POIETO INC is committed to providing a workplace free from violence, threats of violence, intimidation, and harassment. This plan applies to all employees, teaching artists, contractors, and volunteers at all POIETO locations and program sites.
Workplace violence will not be tolerated in any form. All reports will be taken seriously and investigated promptly. This Workplace Violence Prevention Plan (WVPP) is maintained in compliance with California Labor Code Section 6401.9 (SB 553, effective July 1, 2024) and Cal/OSHA regulations.
This plan is a living document. It is reviewed annually each June and updated whenever a violent incident occurs, a new hazard is identified, or program operations change materially. The current version is maintained by the Designated Coordinator and is available to all employees on request.
Workplace violence means any act of violence or threat of violence that occurs in the workplace, including physical assaults, attempted assaults, threatening behavior, verbal or written threats, harassment, and intimidation. Cal/OSHA identifies four types:
Violent incident means any workplace violence event, including incidents that did not result in injury, credible threats, and concerning behaviors that are precursors to violence. All violent incidents must be logged (Section 8).
The Employer is responsible for:
The Designated Coordinator is responsible for:
Every person covered by this plan is responsible for:
POIETO has identified the following hazards and risk factors specific to its operations. This list is reviewed annually and updated when new sites, programs, or populations are added.
| Hazard | Violence Type | Current Control |
|---|---|---|
| Working at off-site partner program sites not owned or controlled by POIETO | Type 1, 2 | Pre-use site assessment; partner site contact maintained; check-in/check-out protocol |
| Working with participants who may have experienced trauma, housing instability, or justice-system involvement | Type 2 | Trauma-informed staff training; de-escalation protocols; never-alone policy |
| Staff working alone with a participant before or after sessions | Type 2 | Prohibited by contract (Section 7.4.3.4); program scheduling requires site staff presence at all times |
| Physical layout of partner sites (limited exits, poor sightlines, isolated spaces) | Type 1, 2 | Pre-use site assessment checklist; egress plan documented before first session |
| External threats entering the program site (unknown individuals, criminal activity) | Type 1 | Rely on partner site security; POIETO staff know site security contact; 911 as first response |
| Domestic violence, stalking, or personal relationship threats involving a POIETO employee | Type 4 | Mandatory notification to Designated Coordinator; safety planning with employee; coordinate with law enforcement as needed |
Before a new partner program site is used for the first time, and at least annually thereafter, the Designated Coordinator or designee conducts a site safety assessment using the checklist in Appendix A. The assessment evaluates:
Assessment results are documented and retained by the Designated Coordinator. Any unacceptable hazard must be corrected before POIETO staff begin working at that site.
Never Alone Rule. No POIETO staff member, teaching artist, contractor, or volunteer may be alone with a participant at any time. Doors must remain open. Partner site staff must be present and accessible. This requirement is codified in Section 7.4.3.4 of POIETO's program contracts with partner organizations.
All program staff notify the Program Lead of their arrival at and departure from each program site. If a staff member does not check out within 30 minutes of the expected end of session, the Program Lead initiates contact. If contact cannot be established within 15 additional minutes, the Program Lead notifies the Designated Coordinator.
All incidents, threats, and concerning behaviors are logged in the Violent Incident Log (Section 8) on the day they occur. Logging is mandatory regardless of whether the incident resulted in injury.
POIETO maintains current contact information for each partner site's on-site security personnel and management. This information is documented in the program file for each site and reviewed at the start of each program year.
Any POIETO employee who is a named protected party in a restraining order or protective order, or who obtains such an order involving another person connected to the workplace, must notify the Designated Coordinator immediately. The Designated Coordinator will work with the employee to assess workplace safety, coordinate with law enforcement if appropriate, and document the notification.
At partner program sites, POIETO staff follow the host site's access and visitor management procedures. POIETO does not operate a facility of its own that is open to the public; all access controls at program sites are the partner organization's responsibility, supplemented by POIETO's site assessment process.
