Guidelines for Implementing the Workplace Violence Policy Appendix C Workplace Violence Risk Factors and Controls Checklist Division: Program: The Occupational Health and Safety Act requires the employer to develop measures and procedures to control identified workplace violence risks that are likely to expose a worker to physical injury. This document is intended to assist in the determination of potential controls for identified risks. Notes: Regardless of identified risk factor type, controls will include policies, safe work procedures, worker training and regular program evaluation There may be overlap between controls for different risk factors; it is therefore recommended that all control measure examples be reviewed regardless of identified risk factor(s) Some work locations, based on level of risk, may require full security audits of physical premises rather than consideration of discrete controls Factor Type Identified Examples of controls that may be considered (Others to be added, as needed) Controls Selected (Appropriate to the Nature and Level of Risk) Work Situation Hazards Handling money, valuables or prescription drugs Use electronic payment systems to reduce the count of cash available Post signs re limited cash availability Alarm/panic buttons (hidden but within reach) Keep money, valuables and drugs to a minimum Keep cash register/valuables storage area out of sight of members of the public Buddy system when money is being carried from one location to another Installing and using a locked drop safe Changing safe combination when there is a staff change Ensuring that workstation is within the line of sight of other employees or secured in such a way as to prevent access Wider counters between staff and the public Cell phones/personal alarms when transporting from one location to another If in remote area: May 2010 Page 1 of 9
Identified Examples of controls that may be considered Controls Selected (Appropriate to the Nature Factor Type (Others to be added, as needed) and Level of Risk) Delivering or collecting items of value Working in mobile workplaces with multiple work locations (where potential for violence may not be fully understood or acts are likely to be random). Carrying out inspection or enforcement duties o Avoid having only one employee on shift o Maintain regular contact o Buddy system for opening/closing o Maintain daylight business hours Vary the time of day that items are collected Vary route of travel Arrange for collection by a licensed security firm Arrange security patrols Arrange a buddy system Collect within daylight hours Keep valuable items hidden (i.e. collection or storage device) Communication devices and response protocols for employees Communication devices (2-way radios, cell phones) Personal security devices/alarms Video cameras on vehicle (inside and/or outside) Well-maintained vehicles No visible personal effects/valuables in vehicle Alarm system on vehicle (e.g. taxis) Emergency response protocols, including person to answer and monitor calls Call-in procedures Reinforce with staff safe procedures for vehicle entry and exit (Be observant, carry keys in hand, lock doors and windows, etc) Road rage avoidance GPS Parking strategies Use of buddy system Police assistance Teaming with those who conduct enforcement activities in other areas Pre-screening of clients, if possible Flagging system Communication devices (including devices that do not experience dead zones) Personal alarms Consider hours when enforcement activity is being conducted May 2010 Page 2 of 9
Factor Type Identified Examples of controls that may be considered (Others to be added, as needed) Controls Selected (Appropriate to the Nature and Level of Risk) City identification Providing service, care, advice or education to individuals who may be violent Working in residential-care setting Dealing with individuals who may be under the influence of drugs or alcohol or experiencing mental health issues Train workers to recognize potentially aggressive clients and the appropriate prevention strategy to deal with the situation (e.g. crisis intervention, conflict resolution, de-escalation, terminating interactions) Flags for clients who have a history of violence or threats of violence Making areas of interaction visible to others (clear sight lines) Provision of equipment to summon assistance (personal or fixed alarms) Having counters built wide enough to limit physical access Policies in place to deal with threatening situations Training of workers to recognize the warning signs of a potentially violent person and tips to defuse potentially violent situations Development of care plans to address residents with violent or unpredictable behaviours and communication of these plans to workers Protection of the integrity of the security systems in place, e.g. not giving out door codes to strangers Clear communication that there is zero tolerance for violence in the workplace Code of conduct developed, posted and enforced Utilization of security personnel Safe escape areas for workers System to inform workers about risk of violence related to specific situations or clients Visible reception areas Wide counters Alarm systems Keeping a list of visitors who are not permitted access Using alternatives to sharp or dangerous items Use weighted furniture May 2010 Page 3 of 9
Factor Type Identified Examples of controls that may be considered (Others to be added, as needed) Controls Selected (Appropriate to the Nature and Level of Risk) Working alone Employees with more experience on shift Buddy system during opening and closing hours Work done in proximity to other workers (same division or another division, by prearrangement) Mobile communication devices Emergency contacts on speed dial Emergency protocols (including communication procedures to oncall supervisors and response protocols) Personal alarm devices Security patrols Agreement with local police, security and/or other neighbouring businesses/city divisions to monitor or make random visits Drop-ins or call-ins by supervisors Posting signs that premises are monitored Eliminate potential hiding spaces Working during late evening or early morning hours Conducting home visits Consider whether work must be performed at that time Communication systems and response protocols Advise employees that, when parking, to park close to building and in well-lit area Provide buddy system to the parking lot and in the work location Provide taxi chits Employee to advise others when working late and time expected to leave work Before co-workers leave, employee ensures windows/doors locked and possible hiding places in building are empty Use a daily work plan, so that others know where and when an employee is expected somewhere Identify a designated contact at the office and a back up. Keep designated contact informed of location and consistently adhere to call in schedule Pre-screening of any past incidents at home ( Flagging system) Pre-visit interviews with clients Provision of security devices to employees (e.g. personal alarms, cell phones. 2-way radios, GPS tracking devices) Use code word to report situation if trapped in client s home Pre-programming of emergency numbers into cell phones May 2010 Page 4 of 9
