Workplace Violence: Practical Planning/Response Protocols

1. Workplace Violence: Practical Planning/Response Protocols TEXAS PRIMA November 20, 2009

2. First Things First • Establish policy and protocols addressing workplace violence, including domestic violence • Establish a reporting process and track incidents • Establish training for employees. • Establish a Threat Management Team • Change your culture.

3. What is a Threat Management Team (TMT) • A multi-disciplinary team within the entity convened to assess and manage threats of violence • Familiar with workplace violence policies and procedures and HR policy • Primary objective is to assess and manage threats of violence • Members should have sufficient authority to manage threatening situations

4. Who should be on the TMT? • Should include persons with decision making authority • Recommend: operations director, facilities director or equivalent, security/police, business manager, legal, risk management, HR director • May vary depending on situation (may need specific expertise such as mental health) • Optimum size is five persons (more or less)

5. Threatening Behavior • Any conduct that is sufficiently severe, offensive or intimidating to create a reasonable fear for one’s own safety, or the safety of co-workers, family, friends or property. • Can include current or former employees, current or former partners, visitors and customers.

6. Threats of Violence • Any statement or behavior that either directly or indirectly implies a future act of violence against self, clients, employees, visitors, customers, guests or other individuals.

7. Three Best Indicators of Violence • Threat (direct or implied) • History of violence – best indicator of future violence • Gut level feeling (instinct we are all possess)

8. Five Elements of Violence(Exist in all forms of violence) • Victim (control) • Perpetrator (power) • Environment (involvement, where both interact) • Conflicts between the perpetrator and victim • Threats – direct/implied, verbal/physical

9. Assessment: Signs of Seriousness of Threat • Description of How • States specific injury or death • Names potential victim or victims (list) • Access to potential victim or victims • Stated commitment • Access to weapons (and has indicated such) • Justification • Willingness to suffer consequences

10. Protective and Restraining Orders • All employees who self-declare in the workplace and have filed a Protective Order, Temporary Restraining Order, Criminal Trespass Order, or any other legally binding document that is enforceable under state and federal laws to protect the victim of domestic violence shall provide a copy of the following to risk management, legal, and the human resources office: • the petition and declarations used to seek the Order; and • any Protective Order, Temporary Restraining Order, Criminal Trespass Order, and any other legally binding document granted by the court that is enforceable under state and federal laws to protect the victim of domestic violence and the employees of the HHS Enterprise.

11. Protective and Restraining Orders • The (entity name) will comply with all Temporary Restraining Orders, Protective Orders, Criminal Trespass Orders, and any other legally binding document granted by the court that is enforceable under state and federal laws to protect the health and safety of the victim of domestic violence and the employees of the (entity name).

12. Legal Options • Protective Orders: Title IV, Texas Family Code. • Protective orders make it a criminal offense for the respondent to go within a certain distance of the protected person’s home, work or school, or to communicate with her in a harassing manner. Any victim of family violence (effective 9/1/01, this includes dating violence) is eligible to apply for a protective order. The final protective order may be good for up to two years and can include civil remedies such as child support and visitation schedules depending on the county or judge issuing the order. The protective order may be renewed upon a showing of “the threatened harm that reasonably places the applicant in fear of imminent physical harm.”

13. Legal Options • Magistrate’s Order of Emergency Protection: Art. 17.292 Code of Criminal Procedure • Commonly referred to as an Emergency Protective Order, the Magistrate’s Order for Emergency Protection (MOEP) is available when a person has been arrested for a family violence assault. When the defendant is brought before a judge to receive a bond or bail amount, the judge may issue this order for no less than 31 days and no more than 61 days. Like a protective order, violations of the MOEP can result in the arrest of the defendant. A law enforcement officer, the victim, a prosecutor, or the judge can request the order. • Additionally, the judge can grant one on his or her own motion. MOEPs are mandatory in cases where the defendant is charged with a family violence assault causing serious bodily injury to the victim or the use or exhibition of a deadly weapon during the commission of the assualt.

14. Legal Options • Stalking: Sec. 42.072, Texas Penal Code • To be charged with stalking, the defendant must have the intent or the knowledge that his or her actions will instill fear of death or bodily injury to the victim or a member of the victim’s family or household. • Threats can be explicit (e.g. “I’m going to kill you.”) or implied (e.g. veiled threats, hurting family pets). Threats must be aimed at a specific person, they cannot be general threats. Threats may be conveyed by the stalker or someone acting on his or her behalf. • Threatening conduct has to occur on more than one occasion and be directed toward the victims and/ or the victim’s family or household members. However, only one police report is required. The acts may include threatening contact by mail or phone, or by following the victim, placing her under surveillance, or damaging the victim’s property. Stalking is a criminal offense punishable by a fine of $4,000 and/or up to one year in jail.

