A Guide to California’s Senate Bill 553

Concerned that your organization may not meet the new requirements of California’s Senate Bill 553? Committing to protocols that help ensure your teams’ safety, and want to make sure you understand what the law means for you?

In this guide, we’ll introduce SB 553, answering the most frequently asked questions about who it applies to, its specific requirements, and why it matters. We’ll also outline a path for your organization to achieve, and maintain, compliance with the new legislation.

Let’s start with a summary:

• Senate Bill 553 applies to most employers in California
• The law requires that employers create a comprehensive workplace violence prevention plan
• The law also requires employers to record information about every workplace violence incident, post-incident response, and investigation

Who does SB 553 apply to?

Senate Bill 553 applies to all California employers with the following exceptions:

• Healthcare facilities
• Department of Corrections and rehabilitation facilities
• Law enforcement agencies
• Teleworking employees working from locations not controlled by the employer
• Employers with less than 10 employees that are not open to the public

Although this bill only applies to businesses in California, it is important to note that since the beginning of 2013, over 100 bills mentioning “workplace violence” have been introduced in 27 states, according to LexisNexis® State Net® data. A quarter of those measures have already been enacted or adopted, while another 50% are still pending.

What are the legal requirements for SB 553?

As of July 1, 2024, employers in California are required to create a thorough Workplace Violence Prevention Plan (WVPP) that includes the following:

1. Procedures to Identify and Evaluate Workplace Violence Hazards:

• Employers must conduct regular assessments to identify potential sources of workplace violence.
• This includes evaluating the work environment, job-specific risks, and any history of violence incidents.

2. Procedures for Reporting and Responding to Incidents:

• Clear protocols must be established for employees to report workplace violence incidents or threats without fear of retaliation.
• This also includes detailed emergency response procedures and protocols for post-incident investigations to determine the cause and implement corrective actions.

3. Employee Participation:

• Employees must be actively involved in the creation and implementation of the WVPP.
• This can be done through regular meetings, surveys, or committees where employees can provide input and feedback on the plan.

4. Regular Mandatory Training:

• All employees must undergo training on the WVPP when it is first established and annually thereafter.
• The training must be interactive, allowing employees to ask questions and receive answers from knowledgeable personnel.
• Additional training is required when new hazards are identified or changes are made to the WVPP.

5. Thorough Recordkeeping:

• Employers must maintain comprehensive records of all workplace violence incidents, training sessions, and evaluations for a minimum of five years.
• These records must be made available to employees and Cal/OSHA upon request.

Fortunately, the California Department of Industrial Relations has developed a template to assist you in creating your own WVPP. Download the template here and ensure your workplace is compliant and safe.

What are the training requirements of Senate Bill 553?

The key training requirements under SB 553 include:

1. Initial and Annual Training:

• Employers must provide training on the WVPP when it is first established and annually thereafter.

2. Training Delivery:

• Knowledgeable Personnel: Training must be delivered by someone knowledgeable about the WVPP, capable of answering employees' questions, and providing clarity on the plan's specifics and implementation.
• Interactive Component: The training must include an interactive question-and-answer segment, ensuring employees can engage in two-way communication with the trainer to better understand the plan and their roles in workplace violence prevention.

3. Content of the Training:

• Overview of the WVPP: Employees must be informed about the content of the WVPP, how to obtain a copy, and how they can participate in its development and implementation.
• Reporting Procedures: Instructions on how to report workplace violence incidents or concerns to the employer or law enforcement without fear of reprisal.
• Specific Hazards and Corrective Measures: Information on workplace violence hazards specific to their job roles and the corrective measures implemented by the employer.
• Prevention and Response Strategies: Strategies to avoid physical harm and seek assistance to prevent or respond to violence.
• Violence Incident Log: Information about the violence incident log and how employees can obtain a copy.

4. Additional Training:

• Additional training is required when a new or previously unrecognized workplace violence hazard is identified or when changes are made to the WVPP.

5. Recordkeeping:

• Employers must maintain records of all training sessions for at least one year and make them available to employees and Cal/OSHA upon request.

6. Post-Incident Response and Investigation:

• The training must also cover post-incident procedures, including emergency response and investigation protocols.

Why does adhering to Senate Bill 553 matter?

If you haven't yet created a written Workplace Violence Prevention Plan (WVPP), you're not alone. However, the July 1st deadline has passed, and the consequences of non-compliance are serious—ranging from hefty fines to the devastating impact of preventable workplace violence.

Let’s review why acting now is crucial:

1. Enhanced Safety and Compliance: The new bill was put in place to create safer work environments by ensuring employers proactively create procedures in case of emergencies or violent incidents.

2. Legal implications: Organizations that do not have a plan in place risk facing substantial penalties and fines and can negatively impact brand reputation.

3. Employee satisfaction and retention: Prioritizing workplace safety isn’t just about compliance—it’s also about fostering an environment where employees feel secure and valued. It results in higher job satisfaction, better employee morale, and lower turnover rates.

4. Reduced Costs: Investing in workplace safety measures can significantly reduce costs associated with workplace injuries, including medical expenses, legal fees, and compensation claims.

How can iLobby’s EmergencyOS help you comply with Senate Bill 553?

EmergencyOS, an emergency and evacuation management system, gives you the tools to reduce your risk and meet requirements. Using our solution, you’ll be able to:

• Customize Emergency Responses: Build tailored profiles for different scenarios, including workplace violence, with easy-to-use emergency response workflows.
• Maintain Flawless Records: Automatically track and log incidents, evacuee details, and in-depth information about emergency responses with robust reports, ensuring you’re compliant and audit-ready.
• Communicate in Real-Time: Instantly alert the right people with customizable notifications during emergencies, ensuring swift, coordinated action.
• Account for Every Individual: Conduct real-time digital roll calls and building sweeps, prioritizing those who need immediate assistance.
• Harness Actionable Insights: Leverage comprehensive data to continuously enhance your workplace violence intervention plan.

Don't Risk Non-Compliance – Protect Your People and Your Business

Ensure you comply with regulations, mitigate threats, and demonstrate your commitment to employee safety.

Contact us today to schedule a demo and learn how EmergencyOS can help you meet the requirements of Senate Bill 553.