Factor Type Identified Examples of controls that may be considered (Others to be added, as needed) Controls Selected (Appropriate to the Nature and Level of Risk) Working in community-based settings Travelling to other cities/countries Buddy system for high risk situations Call-in procedure for staff Staff training in safety routines, crisis prevention, de-escalation, communications Identify a neutral location out side of the home at which to meet (e.g. library, coffee shop) Avoid night visits, if possible Pets to be secured, as necessary, prior to visit (see also controls under mobile workplaces) Establish procedures for obtaining assistance (from the manager, from other workers, etc) Development of relationship with police, to call if needed Schedule meetings as alternative safer locations Coordination of work crews to allow them to remain in close proximity to each other Consider potential for intra- and inter-service area coordination of job visits Seek advice from police Keep pertinent telephone numbers Plan the route of travel in advance Avoid carrying expensive items and jewellery (See also controls under mobile workplaces) Determine if there are any travel advisories or restrictions Ensure employee has contact information regarding embassies/consulates in country being visited Ensure supervisor/other staff person at the work location has the itinerary, including emergency contacts Plan the route of travel in advance Dealing with activities that may result in negative or confrontational response Ensuring workers welcome client and keep them informed of appointment delays Code of conduct development and enforcement Providing a means of safe exit for employee/escape route Alarms (personal or fixed) Use of video surveillance and posted signs to inform people of it May 2010 Page 5 of 9
Identified Examples of controls that may be considered Controls Selected (Appropriate to the Nature Factor Type (Others to be added, as needed) and Level of Risk) Physical Premise Related Having other employees available to assist Safe room Effective communication De-escalation Conflict resolution Non-violent crisis intervention Buddy system Parking lot hazards Adequate lighting in parking lot Entrances/exits well-marked Avoid using rear or secluded exits to parking lot Employee reminders to be alert to surroundings when walking to vehicle Keep valuables out of sight in vehicles Controlled access Advise employees to close vehicle windows and lock vehicle doors. Post signs to state this. Post security-patrolled signs Building perimeter hazards Security system related hazards Install intercom or assistance stations Install and use adequate exterior lighting Eliminate possible hiding spaces or areas of poor visibility in close proximity to building (e.g. trees, shrubs, garbage containers, equipment sheds, equipment) Use fencing to clearly identify perimeter Installation of security cameras (with appropriate signage) Ensure entrances readily identifiable Minimize access points/entrances to the minimal needed Use coded cards or keys to control access to the building or parts of the building, update codes and control access when staff start or finish a position) Use door locks, warning buzzers Divide public and private areas (e.g. partitions, counters, walls, signs) Utilize intrusion detection systems Door locks and codes changed following loss of keys or cards Install and regularly maintain security and alarm systems Arrange for security guard coverage Install private panic alarms or silent alarms in key locations May 2010 Page 6 of 9
Identified Examples of controls that may be considered Controls Selected (Appropriate to the Nature Factor Type (Others to be added, as needed) and Level of Risk) Signage-related hazards Potential hiding spaces Install security cameras and/or mirrors in key locations Install bullet resistant security windows Lockdown systems Position the reception area near entrances Position the reception area so that it is visible to fellow employees or members of the public Emergency call button in reception area Contained reception area (i.e. inside enclosure, with barrier, with distance between receptionist and client) Reception area kept free of objects that could be used as weapon Metal detectors Closed circuit video system and posted sign informing of it Clear signage delineating public and private areas Clearly marked exit signs Signage regarding trespassing, video surveillance and reporting of emergencies/suspicious activities Posted procedures for identifying, receiving and escorting visitors Codes of conduct Signage that no money or valuables are kept on premises Hours of operation Adequate lighting (installed, maintained) Lighting in key areas controlled only by City staff or consider motion detection lighting Eliminate hiding space (e.g. design them out, lock unoccupied areas) Make hiding space less hidden (remove obstructions, mirrors, lighting) Clearly delineate public and private areas Safe room that employees can go to in an emergency (with telephone and inside door lock) Multiple exit routes for employees Lighting and/or mirrors in elevators Emergency phones or call buttons in elevators Separate washrooms for staff and the public Access control on elevators Locked doors Mirrors May 2010 Page 7 of 9
Identified Examples of controls that may be considered Controls Selected (Appropriate to the Nature Factor Type (Others to be added, as needed) and Level of Risk) Angled corners Restricted public access Service counters Barriers between employee and clients Access to employee side controlled Adequate space between employee and client Cash register, if any, hidden Work objects outside reach of client or hidden, to avoid objects from being pushed or thrown at employee Alarm button or personal duress alarm Interview/meeting room where violence hazard exists Client accessed meeting rooms or offices are visible to other workers (clear sight lines) Furniture arranged to allow for emergency exit Communication or alarm system in place Extra exit Weighted or secured furniture Removal of dangerous or sharp items Office/discrete work areas where violence hazard exists Delineation between areas with employee and public access If employee meets client in own office, positioning of office furniture so that the employee is closer to a door or exit than the client and so that the employee cannot be cornered May 2010 Page 8 of 9
Identified Examples of controls that may be considered Controls Selected (Appropriate to the Nature Factor Type (Others to be added, as needed) and Level of Risk) May 2010 Page 9 of 9