California SB 553: How to Comply with the New Workplace Violence Prevention Law

On July 1st, 2024, California SB 553 came into effect to protect employees from the growing threat of workplace violence. 

Here we examine how to comply with the regulations, what the bill includes, and steps to prevent violent threats toward your employees.

Workplace violence: a growing concern

Workplace violence is on the rise, and California is taking action. With over 5,200 workplace fatalities in 2023 in the US alone and violent incidents becoming more common, SB 553 was passed to help businesses create safer work environments. This law, effective July 1, 2024, requires employers to develop and implement workplace violence prevention plans (WVPPs) to protect employees.

For many workers, the fear of violence at work is a daily reality. In 2022, workplace homicides increased by nearly 9%, with firearms involved in 83% of cases. Certain industries, like retail, public services, and healthcare, face even higher risks.

According to the Bureau of Labor Statistics California and New York faced the highest rates of violence at work in 2022, leading both states to implement laws to protect workers from violence. New York passed the Retail Safety Act, and California’s Senate has passed Senate Bill 553. Let’s break down what SB 553 requires and how you can meet its standards without unnecessary complexity.

SB 553: A breakdown for employers

SB 553 is designed to help employers proactively prevent these threats instead of reacting after an incident occurs. By following the law, you’re not just avoiding fines—you’re creating a culture of safety that protects your team and boosts morale.

Employers have a duty of care to their employees, ensuring they can perform their jobs without fearing for their safety. A well-prepared workplace does more than meet legal requirements; it instills confidence among workers and reduces turnover, helping to build a loyal and motivated workforce.

For employers, there are five key points in the Senate Bill 553:

1. Create a workplace violence prevention plan,
2. Ensure that the plan is easily available to all employees and Cal/OSHA representatives,
3. Log all violent incidents,
4. Provide training to employees on workplace violence,
5. Keep records of hazards and violent incidents for a minimum of five years.

Complying with the law is essential, but as an employer, ensuring that your employees feel secure and protected is even more important. Let’s dive into how you can do that.

Key requirements of California SB 553

Most California businesses must comply with SB 553, except for:

• Workplaces with fewer than 10 employees that are not open to the public
• Employees who telework and aren’t under direct employer control
• Employers already covered under healthcare-specific workplace violence laws
• Certain public sector entities

If your business doesn’t fall under these exceptions, you must take action now to meet compliance requirements. Failure to do so could result in penalties, legal action, and, more importantly, harm to your employees.

Developing and implementing a workplace violence prevention plan

Your WVPP is the foundation of compliance. This written plan must include:

• A designated person responsible for implementing safety measures
• Employee involvement in developing and maintaining the plan
• A system for identifying and evaluating workplace violence risks
• Scheduled safety inspections to detect hazards
• Clear communication channels for reporting violence concerns without fear of reprisal
• Emergency response procedures for violent incidents
• Training programs to ensure workers and supervisors understand their roles
• Implementation with other employees, if applicable
• Occupational health and safety communication with employees

An effective WVPP should not only outline response strategies but also provide preventative measures such as improved lighting, security personnel, and workplace design changes that minimize risk. Employees should feel encouraged to voice concerns and suggest safety improvements, reinforcing a collaborative approach to violence prevention.

Conducting mandatory employee training on workplace violence prevention

Annual training is mandatory under SB 553. Your training program must cover:

• Overview of the WVPP: An explanation of the employer's Workplace Violence Prevention Plan.
• Accessing the WVPP: Instructions on how employees can obtain a copy of the WVPP at no cost.
• Employee participation: Guidance on how employees can participate in developing and implementing the WVPP.
• Definitions and legal requirements: Clarify what constitutes workplace violence and provide an overview of relevant legal requirements.
• Reporting procedures: Detailed procedures for reporting workplace violence incidents or concerns to the employer or law enforcement without fear of reprisal.
• Hazard identification: Information on workplace violence hazards specific to the employees’ roles.
• Preventive measures: An outline of corrective measures that the employer has implemented to prevent workplace violence.
• Assistance and strategies: How employees can seek help to prevent or respond to violence and strategies to avoid physical harm.
• Violent incident log: Information about the employer’s violent incident log and how to obtain copies of required records.

Regular training refreshers should also include scenario-based exercises, where employees can practice de-escalation techniques, emergency response steps, and safe evacuation procedures. Real-world applications in training can significantly impact how employees react under stress.

Maintaining a violent incident log and following reporting procedures

Every workplace must document incidents of violence, including:

• Near misses and verbal threats
• Physical altercations or attacks
• Emergency responses to violent situations

Your log must include dates, locations, descriptions, and outcomes of all incidents and be kept for at least five years.

Employees need safe, anonymous, and simple ways to report workplace violence. Your procedures should:

• Encourage all employees to report threats without fear of retaliation
• Provide multiple reporting options (hotlines, digital forms, direct supervisors)
• Specify when law enforcement should be contacted
• Outline how reports will be reviewed and followed up with corrective actions

Steps to achieve compliance and improve workplace safety

You can take six practical, actional steps to ensure that your workplace complies with the new legislation.

