In the Spring 1999 The Ohio State University established a Workplace Violence Policy after a careful process of development and review involving several constituents throughout the university community. Upon implementation, the university has conducted a major communication and education effort to inform faculty and staff about the new policy that will extend through the Fall 1999 quarter. This article will highlight the significant aspects of the policy development, communication and training, and conclusions regarding lessons learned.

Early in 1998 and soon after a major incident of workplace violence occurred at the Ohio Bureau of Employment Services in Columbus, the Office of Human Resources in cooperation with University Public Safety Officials reestablished a work group to finalize a workplace violence policy. This group worked in conjunction with the Office of Business and Finance to convene a university-wide committee to review the policy and determine strategies for implementation and education. The new policy went into effect March 22, 1999 and was posted on the university's human resource online policy manual. The policy was also mailed to all vice presidents, deans, chairpersons, and administrative officials of the university.

To communicate to faculty and staff, University Public Safety Services partnered with the Office of Human Resources to develop a workplace violence brochure. The brochure highlights key aspects of the policy, risk factors and warning signs, prevention tips, and resources for handling conflict and dealing with incidents of violence. This brochure was provided to all faculty and staff with their paychecks in April and May 1999 and is available upon request from the Office of Human Resources - Consulting Services or the University Police.

A work group from the university-wide policy committee began working on a training plan during the Fall 1998. The primary target audience was managers, supervisors, and administrative officials who would be responsible for ensuring the new policy was communicated and enforced in their areas of responsibility. A training program of about 90 minutes was developed that included lecture and case studies. It was determined that the primary facilitators would be from the Office of Human Resources and University Police. The outline primarily involves a policy overview, behaviors that could indicate risk of violence, responsibilities of supervisors, faculty and staff, and an introduction to the newly created Crisis Assessment Team (CAT). The training concludes with three case scenarios that are divided among the participants in small groups for discussion and then whole group review and summary.

As of late August 1999 there have been at least 13 training sessions with nearly 400 managers, supervisors, and administrative officials participating. Reaction has been very positive. Participants seemed appreciative that the university has taken such proactive steps to develop a new policy and to educate and train leaders and administrators to be equipped to deal with incidents of violence. We anticipate conducting an additional 15 to 20 sessions over the next few months to try to spread the word about the new policy and available resources.

The aforementioned CAT is something worth sharing additional information about. The group is intended to provide comprehensive expertise and guidance to university administration and management in dealing with serious and/or complex incidents of violence. It is clearly expressed in our policy that many of the violent threats or incidents can and should be handled through already established processes for corrective action and dispute resolution. The group consists of four core or regular members representing the following university groups: Office of Human Resources, University Police, University Faculty/Staff Assistance Program (OSU's version of an EAP) and Office of Legal Affairs. There are several other university departments and units that may be asked to assist on a case-by-case basis, such as the Office of Academic Affairs, University Security Services and Employee Health.

What is workplace violence?

The Ohio State University has defined workplace violence as any act occurring in the workplace that results in threatened or actual harm to a person or a property. The following behaviors will not be tolerated at Ohio State:

1. Threats—direct or implied;

2. Physical conduct that results in harm to people or property;

3. Possession of deadly weapons* on University property;

4. Intimidating conduct or harassment that disrupts the work environment or results in fear for personal safety.


• Deadly weapons are any instrument, device or thing capable of inflicting death, and designed or specially adapted for use as a weapon, or possessed, carried or used as a weapon.
  

Why is it necessary to have a workplace violence policy?

Ohio State University is taking a proactive approach to preventing incidents in the workplace and in being prepared in the event of a violent act. The reality is that violence is prevalent in today's workplace. The following statistics are evidence of this fact. According to the Bureau of Justice statistics, almost one million individuals become victims of violent crime while working every year.

Approximately 500,000 victims of violent crime in the workplace lose an estimated 1.8 million workdays each year and over $55 million in lost wages. (These statistics are also from the Bureau of Justice.)

Statistics from the National Institute for Occupational Safety and Health (NIOSH) identify homicide as the second leading cause of work-related deaths. Among working women, it is the number one cause of work-related deaths.

What are some of the reasons for the prevalence of violence in the workplace?

There is no one cause for workplace violence. Some of the following elements of our current culture may play a part:

o Job insecurity and the threat of downsizing, rightsizing, acquisitions, and mergers are destabilizing many people.
o Liberal gun laws allow for the accessibility of deadly weapons.
o Violence is glorified through news and the world of entertainment. Based on what is seen in the media, violence seems to be an acceptable option for resolving conflict.
o Stress associated with a fast-paced world causes some people to respond in destructive ways.
o Drug abuse and alcohol abuse are common in society.
o Incidents of domestic violence will, at times, spill over into the workplace.

