consult with appropriate mental health professionals to provide support to employees who continue
to experience severe or persistent difficulties two weeks following the incident.
• Establish a liaison to assist victims and their families with the City resources and benefits to which they
are entitled.
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City of Rohnert Park
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• Conduct an assessment of the department's response to the incident, hazards, and corrective actions.
Discuss any modifications to the procedures with appropriate City staff and incorporate beneficial
changes into the program.
TRAINING AND INSTRUCTION
All employees, including managers and supervisors, will be provided training and instruction on general and
job-specific workplace violence practices. These sessions may include presentations, discussions, and practical
exercises. Training and instruction will be provided as follows:
• Upon the establishment of a WVPP;
• During the onboarding period for new employees;
• Annually to all employees to ensure understanding of and compliance with the plan; and
• Whenever a new or previously unrecognized workplace violence hazard has been identified and when
changes are made to the plan (training may be targeted in scope to specifically address the new
workplace violence hazard or changes to the plan)
The City will provide its employees with training and instruction on the definitions listed in this plan, in
addition to the training topics listed below:
• Specific WVPP and crime-prevention training for the City’s Crime/WVPP Administrator to develop and
maintain the policies and procedures
• Explanation of the WVPP, including measures for reporting any violent acts or threats of violence
• Key definitions associated with this program
• Instructions for reporting violent incidents or concerns to the organization and/or law enforcement
without fear of reprisal
• Recognition of workplace security hazards unique to employee’s jobs and the corrective measures the
organization has implemented
• The completion of the Workplace Violence Incident Log (Attachment A) and instructions for
obtaining copies of the log
• Training for identifying risk factors associated with the four types of workplace violence
• Measures to prevent workplace violence, including procedures for reporting workplace security
hazards or threats to managers and supervisors
• Strategies for defusing hostile or threatening situations
• Training for recognizing alerts, alarms, or other warnings about emergency conditions and identifying
escape routes/locations for sheltering
• Measures to summon others for assistance
• Routes of escape
• Disclosure of emergency medical care to be provided in the event of a violent act towards an
employee
• Post-event trauma counseling for employees desiring such assistance
EMPLOYEE ACCESS TO THE WVPP
The City ensures the WVPP plan shall be formalized in writing and be made easily available and accessible to
employees and authorized employee representatives. This includes the following:
• Whenever an employee or designated representative requests a copy of the written WVPP, the City
will provide the requester with a printed copy of the WVPP, unless the employee or designated
representative agrees to receive an electronic copy.
• The City will provide unobstructed access through a City server or website, which allows employees to
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 14
review, print, and email the current version of the written WVPP. Unobstructed access means the
employee, as part of their regular work duties, predictably and routinely uses electronic means to
communicate with management or co-employees and can access the WVPP.
RECORDKEEPING
An effective recordkeeping system helps in selecting the appropriate level of controls to prevent the
recurrence of violent incidents and in determining appropriate training. Records should be kept up-to-date
and will be maintained in accordance with the following retention schedule:
1. Records of workplace violence hazard identification, evaluation, and correction shall be created and
maintained for a minimum of five years.
2. Training records shall be created and maintained for a minimum of one year and include: training
dates; contents and/or a summary of the training sessions; names and qualifications of persons
conducting the training; and names and job titles of all persons attending each training session.
3. Violent incident logs required by California Labor Code (LC) section 6401.7 (d) and LC section 6401.9
shall be maintained for a minimum of five years.
4. Records of workplace violence incident investigations conducted pursuant to LC section 6401.9
(c)(2)(K) shall be maintained for a minimum of five years. These records shall not contain “medical
information,” as defined in California Civil Code section 56.05 (f).
5. All records required by this subdivision shall be made available to the Division of Occupational Safety
and Health upon request for examination and copying.
All records required by paragraphs (1) to (3), inclusive, shall be made available to employees and their
representatives, upon request and without cost, for examination and copying within 15 calendar days of a
request.
PROGRAM REVIEW
The City WVPP will be reviewed for effectiveness:
• At least annually;
• When a deficiency is observed or becomes apparent;
• After a workplace violence incident; and
• As needed.
