Workplace Violence Prevention

Purpose

The State University of New York College at Cortland (the University) is committed to providing a safe work environment for all employees and recognizes that it must create an environment where each person’s dignity will be valued. In a university setting, it is particularly important that there be respect for diversity and differences of opinion as the University is dedicated to providing a comprehensive educational experience that prepares individuals to be able to function in a diverse society. This document sets forth standards for employee conduct and guidelines for reasonable precautions. The accompanying procedures outline protocol for response to threats or violence should they occur in the workplace. Employee assistance information is also provided in this document.

Policy Statement

Students and employees deserve freedom from fear of harassment and/or physical abuse. The University has established a Zero Tolerance Standard with respect to acts of workplace violence. Any acts of violence directed against individuals based on race, religion, ethnicity, gender or sexual orientation are especially intolerable and will be subject to the strictest disciplinary actions. Threats, acts of violence, and acts of aggression by employees or against employees by coworkers, students, members of the public or others will be responded to promptly. It is, therefore, campus policy that any violations of this policy will not be tolerated and may be subject to disciplinary action, up to and including immediate termination, consistent with the appropriate collective bargaining agreement, and, if appropriate, shall be prosecuted to the full extent of the law. Additionally, any individual who makes a substantial threat, exhibits threatening behavior or engages in violent acts on University property shall be subject to removal from the premises as quickly as safety permits. An investigation will subsequently be conducted as promptly as possible.

Definitions

Workplace violence is any physical assault or acts of aggressive behavior occurring where an employee performs any work-related duty during the course of employment including but not limited to:

Any 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 consent that entails some injury; and
Stalking an employee with the intent of causing fear of material harm to the physical safety and health of such employee when such stalking has arisen through and in the course of employment.

Retaliation

Taking retaliatory (negative) action against anyone acting in good faith who has made a complaint of workplace violence, who 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 may be subject to discipline, up to and including immediate termination, consistent with the respective collective bargaining agreement.

Policy Reporting Procedures

Incidents of workplace violence, threats of workplace violence (either explicit or implied), or observations of workplace violence are not to be ignored by any member of the University community. Workplace violence or threats of workplace violence must be promptly reported to the appropriate University official as noted in the following reporting procedures. Additionally, to maintain a safe working and learning environment, all members of the University community are encouraged to report behavior that they reasonably believe poses a potential for workplace violence. Protocol for reporting workplace violence is summarized as follows:

Any person experiencing or witnessing imminent danger, personal injury from violence, violence involving weapons, or actual violence should call the University Police Department (607-753-2111) or 911 immediately.
Any person who is the subject of workplace violence involving situations without weapons or personal injury, or is a witness to such situations, should report the incident to their next-in-line supervisor who is not party to the alleged action. If a student is the suspected perpetrator, notify the Student Conduct Office, Corey Union, Room 405 (607-753-4725), or in lieu thereof, the University Police Department (607-753-2111).
Any supervisor, manager or other person in authority who receives a report of a suspected violation of this policy shall consult with the Human Resources Office (607-753-2302). Any emergency, perceived emergency, or suspected criminal conduct must be immediately reported to the University Police Department (607-753-2111).

Reporting Through the Silent Witness Program

It is recognized that some individuals may fear reporting any behavior they believe may be criminal in nature and/or a violation of this policy. SUNY Cortland has a Silent Witness Program that was developed so that members of the community can report criminal activity, suspicious activity or tips and remain anonymous. The information is transmitted to the University Police Department for follow up. All information will be kept confidential. The Silent Witness Reporting page is located on the University Police Department’s website.

Policy Responsibility

Employees’ Responsibilities

All employees are responsible for helping to maintain a safe work and educational environment and are urged to take reasonable precautions to prevent violence and other unsafe conditions in the workplace and report indicators of risk of violent behavior. Indicators of violent behavior can include:

Direct or veiled threats of harm;
Intimidating, belligerent, harassing, bullying, or other inappropriate and aggressive behavior;
Numerous conflicts with supervisors and other employees;
Bringing a weapon to the workplace, brandishing a weapon in the workplace, making inappropriate references to guns, or fascination with weapons;
Statements showing fascination with incidents of workplace violence, statements indicating approval of the use of violence to resolve a problem, or statements indicating identification with perpetrators of workplace homicides;
Statements indicating desperation over family, financial, and other personal problems to the point of contemplating suicide;
Drug/alcohol abuse; and
Extreme changes in behavior.

Precautions to help prevent workplace violence include:

Do not release information about coworkers’ schedules, home telephone numbers, or other personal information.
Request the credentials of any stranger who enters your office to do repair or other service work. If necessary, verify the Work Request with the building administrator or through the Facilities Operations and Service Center (607-753-2100), if appropriate.
Never leave money, credit card travel documents or anything else of value in an unlocked desk or cabinet.
Report stolen items to University Police immediately.

