Attachment A - Preventing Workplace Violence

Employees

Prior to Hiring an Employee Hiring officials should conduct a thorough screening of applicants to include contacting at least three former employers or other references as part of the required reference check.

Hiring officials must have applicants sign an application form indicating that the information being provided is truthful and accurate, and that omissions and false statements will result in discharge. The standard Virginia and George Mason University hiring forms include the appropriate statements.

After Hiring an Employee careful and thoughtful management of people is the best tool to avoid incidents of workplace violence. Handle problems between employees or between faculty and students quickly, fairly, and consistently using standard University procedures.

Supervisors should ensure all employees attend an orientation session that includes a briefing on the Standards of Conduct and the disciplinary system. Supervisors should also schedule periodical instruction on the Standards of Conduct for employees, or have then attend "Make a Difference at Mason" or "Let's Talk" seminars on related subjects.

Maintain open lines of communication with employees and students. Keep everyone informed of pertinent issues and ask for safety suggestions.

Supervisors should remain alert to dramatic changes in an employee's behavior or work performance. Supervisors should also obtain training in how to diffuse confrontations.

All employees should be informed of emergency procedures and who to contact in the event of an emergency. Employees should work in "teams" of two or more so that no one person is alone in your facility. The Campus Police can provide escorts to remote parking areas when employees work outside normal hours.

Take all threats of violence very seriously.

Non-Employees

Management should consider appropriate measures to reduce the risks to employees or students from outsiders. For example, violence may be eliminated by locking certain doors (but without obstructing emergency exits), limiting office access, contacting the Campus Police to schedule additional security checks, improving lighting, or installing security cameras. Other physical devices such as convex mirrors, an elevated vantage point, and strategically place internal barriers can also be installed to reduce risk.

Restrictions on visitors may be used to reduce the potential threat of violence. For example, vendors or other visitors could be required to sign in at a central location in an office or building.

Buildings should be periodically inspected to determine if there are obstructions, hiding places or the like that might permit an individual to hide before committing an attack.

Design work areas so that there is an unobstructed secondary exit, whenever possible.

Establish a "code word" or other distress signal to convey the need to summon University Police for assistance.

Don't leave keys lying about the office.

Notify Campus Police if you notice suspicious persons or vehicles, especially after normal working hours. Do not get in an elevator with someone who looks suspicious to you.

Post emergency numbers at every phone.

Keep potential weapons of opportunity (scissor, paperweights, letter openers) out of casual reach of customers.

Know and watch out for your co-workers and students.

Attachment B – Preventing/Dealing with Work Place Violence

Warning Signs of Violence - Things to look for in your employees.

Various combinations of the following "signs" may be displayed by a potentially violent person. Most are progressive in that they become more pronounced over time. Successful intervention at an early stage can preclude an individual from acting on violent impulses.
- Difficulty accepting authority or criticism
- Holding grudges - especially against supervisors
- Sabotage of university property or equipment
- Expressing a desire to harm co-workers or management
- Unwanted romantic interest/sexual harassment
- Physical/verbal intimidation (e.g. stalking, phone calls)
- Progressive misconduct
- Argumentative/uncooperative behavior
- History of interpersonal conflict
- Recently terminated or expects to be terminated
- Unstable/dysfunctional home life
- Extremist opinions and attitudes
- Paranoid or depressed behavior
- Sense of entitlement
- Preoccupation with weapons
- Substance abuse
- Obsession with a particular person(s)

Ways to Defuse Violence -when confronted by an angry individual.
- Make eye contact (but don't stare).
- Stop what you are doing and give the person your full attention.
- Speak in a calm voice and create a relaxed environment.
- Have goals of building trust.
- Be open and honest.
- Let the person have his or her say.
- Listen attentively.
- Ask for specific examples of what the person is saying.
- Be careful to define the problem.
- Ask open-ended questions. For example:

Why do you feel the way you do?
What do you think the real problem is?
What would you like to see happen?
Anything else?
Give me an example.
Tell me more.

Attachment C - What to Do When Violence Occurs

Try to stay calm. Raising your own voice may increase the anxiety of the potentially violent person.

Speak slowly, softly, and clearly to reduce the momentum of the situation.

Listen empathetically by really paying attention to what the person is saying. Let the person know that you will help them within your ability to do so or you will send for additional help.

Neither agree with distorted statements nor attempt to argue. Avoid defensive statements. This is not the time to place blame on the enraged person.

Ask the belligerent person to leave the area and come back when they feel calmer.

Ask questions to help regain control of the conversation.

Ask uninvolved parties to leave the area if this can be done safely. Use the prearranged code word to alert your coworker(s) to call the Campus Police.

Never challenge, try to bargain, or make promises you cannot keep.

Describe the consequences of any violent behavior.

Avoid challenging body language such as placing your hands on your hips, moving toward the person, or staring directly at them. If seated, remain in your chair and do not turn your back on the individual.

Do not physically touch an outraged person, or try to force them to leave.

Move away from any object, such as scissors or heavy objects that could be used as a weapon.

Calmly ask the person to place any weapons in a neutral location while you continue to talk to them.

Never attempt to disarm or accept a weapon from the person in question. Weapon retrieval should only be done by a police officer.

Attachment D - After/Post Incident Response

After the safety of the workplace has been restored, provide detailed facts and the names of witnesses to the Campus Police (who, what, where, when).

Discuss and/or debrief the incident with your staff.

If necessary, revise your office plan.

If needed, arrange for counseling services for employees, students and any affected family members.

Do not expect to immediately return to "business as usual" conditions. Flexibility, compassion and understanding will be required to establish a new state of normal operations for your office. Supervisors and managers need to watch closely for signs of stress among employees and students following a violent incident.