To obtain the active involvement of employees and authorized employee representatives in reviewing the
plan’s effectiveness, review and revision of the WVPP will include the procedures listed in the “EMPLOYEE
ACTIVE INVOLVEMENT” section of this WVPP. Additionally, the following actions will take place during each
review:
• Review of incident investigations and the Violent Incident Log
• Assessment of the effectiveness of security systems, including alarms, emergency response, and
security personnel availability (if applicable)
• Review of established risk mitigation policies/procedures to ensure violent risks are being properly
identified, evaluated, and corrected, with any necessary revisions implemented promptly and
communicated to all employees
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City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
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PROGRAM HISTORY
Action Date Notes
Implemented 07/01/2024 WVPP was reviewed and adopted
Reviewed 09/25/2024 Updated
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City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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EMPLOYEE ACKNOWLEDGMENT FORM
I, (print name), hereby acknowledge that I have received, read, and
understand the City of Rohnert Park Workplace Violence Prevention Program. I agree to conform to all the
City’s directives, policies, and procedures described in this program. I understand that my failure to follow
these can result in disciplinary action as outlined in the employee handbook. I further understand that:
• It is my responsibility to comply with this program and aid in maintaining a violence-free work
environment through attending required training and;
• I am encouraged to report suspicious persons in the area to my immediate supervisor and alerting the
proper authorities when necessary.
__________________________________________________________________ _______________________________________
(Signature of Employee) (Date)
__________________________________________________________________ _______________________________________
(Signature of Supervisor) (Date)
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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ATTACHMENT A:
Workplace Violence Incident Log
CIRA WPV Log Example.xlsx
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 19
ATTACHMENT B:
Workplace Violence Prevention Incident Report Form
Part I through Part VI should be completed by the designated person based on information provided by the employee(s)
involved in the incident. If any of this information includes private/sensitive data, please maintain confidentiality of affected
parties/employees and handle information according to Human Resource protocols.
PART I - NATURE OF INCIDENT - (check all that apply)
o Behavioral Observation o Physical with Injury o Written
o Electronic o Physical without Injury o Other: _______________________________
o Harassment o Threat _______________________________________
o Information Only o Verbal _______________________________________
Date of incident: ______________________________________________ Approximate Time: ________________________ o AM o PM
PART II – INCIDENT DIRECTED AT
Person(s): ___________________________________________________________________________________________________________________________________
Building: _____________________________________________________________________________________________________________________________________
Address: _____________________________________________________________________________________________________________________________________
PART III – INCIDENT INITIATED BY
Person(s): ___________________________________________________________________________________________________________________________________
o Male o Female o Other Classification: ___________________________________________
PART IV – TYPE / LOCATION INCIDENT OCCURRED
1. Type of Contact: o In-person o Telephone o Mail o Observation o Recording
o Electronic Mail o Fax o Other:
____________________________________________________________________________________________________________________________________________
2. Was the employee alone? Yes No
3. Location of Incident: o Workplace o Employee Residence o Other: __________________________________________
Address/Location ___________________________________________________________________________________________________________________
4. What Type of Incident was it?
o Type I - workplace violence committed by a person who has no legitimate business at the worksite,
and includes violent acts by anyone who enters the workplace or approaches workers with the intent to
commit a crime.
o Type II - workplace violence directed at employees by customers, clients, or visitors.
o Type III - workplace violence against an employee by a present or former employee, supervisor, or
manager.
o Type IV - workplace violence committed in the workplace by a person who does not work there, but
has or is known to have had a personal relationship with an employee.
5. Were any threats made before the incident occurred? o Yes o No
If yes, describe threat(s): _________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________________
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City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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PART IV – TYPE / LOCATION INCIDENT OCCURRED (Cont.)
6. Did the employee(s) ever report to the department that they were threatened, harassed, or
suspicious that the attacker may become violent? o Yes o No
7. Was the perpetrator a stranger, client/patient, co-worker, or otherwise familiar person?
o Yes o No
8. Was a weapon used? o Yes o No
If yes, what type of weapon? ___________________________________________________________________________
9. Were there injuries? o Yes o No
If yes, who was injured?
