V.I. BSC Injury and Illness Prevention Program-Workplace Security

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V.I.I. GOAL

The University Students’ Cooperative Association’s goal in establishing and implementing this Injury and Illness Prevention Program for Workplace Security is to maintain a safe and secure workplace by addressing the Cal/OSHA identified hazards known to be associated with the three major types of workplace violence. This program addresses all BSC employees, including employees at the central level and the house level. Workplaces include both central offices and residential units.

A. Type I workplace violence involves a violent act by an assailant with no legitimate relationship to the workplace who enters the workplace to commit a robbery or other criminal act.
B. Type II involves a violent act or threat of violence by a BSC resident25, prospective resident, former resident, or person who has some resident-related involvement with the BSC, such as a resident’s relative or friend, a resident’s spouse or lover, or another person who has a dispute with a BSC resident.
C. Type III involves a violent act or threat of violence by a current or former employee, or another person who has some employment-related involvement with the BSC, such as an employee's spouse or lover, an employee's relative or friend, or another person who has a dispute with a BSC employee.

V.I.II. DUTIES OF HEALTH AND SAFETY DIRECTOR

The Executive Director shall serve as the Health and Safety Director and will have the authority and responsibility to implement this program. Their duties will include receiving and evaluating employee concerns regarding workplace security, conducting inspections under this program, developing strategies for abating any hazards, implementing a security training program, maintaining the program’s records, and implementing a system for communication of security issues with employees. In executing these duties, the Director will have the assistance and oversight of the Vice President of Internal Affairs and the Human Resources Committee.

All BSC department heads and supervisors are responsible for implementing and maintaining the Workplace Security Program in their respective work areas and for answering employee questions about the program. A copy of this program will be available from every department head and supervisor.

V.I.III. COMPLIANCE

The BSC establishes the following policy to ensure compliance with its rules on workplace security.

The BSC is committed to ensuring that all safety and health policies and procedures involving workplace security are clearly communicated and understood by all employees.

All employees are responsible for using safe work practices, for following all directives, policies and procedures, and for assisting in maintaining a safe and secure work environment. The system of ensuring that all employees comply with work practices that are designed to make the workplace more secure, and do not engage in threats or physical actions which create a security hazard for others in the workplace, include:

1. Informing all employees of the provisions of this program.
2. Periodically evaluating the program’s practical effectiveness in influencing employee compliance with the BSC's workplace security measures.
3. Recognizing employees who perform work practices that promote security in the workplace.
4. Providing training and/or counseling to employees whose performance is deficient in complying with work practices designed to ensure workplace security.
5. Disciplining employees for failure to comply with workplace security practices; such discipline will follow the process outlined in the Illness and Injury Prevention Program and Illness and Injury Prevention Program for House Level Employees.

V.I.IV. COMMUNICATION

The BSC recognizes that to maintain safe, healthy and secure workplaces it must foster open, two-way communication between all employees on all workplace safety, health and security issues. A communication system will be designed and implemented to encourage a continuous flow of safety, health and security information between management and employees without fear of reprisal and in a form that is readily understandable. The communication system consists of the following:

• New employee orientation on the BSC’s workplace security policies, procedures and work practices.
• Disseminating copies of the program to all employees.
• Periodic review of the Workplace Security Program by holding discussions with all employees.
• Training programs designed to address specific aspects of workplace security unique to the BSC.
• Periodically scheduled safety meetings with all employees that include workplace security discussions.
• A system to ensure that all employees understand the workplace security policies.
• Posting or distributing workplace security information.
• A system for employees to inform management about workplace security hazards or threats of violence; employees are required to report to the Director occurrences of violence or the threat of violence which the employee has witnessed or of which the employee has been informed.
• Procedures for protecting employees who report threats from retaliation by the person making the threats.
• Discussing security issues at staff meetings.

V.I.V. HAZARD ASSESSMENT

On or before October 1, 2007, the Director will identify and evaluate workplace security hazards. Workplace hazard assessment of workplace security will be performed in the form of periodic inspections. Periodic inspections to identify and evaluate workplace security hazards and threats of workplace violence are performed by the Director (or designees) at all residential units and central level offices. Periodic inspections are performed according to the following schedule:

1. Twice per year;
2. When the Workplace Security Program is initially established;
3. When new, previously unidentified security hazards are recognized;
4. When occupational/residential injuries or threats of injury occur; and
5. Whenever workplace security conditions warrant an inspection.