15. Potential Sources of Threats in the Workplace • There are five common sources of threats on the job: • strangers who are involved in the commission of a crime, or who have a grudge against the agency; • current or past clients; • current and former employees; • current or former partners of employees; and • those who stalk or are infatuated with an employee.

16. Managing Threats of Violence Process • Immediate Response • TMT Initial Meeting • Information Gathering • Action Planning and Implementation • Follow-up and Disengagement

17. The Immediate Response • Gather immediately available information • Consider enlisting TMT members for assistance • Determine security needs • Follow “need to know” call tree list • Document your initial decisions/actions in a new TMT documentation manual

18. What do I do now? Internal/External Threat • Determine if law enforcement should be contacted • Review security needs • Evaluate “duty to warn” measures (who can I tell? (DV)/who do I tell?) • Determine what additional information is needed • Determine facility consumer safety measures • Document decisions and actions - WHY and WHY NOT

19. Information You Might Need (1 of 2) • Threatening individual’s history of acting out on anger or threats (Previous altercations, domestic violence, fights, aggravated assault, verbal abuse) • Any previous threatening or inappropriate behaviors? • What appears to be provoking the individual? • What are the possible stressors impacting the individual?

20. Information You Might Need (2 of 2) • Have there been any marked personality changes in the individual recently? • Has the individual demonstrated paranoid or delusional statements or behavior(s) (confused thinking, delusions, hallucinations, increased withdrawal, seclusion from others) • Obsession with weapons, or sympathizes with perpetrators of workplace violence (understands why they did what they did)

21. Potential Information Sources(employee) • Criminal history check • Supervisor interview • Co-workers • Personnel file • Previous employers • Reference on employment application • Talk with threatening individual

22. Information from Personnel File • Garnishments • Grievances • Altercations • EEO Complaints • Disciplinary actions • Performance reviews

23. Information from Supervisor and Former Supervisors • Do they have an “unofficial” employee file separate from personnel file? • Work history including performance, working with others, combative, disgruntled, etc.

24. Interviewing the Threatening Employee • Prepare in advance • Opening statement designed to help put the individual at ease • Questions you need to ask during interview • Easy questions first, more direct and difficult at the end • Explanation of seriousness of investigation and interview • Convey strong and exact expectations (follow existing policy to the letter)

25. Interviewing Co-Workers • During Interview • Seek first-hand information, not speculation or hearsay • Provide strong reassurances (anticipate questions such as, “Will I be fired?, What will happen to me?”)

26. 10 Test Questions (1 of 2) • Does our action protect known “targets”? • Are we preserving the dignity of the threatening individual? • Have contingencies been carefully evaluated? • Are reasonable contingency plans in place? • Is there an alternative courses of action? • Has appropriate legal considerations been satisfied?

27. 10 Test Questions (2 of 2) 7. Is the action based on substantiated facts? 8. Does the action follow your HR policy? 9. Does the action provide for or allow continued contact or monitoring of the individual, as needed? 10.Do you feel comfortable with your decision(s) if the actions taken end up on the front page of newspapers and top story on Internet news sources, TV and radio news programs?

28. Threatening Person (External)What can we do? • Communication by telephone • Consider Criminal Trespass Warning • Consider No Trespass letter • Review security measures, needs and resources • Consider involving law enforcement • Inform all on “need to know” staff

29. What is a Criminal Trespass Warning? • Verbal notification to the individual stating that the individual is banned from the office(s) and/or property • Should be given verbally in the presence of law enforcement, when individual is in the office, then follow up in writing. (Check with local law enforcement on proper protocol.)

