110 Preventing Workplace Violence

Employees, supervisors, and managers are expected to maintain a professional relationship with their colleagues, clients, patients, customers, vendors, and all other work-related contacts.

DHS will not tolerate any acts or threats of violence in the workplace, while on duty or off duty, when the act is directed toward a work-related contact or otherwise bears a relationship to work.

Examples of prohibited behavior include but are not limited to:

DHS reserves the right to conduct reasonable searches on all state property including but not limited to desks, lockers, work areas, state vehicles, etc.

All employees should remain alert and be familiar with their surroundings in order to recognize potentially serious situations. Most acts of workplace violence are preceded by direct and/or indirect threats. Employees at all levels must take all threats seriously and report them as soon as possible.

One of the best methods to reduce or prevent workplace violence is to avoid hiring individuals who are likely to be perpetrators of such violence. If selected applicants are to drive state or personal vehicles for work related purposes, verification of valid driver’s licenses and appropriate vehicle insurance is required.

Individuals may exhibit certain behaviors that may be warning signs of potential violent behavior. The presence of these behaviors does not necessarily mean someone is going to commit a violent act. Others may not exhibit any unusual behavior prior to committing acts or threats of violence. Employees, supervisors, and managers should be aware of circumstances or behaviors, including but not limited to:

Divisions/Offices are responsible for ensuring a plan to prevent workplace violence and manage incidents and/or threats established, in each work location.

Each DHS work location with 50 or more employees must establish a committee that will oversee the implementation and management of the Division/Office prevention of workplace violence plan. This responsibility may be included as part of an existing committee structure (e.g., Safety Committee, Risk Management Committee, etc.) available at each work location.

Items to be reviewed and considered include but are not limited to:

Employees, supervisors and managers are to be advised of the workplace crisis reaction plan and trained on appropriate procedures to follow should incidents occur.

Employees are responsible for notifying their supervisors or other authorized officials of all acts or threats of violence. Failure of an employee to report such acts or threats of violence is considered a basis for disciplinary action, up to and including separation from employment.

Employees must notify their supervisors or other authorized officials, when any restraining order has been initiated by or against them. This includes issues of a personal nature (e.g., domestic disputes, stalking, etc.), when the workplace could be affected.

A Workplace Acts or Threats of Violence Report (see Attachment #1) must be completed by the employee, supervisor or other authorized official, as determined appropriate. This report form is also to be completed by the receiver of anonymous reports. The completed report is to be immediately forwarded to their designated HR Representative.

Employees who report acts or threats of violence are protected from retaliation. Any acts of retaliation should be reported to their designated HR Representative, as soon as possible.

All alleged acts or threats of violence are to be taken seriously. This includes anonymous reports.

Any recurring or continuing alleged acts or threatened acts of violence on or off of the work premises should be immediately reported.

All alleged acts or threats of violence will be reviewed by appropriate managers. When the nature of the alleged threat or act of violence warrants investigation, the means of investigation shall be determined by management in conjunction with OHR. Available resources for investigations include the Office of Inspector General, OHR, local management and local law enforcement. The Georgia Bureau of Investigation may be used with the approval of the OHR Deputy Director or OHR Deputy Commissioner.

Investigations are to begin, as soon as possible. When an investigation of an alleged threat or act of workplace violence is conducted, a written report containing findings and recommended actions should be completed within fifteen (15) calendar days of the reported incident(s).

Witnesses may be interviewed in person or by telephone, as determined necessary or appropriate.

Written statements may be requested.

In the absence of an emergency, the accused employee/individual should be interviewed and given the opportunity to provide information regarding the alleged incident(s). The accused employee/individual should not be interviewed if this would create significant potential for harm to any individual.

The investigative report will be forwarded to the appropriate authorized official for review and potential action.

Individuals in a "need to know" status will be informed of the findings and action.

The employees/individuals who reported the acts or threats of violence also will be informed of the findings and action. These employees/individuals are to report any reoccurrences of acts or threats of violence to their supervisors, other authorized officials or their designated HR Representative as soon as possible.

The penalty for acts of violence shall be separation.

The penalty for threats of violence shall be separation, in the absence of mitigating evidence as determined by management in consultation with the employee’s designated HR Manager.

When mitigating evidence exists and accused employees are retained, they should be referred to a behavioral health services program that deals with behavioral problems/issues, if determined appropriate.

If separation occurs, all items belonging to the department (e.g., keys, identification badge, access cards, etc.) are to be retrieved immediately.

Post separation monitoring should occur to ensure the safety of those involved.

If action involving non-employees is necessary, the appropriate supervisor, authorized official or their designated HR Representative should be contacted.