Anyone who experiences, witnesses, or becomes aware of a violent incident or credible threat must report it immediately. There is no minimum threshold for reporting — threats, concerning behavior, and near-misses must all be reported.
If there is immediate danger to any person: call 911 first. Do not attempt to handle an active violent incident without law enforcement. Your safety comes before documentation.
Reports may be made verbally, by phone, or by email. Anonymous reports are accepted. Anonymous reporters should contact the Designated Coordinator by email without identifying themselves; investigations will proceed on the available information. POIETO will make every reasonable effort to protect the reporter's identity.
No retaliation. POIETO will not retaliate, and will not permit retaliation, against any person who reports a workplace violence concern in good faith. Retaliation is a separate violation of this policy and will be addressed under the Harassment and Discrimination Prevention Policy (Doc 09).
POIETO recognizes that workplace violence incidents cause distress beyond physical injury. After any significant incident:
The Designated Coordinator (or the Founder, if the incident involves the Designated Coordinator) will investigate every reported incident to determine the cause, identify corrective actions, and update the Violent Incident Log. Investigation will begin as soon as practicable after a report is received and no later than five business days following the incident. Findings and corrective actions are documented in the Violent Incident Log.
Serious injuries must be reported to Cal/OSHA immediately (within 8 hours): (213) 576-7451 or 833-579-0927. A serious injury includes any hospitalization, amputation, loss of eye, or death. The employer's workers' compensation carrier (The Hartford, claims: 800-327-3636) must also be notified without delay.
POIETO maintains a Violent Incident Log as required by California Labor Code Section 6401.9(c)(6). Every workplace violence incident must be entered in the log on the day it occurs, including incidents that did not result in injury, threats, and concerning behavior that did not escalate.
Each entry records the following, using roles rather than names where doing so protects individual privacy:
The log is maintained by the Designated Coordinator. Log entries and supporting documentation are retained for a minimum of five (5) years. The log is reviewed by the Designated Coordinator and Founder:
Employees may request access to the log. Entries will be provided with identifying information redacted to the minimum degree necessary to protect individual privacy while preserving the substance of each record.
| Item | OK / Issue | Notes / Required Action |
|---|---|---|
| Entry and exit points are clearly identified and accessible | ||
| Lighting is adequate in all program areas and exterior paths | ||
| Staff can maintain sightlines to participants at all times during programming | ||
| No isolated spaces where one-on-one contact could occur unobserved | ||
| On-site security personnel or system present and contact info obtained | ||
| Partner site emergency/evacuation procedures reviewed and shared with POIETO staff | ||
| Communication (cell signal, landline, or radio) available throughout site | ||
| No unacceptable access control gaps (unauthorized persons able to enter program area) |
Complete one form per incident. Retain completed forms for 5 years. Use roles, not names, where indicated.
All employees, teaching artists, contractors, and volunteers who may have contact with participants or who work at program sites receive WVPP training before their first day of participant contact and annually thereafter.
Training covers, at minimum:
Training completion is documented for each person: name, date, training topic, and trainer or provider. Records are retained for a minimum of one year and reviewed during the annual WVPP review.
| Date | Employee / Contractor / Volunteer | Role | Training Topic | Trainer / Provider |
|---|---|---|---|---|
This WVPP is reviewed annually each June by the Designated Coordinator and the Founder. An out-of-cycle review is also conducted whenever a violent incident occurs or a new hazard is identified. The annual review evaluates:
Employees are invited to contribute to the annual review. Input may be provided to the Designated Coordinator by email, verbally, or anonymously. Contributions from the team are documented and considered in the review.
The date and participants of each annual review are documented and retained. Any material changes to the plan are communicated to all employees within 30 days of adoption.
By signing below, the employee confirms they have received, read, and understood the POIETO INC Workplace Violence Prevention Plan, and agree to follow its requirements.