2255-8

Preventing Workplace Violence

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Purpose:

The Georgia Department of Transportation (GDOT) is committed to the prevention of workplace violence and the maintenance of a respectful working environment. GDOT employees, supervisors, and managers are expected to use safe work practices; follow policies, procedures, and directives; treat fellow employees and all work-related contacts with dignity, respect and fairness; and, assist in maintaining a safe and secure work environment.

General Provisions:

1. GDOT will not tolerate acts or threatened acts of violence in the workplace, while on duty, or while off duty when the act is directed toward a work-related contact or otherwise bears a relationship to work.

2. Employees, supervisors, and managers are expected to maintain a professional and businesslike relationship with fellow employees, customers, vendors, and other work-related contacts.

3. All employees should remain alert and be familiar with their surroundings in order to recognize potentially serious situations. Most acts of targeted workplace violence are preceded by direct or indirect threats. Employees at all levels must, therefore, take all threats seriously and report them as soon as possible.

4. The Department reserves the right to conduct reasonable searches on any type of state property, including but not limited to desks, computers, electronic mail, lockers, work areas, state vehicles, etc. The Department also reserves the right to search any employee’s personal property on state property for work-related reasons. Entrance onto GDOT property or job sites will be deemed consent.

Prohibited Behavior:

Examples of prohibited behavior include but are not limited to:

• Threatening, abusive, or intimidating language, gestures or written material.
• Profanity directed toward any individual or group of individuals.
• Fighting or other acts of violence, whether directed toward a manager, supervisor, co-worker, customer, contractor, or any other individual while on duty or while representing the Department.
• Harassment of any nature.
• Deliberate false accusations of workplace violence.
• Stalking.
• Possession of a weapon (as defined by the Official Code of Georgia, Annotated, [O.C.G.A] 16-11-127) on state property or DOT job sites (unless otherwise specifically permitted by law or policy).
• Off-duty conduct that may adversely impact an employee’s ability to perform assigned duties or that reflects negatively on the Department.

Corrective Action:

1. The penalty for acts of violence shall be separation from employment.

2. The penalty for threats of violence shall be separation from employment, unless there are clear, mitigating circumstances that warrant a lesser penalty. The existence of any mitigating circumstances will be determined by management in consultation with the Employee Management Relations Section.

3. When mitigating circumstances exist and the accused employee is retained, the employee should, if appropriate, be referred to the Employee Assistance Program or to a behavioral health services program that deals with behavioral issues.

4. When dismissal occurs, all items belonging to GDOT (e.g., keys, identification badge, access cards, etc.) are to be retrieved immediately. See the Checklist for Termination or Transfer Out form, DOT 4450.

5. If warranted due to the nature of the offense, post-separation monitoring of the workplace should occur to ensure the safety of those involved.

6. If action involving non-employees is necessary, the appropriate supervisor, authorized official or the Office of Personnel should be contacted.

Reporting Acts or Threatened Acts of Violence:

1. Employees are responsible for notifying their supervisors or other authorized officials of all acts or threatened acts of violence. Failure of an employee to report such acts or threats of violence shall be considered a basis for disciplinary action up to and including separation from employment.
   NOTE: Safety precautions should be put in place, if determined appropriate, as soon as incidents are reported. Staff should be warned of potential danger if directly involved or likely to be involved.

2. Employees must notify their supervisors or other authorized officials when any restraining order has been initiated by or against them. This includes issues of a personal nature (e.g., domestic disputes, stalking, etc.)
   NOTE: In exceptional cases, a restraining order may be sought by the Department on behalf of employees under circumstances where employees are threatened or may be harmed due to the performance of work-related duties. The Employee Management Relations Section should be contacted for assistance.

3. All alleged acts or threatened acts of violence are to be taken seriously. This includes anonymous reports.

4. A form, DOT 4461, Workplace Acts or Threatened Acts of Violence Report must be completed by the employee, supervisor or other authorized official for every threat or act of workplace violence, whether such act or threat occurred on or off of GDOT property. This report is also to be completed by the receiver of an anonymous report. The completed form is to be immediately forwarded to the Employee Management Relations Section.

5. Employees who report acts or threatened acts of violence are protected from retaliation. Any acts of retaliation should be reported to the Employee Management Relations Section as soon as possible.

Investigation of Reports of Violence:

1. The appropriate Office Head/District Engineer or designee will review all reports of alleged acts or threats of violence. When the nature of the alleged act or threat of violence warrants investigation, management, in conjunction with the Employee Management Relations Section, shall determine the means of investigation. Available resources for investigations include: investigators with the Office of Legal Services, Employee Management Relations staff, local management, and local law enforcement. In exceptional cases, after consultation with the Office of Personnel and/or the Office of Legal Services, the Georgia Bureau of Investigation may be called in to assist with an investigation.

2. Investigations are to begin as soon as possible after a report, whether oral or written, is made.

3. Witnesses may be interviewed in person or by telephone, as determined necessary or appropriate.

4. Written statements may be requested. GDOT employees must provide written statements if requested to do so by management and must fully cooperate in any investigation of potential or actual workplace violence.

5. In the absence of an emergency, the accused employee/individual should be interviewed and given the opportunity to provide information regarding the alleged incident(s). The accused employee/individual should not be interviewed if this would create significant potential for harm to any individual.
   NOTE: If the investigation involves non-employees, investigators should consult with appropriate officials (e.g., law enforcement) regarding available investigative options.

6. To the extent possible, reports of violence, investigations and determinations of action will remain confidential. Individuals in a “need to know” status will be informed of the findings and action.

7. The employees/individuals who reported the acts or threatened acts of violence will be informed of the findings and action. These employees/individuals are to report any reoccurrence of acts or threatened acts of violence to their supervisors, other authorized officials or the Employee Management Relations Section as soon as possible.

Crisis Management Plan:

1. Districts, Satellite Offices and the General Office are responsible for ensuring that a Crisis Management Plan is implemented in each work location. (See Sample Crisis Management Plan.)

2. Each GDOT District, Satellite Office, and the General Office must establish a committee that will oversee the implementation and management of the Crisis Management Plan. This responsibility may be included as part of an existing committee structure (e.g., Safety Committee, Evacuation Team, etc.) available at each work location.

3. Items to be reviewed and considered (recognizing that budgetary constraints may exist) include, but are not limited to :
   1. Assessing security;
   2. Enhancing interior and exterior lighting;
   3. Installing alarm, intercom and/or electronic surveillance equipment systems;
   4. Improving facility entrance requirements such as requiring all employees to wear ID badges and visitors to check in and wear visitor badges;
   5. Establishing a relationship with local law enforcement officials before any incidents occur;
   6. Determining methods of communicating incidents with law enforcement;
   7. Preparing a workplace crisis reaction plan to follow should incidents occur;
   8. Determining what position(s) and/or incumbent(s) will be “in charge” should incidents occur; and,
   9. Establishing channels for reporting incidents.

4. Employees, supervisors and managers are to be advised of the Crisis Management Plan and trained on appropriate procedures to follow should incidents occur.

   For additional information and assistance, please contact the Office of Personnel.

   Reference:

   Standards of Conduct, TOPPS 2255-1
   Criminal Proceedings Involving Employees, TOPPS 2255-3

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   Authored by the Office of Personnel, 404-656-5260

   Document History:
   

   • added to TOPPS: 01/12/05
   • reviewed: 01/31/06
   • reviewed: 06/08/07

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