Name: _______________________________________________________________________ Phone: _______________________________________________
Injury Description: __________________________________________________________________________________________________________________
Name: _______________________________________________________________________ Phone: _______________________________________________
Injury Description: __________________________________________________________________________________________________________________
Name: _______________________________________________________________________ Phone: _______________________________________________
Injury Description: __________________________________________________________________________________________________________________
10. Were there witnesses(s) to the incident? o Yes o No
If yes, who?
Name: _______________________________________________________________________ Phone: _______________________________________________
Address: _______________________________________________________________________________________________________________________________
Name: _______________________________________________________________________ Phone: _______________________________________________
Address: _______________________________________________________________________________________________________________________________
11. Description of observation, threat, incident, or activity (Continue on a separate sheet if necessary)
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________
PART V - ACTION TAKEN-REPORTING
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 21
1. What actions did the supervisor or manager take?
____________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
2. Law enforcement or other outside agencies contacted? o Yes o No
Agency Name: _______________________________________________________________________________________________________________________
Case Number (if applicable): ____________________________________________________________________________________________________
3. Were Employee Assistance Program (EAP) services provided?
If yes, describe: ______________________________________________________________________________________________________________________
PART VI – POST-INCIDENT ASSESSMENT
1. Were there any other physical injuries or psychological incidents related to this incident not
previously reported? o Yes o No
If yes, describe: ______________________________________________________________________________________________________________________
2. If a prior report to the department was made that they were threatened, harassed, or
suspicious that the attacker may become violent, what actions, if any, were taken?
____________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
3. Did the worker ever receive training in workplace violence issues? o Yes o No
If yes, describe: ______________________________________________________________________________________________________________________
4. What were the main factors that contributed to the incident?
____________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
5. Was critical incident stress debriefing and post-trauma counseling services provided?
o Yes o No
If yes, describe: ______________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
6. What can be done to prevent future ?
____________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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ATTACHMENT C:
Workplace Violence Prevention Program
Progressive Behavior Action Guidelines
Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action
Level I The employee/Person:
Shows signs of increasing stress, perhaps involving
negative changes in behavior
Observe, ask if the employee how they are doing, and
document
Shows signs of a deterioration in work performance Engage employee in conversation to gain insight
into behavior, document
Shows signs of increasingly unkempt appearance Carefully offer help
Shows signs of alcohol or substance abuse
Report concerns, if continuing, to next higher-
level supervisor, seek consultation from your HR
Team and EAP consulting services for
managers/supervisors.
Shows signs of distress over personal or workplace
problems
"Acts strange" or "unusual" by appearing
confrontational, argumentative, stressed, anxious,
withdrawn or secretive
Shows behavior that causes concern for their own
well-being or possibly others
Level II The employee/Person:
Makes veiled threats to harm Report concerns to next higher-level supervisor
before any effort to engage person
Intimidates others Engage person in conversation, if appropriate, to
gain insight into potential for violent behavior and
document.
Has a history of violent behavior and lose temper easily
Consult with next higher level of administration as
follow-up Is chronically disgruntled, inflexible
Refuses to take responsibility for problems or actions
Seek consultation from Human Resources
Finds fault with and blame others
Has a deep sense of entitlement
Has an obsession with weapons and empathy with
those who resort to violence
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
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Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action
Level III The employee/Person:
Makes blatant threats to harm others and/or destroy
property
Warn those who may be in immediate danger
Carries a weapon on site Immediately report behavior to next higher-level
authority and press for quick intervention
Engages in aggressive behavior such as verbal abuse,
physical "in your face" posturing
If employee is present and seriously acting- out, call 9-
1-1 and ask for assistance
Level IV The employee/Person:
Is violent toward others or property; displays overt
acts of violence or out-of- control behavior
Call 9-1-1 for immediate assistance.
Attempt to get others out of harms' way.
Uses a weapon or causes death Inform next higher-level authority and/or call 9-1-1 for
immediate assistance..