Notify the University Police Department whenever an order of protection is granted which mentions University property or involves a University employee or a person working at or attending the University. Additionally, provide a copy of the order. Appropriate efforts will be made to protect the privacy and sensitivity of the information provided. Employees should also notify their supervisor.
Victims of domestic violence who believe the violence may extend into the workplace, or employees who believe that domestic or other personal matters may result in their being subject to violence extending into the workplace, are encouraged to notify their supervisor or the University Police Department. Confidentiality will be maintained to the extent possible. SUNY Cortland’s Domestic Violence and the Workplace Policy.
All employees have an obligation to immediately report any incidents of violence and/or threats of violence to: their next-in-line supervisor who is not party to the alleged violation; the Human Resources Office; or to the University Police Department. If the incident of violence and/or inappropriate conduct or behavior is by a student, immediately report the incident to the Student Conduct Office at 607-753-4725 or to the University Police Department at 607-753-2111.
Any employee or representative of employees who believes that a violation of the Workplace Violence Prevention Program exists, or that an imminent danger exists, must contact the University Police Department at 607-753-2111 or 911 immediately.

Supervisors’ Responsibilities

Each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within their area of jurisdiction for the implementation of this policy.
Supervisors are required to contact the University Police Department immediately (607-753-2111) in the event of imminent or actual violence involving weapons or potential physical injuries.
Supervisors must report to the University Police Department any complaint or incident of workplace violence of which they become aware or reasonably believe to exist. Supervisors are expected to inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After reporting such complaints or incidents to the University Police Department and immediate supervisor, the supervisor should keep it confidential and disclose it only as necessary during the investigation process and/or subsequent proceedings.
Every supervisor is required to report any knowledge of workplace violence to the Human Resources Office immediately (607i-753-2302). Failure of a supervisor to initiate appropriate action may result in corrective or disciplinary action.

University Police Department Responsibilities

The University Police Department is responsible for responding to, intervening in, and documenting all incidents of violence in the workplace. The University Police Department will immediately log all incidents of workplace violence and will notify the affected supervisor of an incident involving their employee and notify the appropriate University official of an incident involving a student.
The University Police Department will maintain an internal tracking system of all threats and incidents of violence. Annual reports will be submitted to the president detailing the number and description of workplace violence incidents, the disposition of the incidents, and recommended policy, training issues, or security procedures that were or should be implemented to maintain a safe working and learning environment.
The University Police Department officers will be trained in workplace violence awareness and prevention, non-violent crises intervention, conflict management, and dispute resolution.
When informed, the University Police Department will maintain a record of any orders of protection and will provide escort service to members of the University community within its geographical confines, when sufficient personnel are available. Such services are to be extended at the discretion of the chief of police or designee. Only the president, or designee in their absence, can authorize escort service outside of the geographical confines of the college.

Human Resources Office Responsibilities

The Human Resource Office will assist the University Police Department and supervisors in responding to workplace violence.
The office will facilitate appropriate responses to reported incidents of workplace violence.
Human Resources will notify the University Police Department of workplace violence incidents reported to Human Resources.
The Human Resources Office will consult with, as necessary, counseling services to secure professional intervention.
The office will arrange crisis counseling, if warranted.
New employees or employees transferred to the University will be provided with a copy of the Workplace Violence Prevention Policy and Procedure and employees will receive appropriate training pursuant to NYS Labor Law §27b.
The Human Resources Office will disseminate this policy to all employees on an annual basis. The policy will be posted throughout the campus and on the College’s website, as appropriate.
Risk factors will be disseminated to employees.
- The Human Resources Office will coordinate with University Police to:
- Conduct risk assessments of the workplace to determine the presence of factors or situations that might place employees at risk of workplace violence;
- Assess the campus’ readiness for dealing with workplace violence; and
Assess the potential problem of workplace violence.
Human Resources will review the annual summary of campus incidents and make preventative recommendations as appropriate.
The annual summary will be shared with the campus bargaining units.
The on-line workplace violence prevention training module will be reviewed, and the Human Resources Office will make recommendations/revisions as appropriate.

Employee Assistance

Everyone deserves an environment that is nonviolent and that promotes well-being both on and off-the-job. The University’s Employee Assistance Program (EAP) is a service to help state employees and their families who are facing a problem in their lives. It might be a marital problem, alcoholism, drug abuse, financial strain, or perhaps a legal problem. EAP is designed to help the employee handle the problem before it affects his or her job. The campus EAP coordinator can be contacted confidentially at 607-753-5777. Additional information on the EAP website.