30. What is a No Trespass Letter • A letter to the individual stating that they are not allowed on property, and if they have business with the entity it should be conducted via telephone or mail (electronic, USPS, etc)

31. Reasons for Criminal Trespass Warning/No Trespass Letter (1 of 2) • Threats of violence • Direct or implied threats of terrorism • Protective or Restraining Orders • Destruction or theft of property • Inappropriate sexual behavior • Physical violence

32. Reasons for Criminal Trespass Warning (2 of 2) • Use or possession of alcohol, inhalants, or controlled substance on property • Continuous and/or pervasive behavior that disrupt business operations

33. HHS Cases • Attempted murder/suicide – perceived relationship • Caseworker abducted from home/murdered – Media linked to work • Two employee abducted from parking lot at lunch, employee is POI • Employee killed during armed robbery attempt as she was leaving for the day • Arson kills two employees in Houston office bldg. • DV cases

34. Workplace Shooting Guidance(1 of 6) • IMMEDIATE ACTION STEPS • Assess if the incident presents continuing danger • Physical description of perpetrator • Have someone remain online with 911 • Notify call tree • Search for employees who may be hiding (after danger has passed) • Coordinate media statements with PIO

35. Workplace Shooting Guidance(2 of 6) • Receiving Initial Notification • What happened? • How bad is it? • What is being done? • Escalation potential? • Media considerations?

36. Workplace Shooting Guidance(3 of 6) • Four Primary Concerns • PEOPLE • Continuity of Operations • Client services • Alternative site • IT • Reputation • Emergency Procurement

37. Workplace Shooting Guidance (4 of 6 ) • Immediate Action Items • Continuing danger? • Emergency vehicles and first responders • Assessment and verification • Security • Families • Notifications • Escalation • Communications (PIO for media) • Legal and regulatory issues • Specialists (mental health, medical, ERM)

38. Workplace Shooting Guidance(5 of 6) • Notification Plan • Review Key Contacts List to determine who should be notified relevant to your crisis • Notification of proper authorities and other external agencies • Establish next-of-kin notification procedures • Who will make notifications? • Training and guidance for those who serve in this capacity.

39. Workplace Shooting Guidance(6 of 6) • Notify executive staff, ISD superintendents, elected officials, etc., and your immediate call list and communicate the answers to these basic questions. • What happened? • How bad is it? • What is being done? • What is the potential for escalation?

40. Workplace Shooting: TMT Meeting • Prioritize actions, not just information, to speed up the initial crisis and humanitarian needs • Focus your communication on action items; if no action needed, move on to the next item • Stay in control of phone calls; short and concise • Avoid getting bogged down in details that others can handle. Delegate as much as is appropriate so the team can stay focused on the incident at hand.

41. De-escalation Meeting • Provide current, appropriate information to staff following the incident • Stabilize and calm employees • Educate staff regarding stress reactions and symptoms • Collect information • Dispel rumors • Inform staff of work schedule

42. De-escalation Meeting Content • Acknowledge the significance of the crisis • Discuss expected reactions • Advise staff not to talk to the media • Discuss work schedule for next day, let everyone know how they will be notified • Ask if any questions – truthful responses • Establish a buddy system to maintain contact with affected staff • Arrange transportation for distraught employees • Advise supervisors and managers to come early the next day to be briefed prior to staff arriving • Remain afterward to speak with anyone who still have questions

43. Achieving “Order” Out of Chaos 12 Considerations (1 of 2) • Know where you want to go before taking action. • Communication to and from affected audiences if vital. • Management needs to be visible. • Identify and enact solutions as soon as possible. • Secure the incident site and establish sense of safety. • Protect staff from external influences (media, etc)

44. Achieving “Order” Out of Chaos 12 Consideration (2 of 2) 7. Give direction to staff for short term. 8. Utilize all available resources inside and outside the agency (EAP, DPS Crisis Response) to enhance sense of order. 9. Anticipate what could escalate and take actions to mitigate. 10. Identify the true nature of crisis and come up with answers. 11. Tell the truth. 12. Establish recovery system that involves all impacted employees.

45. Response Guide for Achieving Order (1 of 3) • Have you provided for administering emotional first aid including: • Accounting for everyone • Enlisting all internal and external resources for help • Making contact with victims and assisting them with immediate needs • Sharing all appropriate available information • Preparing for the arrival of family members

46. Response Guide for Achieving Order (2 of 3) • Making special arrangements to greet and address victims families • Protecting staff and family members from media • Gathering impacted staff in a comfortable, non-threatening space • Arranging to reunite family members with loved ones as soon as possible • Assisting employees following their statements to law enforcement.

47. Response Guide for Achieving Order (3 of 3) • Have you planned for employee de-escalation meetings that: • Stabilize those traumatized • Establish accurate information • Inform people about plans for tomorrow? • Have you referred to the 12 considerations for achieving order?

48. Questions?????

49. Contact Information • Regan J. Rychetsky, Director, HHS Enterprise Risk Management and Safety, 1106 Clayton Lane, Suite 300W • Austin, TX 78751 • Office: (512) 706-7288 • BB Cell: (512) 983-6472 • Fax: (512) 706-7353