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 24
ATTACHMENT D:
Workplace Violence Prevention
Environmental Hazard Assessment & Control Checklist
This checklist can help evaluate the workplace and job tasks to see what situations may place employees
at risk of assault. It is not confined to a single industry or occupation but can be used for any workplace.
Adapt the checklist to fit your own needs. It is very comprehensive, and not every question will apply to
your workplace. Write “N/A” in the NOTES column. Add any other questions you think are important.
RISK FACTORS FOR WORKPLACE VIOLENCE
Cal/OSHA and NIOSH have identified the following risk factors that may contribute to violence in the workplace. If
you have one or more of these risk factors in your workplace, there may be a potential for violence.
Question Yes No Notes
Do employees have contact with the public?
Do they exchange money with the public?
Do they interact with visitors (such as a front
desk receptionist, checkout clerk, service desk,
etc.)
Do they work alone?
Do they work late at night or during early
morning hours?
Is the workplace often understaffed?
Is the workplace located in an area with a high
crime rate?
Do employees enter areas with a high crime
rate?
Do they ever perform duties that could upset
people (deny benefits, turn off utilities, collect
debts, confiscate property, etc.)?
Do they deal with people known or suspected to
have a history of violence, special needs, mental
illness?
Do any employees or supervisors, or
clients/customers have a history of assault,
verbal abuse, harassment, or other threatening
behavior?
Are employees told and trained on who is
responsible for security?
Other Risk Factors (Describe):
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 25
INSPECTING WORK AREA
You or your workplace violence/crime prevention committee should now begin a “walk around” inspection to
identify potential security hazards. This inspection can tell you which hazards are already well controlled, and what
control measures need to be added. Not all of the following questions can be answered through simple observation.
You may also need to talk to employees or investigate in other ways.
General Actions
Question All
Areas
Some
Areas
Few
Areas
No
Areas Note/Follow-up Action
Are nametags, ID cards required for
employees (omitting personal
information such as home address)?
Are employees notified of past violent
acts in the workplace?
Are there trained security personnel,
accessible to employees in a timely
manner?
Is there established liaison with the
local police department?
Are bullet-resistant windows or similar
barriers used when money is
exchanged with the public?
Are areas where money is exchanged
visible to others who could help in an
emergency? (For example, you can see
cash register areas from outside)?
Other Observations:
INSPECTING EXTERIOR BUILDING AREAS
Question Yes No Notes
Do employees feel safe walking to and from the
workplace?
Are the entrances to the building clearly visible
from the street?
Is the area surrounding the building free of
bushes or other hiding places?
Is security personnel provided outside the
building?
Is video surveillance provided outside the
building?
Is there enough lighting to see clearly outside
the building?
Are all exterior walkways visible to security
personnel?
Other Observations:
Workplace Violence Prevention Program for
City of Rohnert Park
CITY MANAGER ADMINISTRATIVE POLICY 3.03.003
Updated on September 25, 2024
Page 26
INSPECTING PARKING AREAS
Question Yes No Notes
Is there a nearby parking lot reserved for
employees only?
Is the parking lot attended or otherwise secured?
Is the parking lot free of blind spots and is
landscaping trimmed back to prevent hiding
places?
Is there enough lighting to see clearly in the
parking lot and when walking to the building?
Are security escorts or “buddy system” available
to employees walking to and from the parking
lot?
Other Observations:
SECURITY MEASURES
Question In
Place
Should
Add N/A Notes
Physical barriers (plexiglass partitions,
bullet resistant customer windows, etc.)?
Security cameras or closed-circuit TV in
high-risk areas?
Panic buttons?
Alarm systems?
Door locks?
Internal telephone system to activate
emergency assistance?
Telephones with an outside line
programmed for 911?
Two-way radios, pagers, or cellular
telephones?
Security mirrors (e.g. convex mirrors)?
Secured entry (e.g. “buzzers”)?
Personal alarm devices?
“Drop safes” to limit amount of cash on
hand?
Broken windows repaired promptly?
Security systems, locks, etc. tested on a
regular basis and repaired promptly
when necessary?
Other Observations:
Checklist Completed by: _______________________________________________________________ Date: __________________________