What should a supervisor do if he/she observes more than one of the above-listed behaviors?

Talk to the employee in a caring manner. Objectively share what has been observed (with no evaluation attached) and ask if the employee is all right. Offer to listen. Pay attention to your own intuition about this employee. If you feel the employee may be violent, definitely talk about it with someone else—see the next three steps.

1. Discuss the situation with your department, college, or academic unit HRP.
   
2. Seek guidance from your Human Resource Consultant.
   
3. Refer the employee to the University Faculty/Staff Assistance Program.
   

When should the supervisor involve, the police?

o Employee is acting in a threatening way that prevents any normal communication or control.

o Employee's threat is so specific that violent actions seem imminent or inevitable.

o Employee's action has caused another to respond in a violent manner (i.e., pushing, shoving, tripping, hitting, etc.).

o Employee displays a weapon.

o Employee starts a physical attack on you or another person.

o Employee starts to throw things around you in an aggressive manner (i.e., chair, tools, equipment, etc.).

o Employee starts to destroy things around you (i.e., damages wall, glass, equipment, etc.).

o Employee kidnaps or takes others hostage.

o Employee threatens to explode a bomb or cause a catastrophic equipment failure.

o Employee starts a fire at the workplace.

o Employee contaminates or poisons food or beverages in the workplace.

o Employee creates a hazardous condition in the workplace.

Who is responsible for ensuring a safe workplace?

The OSU workplace violence policy defines the following responsibilities:

Employing Unit Responsibilities:

o Familiarizing employees with the Workplace Violence Policy.

o Scheduling training about workplace violence for supervisors and managers.

o Evaluating threats and taking action to involve the right authorities.

Faculty/Staff/Student Employee Responsibilities:

o Being aware of the Workplace Violence

o Reporting violations of the policy to the University Police or the appropriate administrative official.

o Encouraging members of the SO community to report instances of domestic violence that might affect the workplace to the appropriate administrator, the University Police and/or a member of the University Faculty/Staff Assistance Program.

University Police Responsibilities:

o Restoring order in violent situations.

o Enforcing criminal law.

o Arranging medical assistance when needed.

Office of Human Resources Responsibilities:

o Providing guidance to units in how to respond to certain behaviors and/or situations.

o Processing requests for corrective action.

o Activating the Crisis Assessment Team as appropriate.

What is the Crisis Assessment Team (CAT)?

CAT has the following primary functions:

1. Assess and manage incidents of violence;

2. Determine appropriate action to assist the affected unit;

3. Conduct an investigation as appropriate;

4. Develop and implement an action plan.

The CAT is not intended to address issues that can be effectively managed at the unit level. The intention of the CAT is to assist in dealing with serious threats and/or incidents such as:

o Repeated threats of physical violence;

o Actual physical violence/assault; and

o Threats of bringing deadly weapons into the workplace.

Core members of the Crisis Assessment Team are:

Office of Human Resources
(Pat Payne, Shari Mickey-Boggs)

University Police
(Ron Michalec)

University Faculty Staff Assistant Program
(Frank Marlor)

Office of Legal Affairs
(Kim Shumate)

Additional offices or department representatives may be involved.

Once the CAT is notified of an incident, it will be up to the CAT group leader (Pat Payne, Shari Mickey-Boggs) and core group to determine whether it is necessary to bring the group together immediately or to try to manage the incident prior to activating the CAT. If the CAT is activated, they will try to meet immediately (meetings may be by telephone) to determine appropriate steps to be taken!

What campus resources are available for consultation and response to workplace violence?

Office of Human Resources - Consulting Services
Phone Number 2-2800
University Police
Phone Number 2-2121
University Faculty/Staff
Assistance Program
Phone Number 3-2442
Legal Affairs
Phone Number 2-0611

Case Study #1

John came to you because he was very upset with another employee, Sam. John claims Sam is "out to get him' and is worried about how Sam can influence his performance evaluation. He believes Sam is sabotaging his work. John said Sam is spreading rumors about him to other members of the staff. When John was discussing this with you he became red in
the face and had clenched fists and a tight jaw. You know that John is an avid hunter and has several guns in his home. What if anything, should you do?

Case Study #2

Warren, a student employee, was terminated from his position. His immediate supervisor, Sarah, has come to you, expressing fear for her safety. Sarah said Warren threatened to "make her pay for this" when she fired him. That same night, when Sarah went out to her car, there were scratches down both sides that were not there before. The scratches look like they were made with a knife or some type of sharp object. Sarah said she is scared and also scared that her husband might do something to Warren to "put him in his place." What, if anything, should you do?

