Workplace Violence Prevention Policy & Program

Summary

The State University of New York, College of Technology at Delhi (SUNY Delhi) is committed to providing a safe work environment for all employees and will respond promptly to threats, acts of violence, and acts of aggression by employees, or against employees, by coworkers, students, members of the public, or others.

Policy Statement

SUNY Delhi is committed to the safety and security of our employees. Workplace violence presents a serious occupational safety hazard to our agency, staff, and clients. Workplace Violence is defined as: any physical assault or act of aggressive behavior occurring where a public employee performs any work-related duty in the course of their employment, including, but not limited to:

• An attempt or threat, whether verbal or physical, to inflict physical injury upon an employee;
• Any intentional display of force which would give an employee reason to fear or expect bodily harm;
• Intentional and wrongful physical contact with a person without their consent that entails some injury; or
• Stalking an employee with the interest in causing fear of physical harm to the physical safety and health of such employee when such stalking has arisen through, and in the course of, employment.

No person, without legal authority, may carry, possess, or use any dangerous weapon on college property, in college buildings, or facilities.

Acts of violence against any SUNY Delhi employee(s) where any work-related duty is performed will be thoroughly investigated and appropriate action taken, including involvement of law enforcement authorities when warranted. All employees are responsible for helping to create an environment of mutual respect for each other, as well as clients and visitors, following all policies, procedures, and practices, and for assisting in maintaining a safe and secure work environment.

This policy is designed to meet the requirements of New York State Labor Law Art. 2 §27-b and highlights some of the elements that are found within our Workplace Violence Prevention Program. The process involved in complying with this law includes a workplace evaluation that is designed to identify the risks of workplace violence to which employees could be exposed.

Workplace Violence Prevention Program

Pursuant to the college’s commitment to zero tolerance of workplace violence, the college adopts the following as its Workplace Violence Prevention Program:

Workplace Violence Advisory Committee

The Workplace Violence Advisory Committee is comprised of representatives from Human Resources, University Police, Environmental Health and Safety, all bargaining units (UUP, CSEA, PBANYS), and others maybe appointed by the President to sit on the Committee. The Committee, as part of its charge, participates in risk evaluations and determinations. This will include the following:

• Monitor compliance with risk evaluation measures to determine the presence of issues or situations that might place employees at risk of workplace violence.
• Monitor and identify high-risk areas or occupations.
• Assess changes to campus and identify new or changing risk factors.
• Follow hierarchy of controls by eliminating the hazard, if possible, and, if it cannot be eliminated, develop administrative controls, or as applicable, personal protective equipment.
• Make recommendations for improvements in response to identified hazards.
• Utilize workplace violence prevention resources, including University Police campus incident and injury reports.
• Evaluate incidents of workplace violence to prevent future occurrences.

Identified Risk Factors on Campus  

The Workplace Violence Committee has reviewed and identified possible risks in the following areas:

Academic Buildings Identified Risks

• Open to the public during scheduled class times
• Classes held after dark
• Work performed after hours, and weekends
• Work performed alone or in small groups
• Staff offices and academic classrooms in same area
• Public events held in academic areas
• Classrooms with electronics and equipment

Mitigation of Academic Building Identified Risks

• Identification must be worn by students and staff at all times
• All visitors must register with University Police (UPD)
• University Police on Campus 24/7, with 24/7 dispatchers
• Contact UPD when working after normal hours.
• Point person for public events
• Security Cameras located on exterior and interior of most buildings, monitored by UPD.
• Specialized areas with higher risk require swipe card access.
• High risk specialized areas are locked at all times, with limited access.

Community, Recreational Facilities Identified Risk Factors

• Public building, visitors allowed entry
• Retail space
• Money exchanged in Dining Hall, Bookstore, Coffee Shop, Regalia, Treat Street, etc
• Large events held in spaces.
• Spaces available for rental use
• Unrestricted access to most areas during open times
• Deliveries made to retail establishments
• Student Mailroom security
• Workers often work alone in their areas late at night
• Evening, weekend, and late-night events and operations

Mitigation of Risk Factors for Community and Recreational Facilities

• Reception desk area monitoring entrance in several buildings
• Many areas have automatic occupancy lighting
• University Police onsite 24/7 with 24/7 dispatchers
• Contact University Police if working after hours or on weekends
• College events are patrolled by University Police.
• Metal detectors utilized for large events.
• Cameras are located on interior and exterior of building(s).
• Center for Student Leadership and Engagement staff are present at organized events. Building intercom system for emergency announcements
• Special events require approval in the campus Event Management System (EMS).
• Emergency phones located in proximity of building(s).
• Special keying for areas needing higher security.