Periodic inspections for security hazards consist of identification and evaluation of workplace security hazards and changes in employee work practices, and may require assessing for more than one type of workplace violence. The BSC performs inspections for each type of workplace violence by using the Cal/OSHA methods specified below to identify and evaluate workplace security hazards.

Inspections for Type I workplace security hazards include assessing:

1. The exterior and interior of the workplace for its attractiveness to robbers.
2. The need for security surveillance measures, such as mirrors or cameras.
3. The need for posting signs notifying the public that limited cash is kept on the premises.
4. Procedures for employee response during a robbery or other criminal act.
5. Procedures for reporting suspicious persons or activities.
6. Posting of emergency telephone numbers for law enforcement, fire and medical services where employees have access to a telephone with an outside line or in general residential common areas (e.g., house foyer). Direct emergency numbers (e.g., Berkeley Police Department’s seven-digit number 981-5911) shall also be provided for cell phone use.
7. The need for limiting the amount of cash on hand and using time access safes for large bills.

Inspections for Type II workplace security hazards include assessing:

1. How well the BSC's anti-violence policy has been communicated to residents.
2. How well the BSC’s employees and residents communicate with each other.
3. The BSC’s employees, including house employees, knowledge of the warning signs of potential workplace violence.
4. Access to and freedom of movement within the workplace.
5. Adequacy of workplace security systems, such as door locks, security windows, physical barriers and restraint systems.
6. Frequency and severity of threatening or hostile situations that may lead to violent acts by residents.
7. Employees’ skills in safely handling threatening or hostile residents.
8. Frequency and severity of employee reports of threats of physical or verbal abuse by other residents.
9. Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.
10. Effectiveness of systems and procedures to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.
11. The use of work practices such as "buddy" systems for specified emergency events.
12. The availability of employee escape routes.
13. Resident disciplinary and eviction procedures.

Inspections for Type III workplace security hazards include assessing:

1. How well the BSC's anti-violence policy has been communicated to employees, department supervisors or house managers.
2. How well the BSC’s management and employees communicate with each other.
3. The BSC’s employees' and department supervisors’ 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 or persons with whom one of our employees is having a dispute.
5. Frequency and severity of employee reports of threats of physical or verbal abuse by department 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.

V.I.VI. INCIDENT INVESTIGATIONS

The BSC establishes the following policy for investigating incidents of workplace violence. Employees are required to report to the Director occurrences of violence or the threat of violence which the employee has witnessed or of which the employee has been informed.

Procedures for investigating incidents of workplace violence, which includes threats and physical injury, include:

1. Reviewing all previous incidents.
2. Visiting the scene of an incident as soon as possible.
3. Interviewing threatened or injured employees and witnesses.
4. Examining the workplace for security risk factors associated with the incident, including any previous reports of inappropriate behavior by the perpetrator.
5. Determining the cause of the incident.
6. Taking or recommending corrective action to prevent the incident from recurring.
7. Recording the findings and corrective actions taken.

V.I.VII. HAZARD CORRECTION

Hazards which threaten the security of BSC employees will be corrected in a timely manner based on severity when they are first observed or discovered.

Corrective measures for Type I workplace security hazards can include:

1. Making the workplace unattractive to robbers.
2. When determined necessary, utilizing surveillance measures, such as cameras or mirrors, to provide information as to what is going on outside and inside the workplace.
3. Procedures for the reporting suspicious persons or activities.
4. Posting of emergency telephone numbers for law enforcement, fire and medical services where employees have access to a telephone with an outside line or in general residential common areas (e.g. house foyer).
5. Posting of signs notifying the public that limited cash is kept on the premises.
6. Limiting the amount of cash on hand and using time access safes for large bills.
7. Employee, department supervisor and management training on emergency action procedures.

