California SB 553 Compliance Guide

Everything California employers need to know about complying with SB 553 workplace violence prevention requirements.

Compliance Alert

SB 553 compliance was required by July 1, 2024. Non-compliance penalties can reach $70,000+ per violation.

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What is SB 553?

California Senate Bill 553 (SB 553) is a comprehensive workplace safety law signed by Governor Gavin Newsom on September 30, 2023. This legislation mandates that most California employers develop and implement a Workplace Violence Prevention Plan (WVPP) to protect employees from violence in the workplace.

The law represents a significant expansion of workplace safety requirements, extending protections previously limited to healthcare facilities to most California workplaces. Its primary goal is to prevent workplace violence incidents through proactive planning, employee training, and systematic reporting procedures.

Key Facts About SB 553

  • Signed into law: September 30, 2023
  • Effective date: January 1, 2024
  • Compliance deadline: July 1, 2024
  • Enforcement agency: California Division of Occupational Safety and Health (Cal/OSHA)
  • Primary requirement: Development and implementation of a Workplace Violence Prevention Plan

Key Compliance Requirements

To comply with SB 553, employers must fulfill several specific requirements outlined in the legislation:

  1. Develop a Written Workplace Violence Prevention Plan (WVPP)

    The WVPP must be specific to each workplace and include procedures for identifying and addressing workplace violence hazards, incidents, and emergencies.

  2. Maintain Records of Workplace Violence Hazards

    Employers must document identified hazards, evaluation methods, and corrective measures implemented to address these hazards.

  3. Keep a Violent Incident Log

    A detailed record of all workplace violence incidents must be maintained, including the date, time, location, and details of each incident.

  4. Provide Employee Training

    All employees must receive training on workplace violence prevention, including how to recognize and report potential hazards and incidents.

  5. Review and Update the WVPP

    The WVPP must be reviewed and updated as necessary to ensure its effectiveness in preventing workplace violence.

WVPP Required Components

Your Workplace Violence Prevention Plan must include:

  • Names or job titles of individuals responsible for implementing the plan
  • Effective procedures for obtaining employee involvement in plan development
  • Methods for identifying and evaluating workplace violence hazards
  • Procedures to correct workplace violence hazards in a timely manner
  • Procedures for post-incident response and investigation
  • Procedures for communicating with employees about workplace violence matters
  • Procedures for employee compliance with the WVPP
  • Procedures for responding to actual or potential workplace violence emergencies
  • Procedures for periodic workplace security assessments

Who Must Comply with SB 553?

SB 553 applies to most California employers, with specific exemptions for certain types of workplaces and situations.

Covered Employers

  • Most California businesses with employees
  • Private and public sector employers
  • Organizations of all sizes, with certain exceptions
  • Businesses with public-facing operations
  • Workplaces with more than 10 employees

Exemptions

  • Healthcare facilities already covered under Section 3342 of Title 8 of the California Code of Regulations
  • Workplaces with fewer than 10 employees present at any given time that are not accessible to the public
  • Teleworking employees working from locations of their choice not under the employer's control
  • Certain Department of Corrections and Rehabilitation facilities
  • Law enforcement agencies performing law enforcement operations

Compliance Timeline and Deadlines

Understanding the SB 553 implementation timeline is crucial for ensuring timely compliance with all requirements.

1
September 30, 2023

SB 553 signed into law by Governor Gavin Newsom

2
January 1, 2024

SB 553 officially took effect

3
January - June 2024

Employers should have been developing their Workplace Violence Prevention Plans and implementing required procedures

4
July 1, 2024

Deadline for full compliance with all SB 553 requirements

5
Ongoing

Continuous review and updates to WVPP, regular employee training, and maintenance of required records

Training Requirements

SB 553 mandates comprehensive training for all employees on workplace violence prevention. This training must be effective, tailored to specific workplace conditions, and provided in a language and format that employees can understand.

Initial Training

Required for all employees and must cover:

  • The employer's WVPP and how to access it
  • How to report workplace violence incidents or concerns without fear of reprisal
  • How to recognize workplace violence hazards specific to the employee's job assignment
  • Measures to prevent workplace violence
  • How to seek assistance to prevent or respond to violence
  • Strategies to avoid physical harm

Additional Training

Must be provided when:

  • The WVPP is initially established
  • New employees are hired
  • Employees are given new job assignments with different hazards
  • New workplace violence hazards are identified
  • Workplace procedures or equipment changes affect workplace violence risks
  • The employer becomes aware of a new or previously unrecognized hazard

Recordkeeping Requirements

Proper documentation is a critical component of SB 553 compliance. Employers must maintain several types of records and make them available to employees and their representatives upon request.

