Violence at Workplace Policy

Violence is not at all an acceptable form to settle any dispute, provocation or argument, either within or outside the company’s premises. All employees are made aware of suitable forums within the organisation through which issues could be resolved amicably. This policy defines the rules of behaviour and consequences of any adverse acts undertaken by employees on peers, colleagues or associates. This policy template is available for download in Word format.

With this Violence at Workplace Policy template, you can:

• Define the ground rules of social conduct
• Decide what is an acceptable boundary of behaviour
• Clarify what should be avoided that could lead to violent conflicts
• Define consequences of unacceptable behaviour or policy violations

In just a few minutes, you will be able to set up a policy that covers most of the necessary information required. This policy covers rules to be followed with respect to:

• Employee’s code-of-conduct policy
• Grievance policy
• Anti-bullying policy and lots more…

Violence at Workplace Policy

Objective

< Company Name > endeavours to provide a safe and secure working atmosphere for all its employees, visitors, contractors and any other personnel working or engaged at its workplace. It is our strong belief that everybody deserves to be treated with courtesy and respect.

< Company Name > has an absolute zero-tolerance policy towards any kind of intimidation and violence at any of its workplace.

Scope and Applicability

This policy covers any form of workplace violence incited and/or committed by or against employees. The Company strictly prohibits employees, across levels and gender, including visitors from issuing/making threats or encouraging/engaging in violent activities at the workplace.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy/Process

Prohibited Conduct

This list of behaviours, is not exhaustive; but provides instances of employee conduct, across levels, that is prohibited:

• Causing physical injury to another person.
• Making threatening remarks.
• Acting out in an aggressive or hostile manner that creates a reasonable fear of injury to another person, subjecting an individual to emotional distress.
• Intentionally damaging employer property or property of another employee.
• Possessing a weapon while on Company property or while on Company business.
• Committing acts motivated by, or related to, sexual harassment or domestic violence.

Creation of a Team

The Company needs to put in place a team headed by the HR and Security Manager/Agency (if Security is an outsourced function). Employees also need to be a part of this team, on a rotation basis, to spread the accountability message across in a clear manner.

Reporting Procedures

Any/every potentially unpleasant/dangerous situation must be reported immediately to the immediate supervisor, Incident Response Coordinator/Team or the Human Resources Department. Reports of workplace violence, including any information employees may come across may be made anonymously and also investigated accordingly. Reports or incidents requiring confidentiality need to be handled appropriately, and information will be disclosed to all others only on a need-to-know basis.

Risk Reduction/Mitigating Steps:

It may not always be possible to expect employees to be skilled at identifying potentially aggressive persons. But employees need to exercise rational judgment and inform/alert the Incident Response Coordinator/Team or Human Resources Department if they come across any employee, person, visitor, customer or vendor that exhibits provocative comments/behaviour that could lead to potentially unpleasant/dangerous situations. Such behaviour includes, but not limited to, the following:

• Discussing/possessing weapons in the workplace.
• Showing visible signs of extreme stress, hate, hostility, anger.
• Making threatening remarks.
• Sudden or significant deterioration of performance/absence/abstinence from work.
• Displaying irrational frustration or inappropriate behaviour for a continued period of time.
• Sharing of inappropriate content or material that is not related to work or not in line with the Ethics of the organisation

All parties involved in a situation will be initially counselled and the investigation findings/results will be discussed with them. The Company will take appropriate action at any indication of a potentially hostile or violent situation.

The Incident Response Coordinator/Team and the Human Resources Department will identify and maintain a log of workplace violence incidents and design a plan to prepare for possible emergency situations.

Dangerous/Emergency Situations:

Employees who are confronted with an armed or violent person should not try to challenge or disarm the person. Employees should remain calm, make constant eye contact and talk to the individual. Every attempt must be made if a supervisor/security personnel can be safely notified of the need for assistance without endangering the safety of the employee and/or others.

Every act of aggression/violence, making/enforcing threats or showing threatening conduct in the workplace will not be accepted/tolerated. Any employee determined to commit such acts/actions will be subject to disciplinary action, up to and including immediate termination and possible reference or lodging of complaints with government authorities. Non-employees engaged in violent acts on < Company Name > premises will be reported to proper authorities and prosecuted as per applicable law. Vendors or service providers engaged in such acts will be reported to proper authorities and blacklisted from the < Company Name > for any future business, including withholding of payments, if any.

Commitments and Responsibilities:

Successful implementation of this policy requires the commitment and cooperation of all personnel. Management involvement and commitment demonstrate organisational concern for employees' and customers' emotional and physical health and safety.

• Oversee violence in the Workplace Program to ensure that all managers, supervisors and employees understand their obligations.
• Allocate authority and resources to responsible parties in the Incident Response Team.
• Provide a comprehensive program of medical care and psychological counseling and debriefing for employees experiencing or witnessing assaults and other violent incidents.
• Encourage employees to report violent incidents promptly. Incident Response Coordinator's/Incident Response Team's Involvement and Commitment.
• Encourage employees to promptly report incidents and to suggest ways to reduce or eliminate risks.
• Develop and maintain comprehensive systems for maintaining security in the workplace, including establishing a liaison with law enforcement and others.
• Conduct worksite analysis to determine existing or potential hazards for workplace violence.
• Record, track, monitor and analyse every workplace incident, in particular, incidents of violence.
• Conduct workplace security analysis.
• Assist with training and educating employees of such potential workplace violence incidents, actions initiated and consequences applied.

Human Resource Dept's Involvement and Commitment

• Create a policy of zero tolerance for workplace violence, including verbal and non-verbal threats and related actions.
• Ensure that the identity of employees who report or experience workplace violence will be kept confidential, and they will not experience intimidation of any kind.
• Create a forum to encourage employees to promptly report incidents and suggest ways to reduce or eliminate risks.
• Conduct and/or provide training and education to employees regarding potential workplace violence incidents.

Employee Involvement and Commitment

• Understand and comply with the Violence in the Workplace Program and any other safety and/or security measures in place by the Company.
• Review any employee suggestion procedure covering safety and security concerns.
• Promptly report violent incidents or potential for violence to your manager, supervisor or Incident Response Coordinator/Team.
• Participate in a continuing education program that covers techniques to recognise escalating agitation, assaultive behaviour or criminal intent.

Special Circumstance and Exception

Any Deviation from this policy has to be approved by HR. Any changes to the policy have to be approved by Legal and Compliance.

Non-compliance and Consequence

Every act of aggression/violence, making/enforcing threats, displaying threatening conduct, in the workplace will not be accepted/tolerated.

Any employee determined to commit such acts/actions will be subject to disciplinary action, up to and including termination.

Non-employees engaged in violent acts on the employer's premises will be reported to their reporting authorities, proper authorities and prosecuted as per applicable law.