Workplace Violence Prevention - Manager Reference
Legal Requirements - California SB 553
California SB 553 (effective July 1, 2024) requires all California employers to establish, implement, and maintain a written Workplace Violence Prevention Plan. Key requirements include:
- A written WVPP specific to each work location
- Active employee involvement in developing and reviewing the plan
- Procedures for employees to report concerns without fear of retaliation
- A process for responding to actual or potential workplace violence incidents
- Procedures for coordinating with law enforcement
- Training for all employees at initial hire and annually thereafter
- Maintenance of a violent incident log for a minimum of five years
- Post-incident response and investigation procedures
Persons Responsible for Implementation
Primary WVPP Administrator - The Salon Owner/General Manager:
- Ensuring the plan is current, complete, and accessible to all employees
- Overseeing training and recordkeeping requirements
- Reviewing and updating the plan at least annually and after any violent incident
- Coordinating with law enforcement when appropriate
WVPP Coordinator - The designated Salon Manager or Lead Supervisor:
- Receiving and documenting employee reports
- Conducting or assisting with post-incident investigations
- Maintaining the violent incident log
- Serving as the primary point of contact for employees
Employee Involvement
SB 553 requires that employees be involved in the development and review of the WVPP:
- Employees are invited to participate in annual reviews
- New employees are given the opportunity to ask questions during onboarding
- Employee input on salon-specific risks is actively solicited and documented
Post-Incident Response and Investigation
Immediate Post-Incident Response:
- Ensure any injured persons receive prompt medical attention
- Secure the area if required for law enforcement investigation
- Contact the WVPP Administrator if not already involved
- Notify the business's workers' compensation carrier if any employee was injured
Investigation (within 24 hours):
- Collect written statements from all witnesses
- Review any available video surveillance footage
- Document physical evidence
- Record the incident in the Violent Incident Log
- Identify contributing factors, including environmental hazards, staffing issues, or policy gaps
Corrective Action:
- Changes to physical workspace, lighting, or security systems
- Changes to cash handling procedures
- Modification of client scheduling or access policies
- Additional employee training
- Policy revisions
- Personnel actions
Coordination with Law Enforcement
- Call 911 anytime there is an immediate threat or active violent incident
- Contact local law enforcement for non-emergency welfare checks or threat assessments when credible non-immediate threats are made
- Cooperate fully with law enforcement investigations
- Post the business address and nearest cross street near the main telephone and register area for emergency dispatchers
- Employees are never required to obtain management approval before calling 911
Violent Incident Log
SB 553 requires a log for every workplace violence incident.
The log must include:
- Date, time, and specific location of the incident
- Type of workplace violence (Type 1, 2, 3, or 4)
- Description of the incident
- Who was involved - by job title only (not name)
- Witnesses - by job title only
- What precipitated the incident, if known
- Nature of any injuries sustained
- Whether weapons were involved and type
- Actions taken by the employer in response
Log Maintenance:
- Maintained by the WVPP Coordinator
- Retained for a minimum of five years
- Available to Cal/OSHA upon request
- Employee access with names and PII redacted
Training Requirements
Initial Training
All employees must receive initial WVPP training. New employees must receive training before beginning independent work. Training must cover:
- The requirements of California SB 553
- The specific contents of our WVPP
- How to report a workplace violence concern
- How to respond to a violent incident
- An overview of the Violent Incident Log
Annual Refresher Training
All employees must receive refresher training at least once per calendar year.
Additional Training
Additional training provided whenever new hazards are identified, significant changes are made to the WVPP, or an incident reveals gaps.
Training Format
All SB 553 training must be interactive with opportunities for Q&A. Employees must be compensated at their regular rate of pay.
Training Documentation
Retain for a minimum of five years:
- Date of training
- Names of employees who attended
- Name and qualifications of the trainer
- Topics covered
- Summary of the training method used
Communication of the Plan
- Provide to all employees upon hire
- Review with all employees during annual training
- Distribute updated copies when materially revised
- Keep accessible at each salon location
- Make available to Cal/OSHA upon request
Record Retention
| Record Type | Retention Period | Responsible Party |
|---|---|---|
| Written WVPP | 5 years from each revision | WVPP Administrator |
| Training records | 5 years from training date | WVPP Coordinator |
| Violent Incident Log | 5 years from date of each entry | WVPP Coordinator |
| Post-incident investigation records | 5 years from date of incident | WVPP Coordinator |
| Employee reports of concerns | 5 years from date of report | WVPP Coordinator |
Annual Review and Plan Updates
Review and update this plan:
- At least once per calendar year
- After any workplace violence incident
- Whenever new hazards are identified
- When changes in operations, physical space, or staffing affect the plan
- When an employee raises a concern that reveals a gap
Notify employees of material changes and provide updated training if changes affect responsibilities or safety procedures.
Last reviewed: March 2026