Case Study #3

You have noticed that Rita, an employee you have known for six years, has suddenly become quiet and reserved. She used to tell stories about her weekend activities on Monday mornings, but she no longer does that. In the last week, a couple of other employees have mentioned to you that Rita has been noticeably abrupt and snippy. The last time Rita turned in a "sick leave form" you questioned whether she had any more "sick leave" to take. It used to be that Rita was incredibly reliable and dependable. Since she got married a year ago, this changed. What, if anything, should you do?



Human Resources Policy and Procedures Manual

Subject: Workplace Violence
Number: 7.05
Applies To: University faculty, staff and student employees*, Issued: 3/22/99

Policy

The Ohio State University is committed to providing faculty, staff, and students with an environment that is safe, secure, and free from threats, intimidation, and violence. To promote an atmosphere that encourages learning and productive employment, quick responsive action will be taken if violence or the threat of violence arises.
*Students who are not employees are covered by the Student Code of Conduct. This policy does not apply to University Medical Center employees. Please refer to University Hospital's Policy and Procedures Manual, Workplace Standards of Conduct, Policy 02-24.

Policy Guidelines

I. The Ohio State University will not tolerate the following conduct or behavior:

o Threats, direct or implied;

o Physical conduct that results in harm to people or property;

o Possession of deadly weapons on University property;

o Intimidating conduct or harassment that disrupts the work environment or results in fear for personal safety.

II. Definitions

1. Workplace violence—any act that results in threatened or actual harm to a person or property in the workplace.
   
2. Deadly weapon—any instrument, device or thing capable of inflicting death, and designed or specially adapted for use as a weapon, or possessed, carried or used as a weapon.

III. Individuals found to engage in behavior in violation of this policy will be subject to corrective action, up to and including termination.

Procedure
Number 7.05, Issued 3/22/99

I. Employing Unit Responsibilities

1. Familiarize employees with the University workplace violence, policy.
2. Schedule workplace violence training for supervisors and managers. Provide similar training for other staff as appropriate.
   
3. Evaluate any alleged threat by assessing it’s perceived intent and the capacity and means to fulfill the threat. Factors to consider include the nature of the threat, duration of risk, and likelihood that harm will occur.
   
   
   1. If the circumstances do not indicate imminent danger to persons or damage to property:
      Using the Incident Report form (see Section Vl.), document the circumstances associated with the event to include
      
      1. record of information from all involved employees or witnesses, and an evaluation of the circumstances;
         
      2. Contact the Office of Human Resources, Consulting Services to report the incident and to request guidance and assistance;
         
      3. Promptly develop and implement a plan of action;
         
      4. Promptly initiate appropriate corrective action based upon the individual's degree of involvement.
         

2. In the event of imminent danger or an incident of violence involving injury to persons or damage to property:

1. Notify police;
   
2. Seek assistance for persons needing care;
   
3. Using the Incident Report form document circumstances associated with the event to include a record of information from all involved employees or witnesses, and an evaluation of the circumstances.
   
4. Contact the Office of Human Resources, Consulting Services to report the incident, and request to speak with a representative of the crisis assessment team;
   
5. Promptly develop and implement a plan of action;
   
6. Promptly initiate appropriate corrective action based on the individual's degree of involvement.
   
   

II. Faculty/Staff/Student Employee Responsibilities

1. Be aware of the workplace violence policy.
   
2. Report violations of the policy to an appropriate administrator (e.g., immediate supervisor, department head, human resource officer, University Police, Office of Human Resources consultant).
   
3. In an effort to promote a safer work environment, employees who are the victims of domestic violence or who believe they may be the recipients of violence are encouraged to promptly notify an appropriate administrator, University Police and/or University Faculty/Staff Assistance Program. Confidentiality will be maintained to the extent allowed by law.
   

III. University Police Responsibilities - (Regional campuses should contact campus security and/or local law enforcement.)

1. Restore order in a conflict situation.
   
2. Enforce criminal law.
   
3. Arrange for emergency medical assistance.
   
4. Participate on a crisis assessment team as appropriate.
   

IV. Office of Human Resources Responsibilities.

1. Provide assistance to the employing unit.
   
2. Process requests for corrective action.
   
3. Activate the crisis assessment team as needed.
   

V. Crisis Assessment Team Responsibilities

The team consists of representatives from the Office of Human Resources, University Police, University Employee Health, University Faculty/ Staff Assistance Program, Environmental Health and Safety, and other units when appropriate, such as the Office of Legal Affairs and/or the Office of Academic Affairs. The crisis assessment team is not designed to address workplace issues that should be handled with appropriate procedures at the employing unit level. It is designed to:

1. Assess and manage incidents involving imminent danger or violence;
   
2. Determine appropriate action to assist the affected unit;
   
3. Conduct an investigation as appropriate;
   
4. Develop and implement an action plan.
   

VI. The Incident Report form is available from the Office of Human Resources, Consulting Services at (614) 292-2800.

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