Firstly, assess workplace risks. Conduct a workplace risk assessment to identify violence-related hazards (e.g., poorly lit areas, isolated workspaces, or high-stress roles). You can use our template to help. You can also gather employee input about perceived risks through surveys or focus groups. Then, document findings and prioritize risks based on severity and likelihood. 

Next, draft or update prevention policies. Develop or revise your Workplace Violence Prevention Plan (WVPP) to align with SB 553 requirements. The new WVPP should then be distributed and posted in visible areas.

Then, implement reporting systems. Create a straightforward, accessible process for reporting workplace violence, such as online reporting, anonymous hotlines, and designated personnel. 

Once you have your WVPP and systems, you should schedule staff training. This training should be role-specific on identifying risks, reporting procedures, and de-escalation techniques, with an interactive questions-and-answers portion. You also need to present your new reporting systems and emphasize zero tolerance for retaliation.

You then have to conduct regular reviews of your WVPP to ensure continued compliance. These reviews should include reviewing the violent incident log for trends or recurring issues and gathering employee feedback on the policy’s effectiveness. You should also update your WVPP with new risks, incidents, or regulatory changes.

Finally, you can use technology to support your employees. These include incident reporting software to centralize and manage reports, surveillance systems to monitor high-risk areas, electronic access control to restrict unauthorized entry to sensitive areas, and emergency communication apps for quick alerts and notifications during incidents. 

Aware360: Innovative solutions for a safer workplace

A strong safety culture goes beyond compliance. Aware360 can help businesses in California keep their employees safe with reliable safety devices like the Belle X and ActiveHalo. Employees can feel secure anytime in the day or even late at night or when dealing with aggressive customers, thanks to our easy-to-use safety apps. 

• AlertGPS: A wearable device and mobile app that provides:
  
  • One-touch SOS buttons for immediate emergency response
  • Live safety monitoring with timed check-ins
  • Geofencing to identify high-risk zones
  • Discreet, real-time communication for employees who feel unsafe
  • Concierge services for non-emergency situations. Employees can call our team if they feel unsafe and we stay on the line until they’re in a safe location.

By integrating proactive safety solutions, businesses can go beyond minimum compliance and create a truly secure work environment.

Aware360: Innovative solutions for a safer workplace

Compliance doesn’t have to be complicated. By following these five steps and using smart safety solutions, you can meet regulations while creating a culture of trust and protection.

Many businesses that have implemented robust safety measures report lower absenteeism, higher productivity, and improved employee morale. When workers feel protected, they can focus on doing their jobs effectively rather than worrying about potential threats.

Don’t wait until an incident happens. Take action today! Book a free demo to see how Aware360’s safety solutions can help your business comply with SB 553 and keep your employees safe.

 Schedule a Demo Now

FAQs about California SB 553

Is the deadline for the new California workplace violence prevention law in Jul, 1 2024?

Yes, under SB 553, employers had until July 1st, 2024, to create a Workplace Violence Prevention Plan (WVPP) to protect their employees.

What is the penalty for SB 553 in California?

The fines for not complying with SB 553 range between $18,000 and $25,000 per violation. Penalties can also include citations or license revocations.

What is an example of workplace violence in California?

The Labor Code Section 6401.9 defines workplace violence as “any act of violence or threat of violence that occurs in a place of employment.” This can include threatening, aggressive, or violent behavior or speech or causing physical damage to the property.

What is the new law on workplace violence in California?

Starting on July 1st, 2024, almost all workplaces must follow SB 533 to maintain a Workplace Violence Prevention Plan, provide training, have a violence log, and enable employees to report any threats without fear of reprisal.

What are the requirements for SB 553 training in California?

The training must be conducted when the Workplace Violence Prevention Plan (WVPP) is established and then annually. Additional training must happen if new hazards are identified or the WVPP is updated. The training must also be interactive so employees can ask questions.

What should employers in California include in their workplace violence prevention plan?

It should include accepting and responding to reports of workplace violence, doing workplace violence hazard assessments, having a violence log, forbidding employee retaliation, providing training, and responding to current and potential threats and emergencies.

What are the four types of workplace violence?

The four types are:

1- Criminal intent (eg robbery, trespassing, shoplifiting), 

2 - Client on worker (this violence can include verbal abuse, threatening behavior, physical assault), 

3 - Worker on worker, including colleagues, supervisors, or managers and can include physical assault or threats of violence,

4 - Personal/domestic relationship where the perpetrator has a relationship with an employee of the company. This type of violence can be stalking and assaulting on the premises.

What does the California code of regulations define as workplace violence?

It defines it as “any act of violence or threat of violence that occurs in a place of employment.” It can include but isn’t limited to, the threat of physical violence that could cause harm to an employee or the threat or usage of a firearm. It doesn’t include acts of lawful self-defense.