Administrative Areas Identified Risk Factors

• Public building, visitors allowed entry
• Higher risk office areas
• Money/credit exchange in Student Financial Services, Alumni/Foundation Association
• Unrestricted access to most areas during open times
• Workers often work alone in their areas late at night
• Evening and weekend operations

Mitigation for Risk Factors in Administrative Areas

• Reception desk during business hours
• Emergency exit stairwells have Area of Rescue phones tied to University Police
• Staff must wear ID at all times.
• University Police onsite 24/7 with 24/7 dispatchers
• Contact University Police if working after hours or on weekends.
• Cameras are located in interior areas.
• Special events require approval in the campus Event Management System (EMS).
• Building intercom system for emergency announcements
• Direct emergency notification to UPD in some areas

Identified Risk for Service Areas

• Doors lock with key, office doors have push button latch locks.
• Un-restricted access to most areas during open times
• High dollar deliveries to warehouse
• Mailroom security
• Workers often work alone in their areas.
• Storage of equipment, tools and materials
• Late night key returns to key kiosk
• Late night re-fueling of fleet vehicles

Mitigation for Identified Risks in Service Areas

• Staff must wear identification at all times.
• Areas accessed after hours have automatic lighting.
• Staff are assigned keys to appropriate storage areas.
• Visitors must sign in at University Police, or Facilities Reception area.
• Mailroom keyed separately.
• University Police onsite 24/7, with 24/7 dispatchers
• Contact University Police if working after hours or on weekends.

Identified Risks for Residence Halls

• Residence halls are occupied overnight.
• Residence Hall staff work in the residence halls after normal business hours.
• May encounter domestic disputes.
• Staff work alone while cleaning restrooms and other areas (early morning).

Mitigation for Identified Risks in Residence Halls

• Staff must wear identification at all times.
• Resident Assistants staff reception areas in main lobby of every residence hall, during evening hours when available.
• Residential halls have 24/7 lighting.
• Staff members are assigned keys to appropriate storage areas
• Visitors must sign in at University Police.
• University Police onsite 24/7, with 24/7 dispatchers
• Contact University Police, if working after hours or on weekends.
• Russell Hall has University Police Satellite office.
• Training provided to Resident Assistants

Workplace Violence Committee Annual Review

The Workplace Violence Committee, as part of its charge, participates in conducting physical risk assessment evaluations of the campus. During the month of June each year, the Committee also reviews the annual summary of incidents of workplace violence for the previous year, and make recommendations as appropriate. The Committee annually reviews the Workplace Violence Prevention training module and makes recommendations as appropriate.

Reporting Process / Procedures

Incidents of violence, threats of violence, or observations of violence in the college community are not to be ignored by any member of the college community. Workplace violence should be promptly reported to the appropriate college official (see below). Additionally, all members of the college community are encouraged to report behavior they reasonably believe poses a potential for workplace violence, in order to maintain a safe working and learning environment.

• The Office of Human Resources: 103 Bush Hall, 607-746-4495
• Any person experiencing or witnessing imminent danger, personal injury, violence involving weapons, or actual violence should call University Police immediately:
• Campus phone, dial 4700
• Cell phone or off-campus telephone, 607-746-4700
• Blue light telephones located on campus: Dialed automatically/pick up receiver.
• Employee should then notify their supervisor.
• Every threat should be reported to maintain safety for the entire campus community.

Information and Training for Employees

SUNY Delhi makes this Workplace Violence Prevention Policy and Program available on our website and upon request to employees and their designated representatives. At the time of employees’ initial assignment, and annually thereafter, the college provides employees with the following information and training on the risks of violence in their workplace(s):

• The requirements of NYS Labor Law § 27-b; and 12 NYCRR Part 800.6
• The risk factors in their workplace(s);
• The location and availability of the written Workplace Violence Prevention Program; and
• Training sessions that outline:
• The measures employees can take to protect themselves from such risks, including specific procedures the college has implemented to protect employees;
• Details of the written Workplace Violence Prevention Program developed by the college.
• Completion of annual training is required and tracked via an online training component or annual in person training sessions. Accommodations and/or additional training will be made upon request. Training can be found on the bottom section of the  SUNY Delhi's Violence and Harassment Prevention web page.

Workplace Violence Training Outline

1. Overview of SUNY Delhi Workplace Violence Prevention Policy and Program
   1. What is workplace violence?
   2. Written Policy Statement
   3. Location of Policy
   4. Workplace Violence Advisory Committee
      1. Developing a workplace violence prevention program
      2. Employee Representatives
      3. Risk evaluations
      4. Mitigations
      5. Annual review of reports

2. Risk Factors and Mitigation Methods identified at SUNY Delhi

• • • Academic Areas
    • Community and Recreational Areas
    • Administrative Areas
    • Service Areas
    • Residence Halls

3. Workplace Violence Prevention Training

1. 1. Initial assignments and annual training
   2. Changes in training
   3. Warning signs for impending violence
   4. Checking your surroundings
   5. Protective measures employees can take

4. Reporting Workplace Violence Prevention Procedures

1. 1. Where, or to whom incident should be reported
   2. Location of incident form
   3. Information needed when filling out a report
   4. Privacy Cases

5. Privacy Concerns

1. 1. How sensitive information will be handled

6. Other related policies

1. 1. Title IX policy
   2. Domestic Violence Policy
   3. Firearms policy

Record Keeping and Reporting to the NYS Labor Department

All record keeping and reporting is made in compliance with the applicable law, regulation(s) (currently New York State Labor Law Sections 27-a, and 27-b, and 12 NYCRR Part 801), and SUNY policy.

SUNY Delhi reporting form – SUNY Delhi Workplace Violence Incident Report is available online, or in the Human Resources office, 103 Bush Hall.

Retaliation

Retaliatory action against anyone acting in good faith who has made a complaint of workplace violence, has reported witnessing workplace violence, or who has been involved in reporting, investigating, or responding to workplace violence, is a violation of this Policy. Those found responsible for retaliatory action will be subject to discipline up to and including termination.