Corrective measures for Type II workplace security hazards include:

1. Effectively communicating the BSC's anti-violence policy to all residents.
2. Improving the quality of communication between employees and residents.
3. Increasing awareness by employees of the warning signs of potential workplace violence.
4. Ensuring the adequacy of workplace security systems, such as door locks, security windows, physical barriers and restraint systems.
5. Providing employee training in recognizing and handling threatening or hostile situations that may lead to violent acts by residents, former or potential residents, or resident-related persons.
6. Placing effective systems to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.
7. Providing procedures for a "buddy" system for specified emergency events.
8. Ensuring adequate employee escape routes.
9. Controlling access to, and freedom of movement within, the workplace by non-residents, including recently evicted residents with whom a BSC employee or resident is having a dispute.
10. Providing counseling or providing referrals for counseling to residents who exhibit behavior that represents strain or pressure which may lead to physical or verbal abuse of employees or fellow residents.
11. Ensure that 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 house and central level management and that the person making the report is not subject to retaliation by the person making the threat.
12. Ensure eviction procedures address the potential for workplace violence.

Corrective measures for Type III workplace security hazards include:

1. Effectively communicating the BSC's anti-violence policy to all employees and department supervisors.
2. Improving the quality of communication between management and employees.
3. Increasing awareness by employees and department supervisors of the warning signs of potential workplace violence.
4. Controlling access to and freedom of movement within the workplace by non-employees, including recently discharged employees or persons with whom a BSC employee is having a dispute.
5. Providing counseling to employees, department supervisors or house level employees who exhibit behavior that represents strain or pressure which may lead to physical or verbal abuse of co-employees.
6. Ensure that 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 person making the threat.
7. Ensure that employee disciplinary and discharge procedures address the potential for workplace violence.

V.I.VIII. TRAINING & INSTRUCTION

The BSC establishes the following policy on training all employees with respect to workplace security. On or before October 1, 2007, all employees, including house level employees and department supervisors, will have training and instruction on general and job specific workplace security practices. Training and instruction will be provided when the Workplace Security Program is first established and periodically thereafter. Training will also be provided to all new employees and to other employees for whom training has not previously been provided and to all employees, department supervisors and house level employees given new job assignments for which specific workplace security training for that job assignment has not previously been provided. Additional training and instruction will be provided to all employees whenever the BSC is made aware of new or previously unrecognized security hazards.

General workplace security training and instruction includes, but is not limited to, the following:

1. Explanation of the Workplace and Residence Security Program, including measures for reporting any violent acts or threats of violence.
2. Recognition of workplace security hazards including the risk factors associated with the three types of workplace violence.
3. Measures to prevent workplace violence, including procedures for reporting workplace security hazards or threats to house managers and department supervisors.
4. Ways to defuse hostile or threatening situations.
5. Measures to summon others for assistance.
6. Employee routes of escape.
7. Notification of law enforcement authorities when a criminal act may have occurred.
8. Emergency medical care provided in the event of any violent act upon an employee; and
9. Post-event trauma counseling for those employees desiring such assistance.

In addition, the BSC will provide specific instructions to all employees regarding workplace security hazards unique to their job/residence assignment, to the extent that such information was not already covered in other training.

The BSC will include the following for Type I training and instruction for house level employees, department supervisors and employees: area/neighborhood Crime awareness, location and operation of alarm systems, communication procedures, and proper work/house practices for specific workplace activities, occupations or assignments.

The BSC will include the following for Type II training and instruction for house managers, department supervisors and employees: Self-protection; dealing with angry, hostile or threatening individuals; location, operation, care, and maintenance of alarm systems and other protective devices; communication procedures; determination of when to use the "buddy" system or other assistance from co-employees; awareness of indicators that lead to violent acts by service recipients; and review of antiviolence policy and procedures.

The BSC will include the following for Type III training and instruction for house managers, department supervisors and employees: Pre-employment screening practices; employee assistance programs; awareness of situational indicators that lead to violent acts; managing with respect and consideration for employee well-being; review of anti-violence policy and procedures.

Proposed Spring 2007

Proposal prepared for the BSC Safety Committee by:

William (Billy) Marin

VP of Safety and Maintenance