Required Records

  • Violent Incident Log: Documentation of all workplace violence incidents
  • Hazard Identification Records: Documentation of workplace violence hazards identified and corrective actions taken
  • Training Records: Documentation of all training sessions, including dates, content summaries, and names of attendees
  • WVPP Reviews: Documentation of periodic reviews and updates to the WVPP
  • Investigation Records: Documentation of investigations into workplace violence incidents

Retention Period: All records must be maintained for a minimum of five years.

Penalties for Non-Compliance

Failure to comply with SB 553 can result in significant penalties and increased liability. Cal/OSHA has the authority to enforce the law and impose penalties for violations.

Potential Consequences

  • Regulatory Fines: Up to $13,277 per violation, with penalties up to $134,334 for willful or repeated violations
  • Multiple Citations: Each requirement can be cited separately, potentially resulting in multiple penalties
  • Increased Civil Liability: Non-compliance can be used as evidence of negligence in civil lawsuits
  • Business Disruption: Investigations, abatement orders, and potential work stoppages
  • Reputational Damage: Public records of citations and negative publicity

Frequently Asked Questions

SB 553 defines workplace violence as "any act of violence or threat of violence that occurs in a place of employment." This includes:

  • The threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress
  • Incidents involving the use of a firearm or other dangerous weapon
  • Incidents involving the threat of such actions, regardless of whether the employee sustains an injury

This definition encompasses a broad range of behavior, from verbal threats to physical assaults, regardless of the perpetrator's relationship to the workplace.

SB 553 differs from existing workplace safety regulations in several important ways:

  • Scope: SB 553 extends requirements previously limited to healthcare facilities to most California workplaces.
  • Specificity: It provides detailed requirements for workplace violence prevention plans, unlike the more general requirements in existing regulations.
  • Recordkeeping: SB 553 mandates specific documentation of workplace violence incidents through a violent incident log.
  • Training: It requires comprehensive training on workplace violence prevention for all employees.
  • Focus: While existing regulations address general workplace safety, SB 553 focuses specifically on preventing violence.

These differences make SB 553 a more comprehensive and targeted approach to workplace violence prevention than previous regulations.

The Violent Incident Log required by SB 553 must include the following information for each workplace violence incident:

  • Date, time, and specific location of the incident
  • Detailed description of the incident
  • Classification of the incident (Type 1, 2, 3, or 4 violence)
  • Classification of the injuries, if any
  • Names of employees involved
  • Names of other individuals involved
  • Type of incident (physical, verbal, etc.)
  • Actions taken by the employer in response
  • Results of any investigation
  • Corrective actions implemented

This log must be maintained for a minimum of five years and made available to employees and their representatives upon request.

Yes, employers can modify existing safety plans to comply with SB 553, but they must ensure that all specific requirements of the law are addressed. When adapting existing plans:

  • Review the existing plan against SB 553's specific requirements
  • Identify gaps or areas that need enhancement
  • Add required components that may be missing
  • Ensure the plan is workplace-specific and addresses unique risks
  • Update training materials to include all required topics
  • Establish or update recordkeeping procedures to comply with the law

It's important to thoroughly review SB 553's requirements to ensure that your modified plan meets all compliance standards. Simply adding a few elements to an existing general safety plan is unlikely to satisfy the specific and detailed requirements of the law.

Multi-location employers must approach SB 553 compliance with consideration for each specific workplace. Best practices include:

  • Location-Specific Plans: Develop a base WVPP template that can be customized for each location's specific hazards and conditions.
  • Site Assessments: Conduct separate risk assessments for each location to identify unique hazards.
  • Local Implementation Teams: Designate responsible individuals at each location to implement and manage the WVPP.
  • Consistent Documentation: Establish standardized record-keeping systems across all locations.
  • Coordinated Training: Provide consistent base training with location-specific elements added as needed.
  • Central Oversight: Maintain central coordination to ensure all locations meet compliance standards.

While efficiency can be gained through a standardized approach, each location must have its own specific plan that addresses the unique risks and conditions of that workplace.

Need Help With SB 553 Compliance?

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SB 553 Compliance Resources

Workplace Violence Prevention Plan Template

A comprehensive, customizable template that meets all SB 553 requirements.

  • Ready for immediate implementation
  • Includes all required components
  • Easy to customize for your workplace
Learn More

Violent Incident Log & Reporting Forms

Complete documentation system with all necessary forms for SB 553 compliance.

  • Standardized incident logging
  • Investigation documentation
  • Corrective action tracking
Learn More

Training Materials & Resources

Comprehensive training package to satisfy SB 553 training requirements.

  • Ready-to-use presentations
  • Training documentation forms
  • Assessment resources
Learn More

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