Pomona College Workplace Violence Prevention Plan

The following definitions apply for the purposes of this Plan.

• Workplace Violence means any act of violence or Threat of Violence (defined below) that occurs in a place of employment and includes, but is not limited to the following:
  • The threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an injury.
  • An incident involving a threat or use of a firearm or other dangerous weapon, including the use of common objects as weapons, regardless of whether the employee sustains an injury.
  • The following four types of violence:
    • Type 1 violence is committed by a person who has no legitimate business at the worksite and includes violent acts by anyone who enters the workplace or approaches employees with the intent to commit a crime.
    • Type 2 violence is directed at employees by a third-party invitee (e.g., student, guest, vendor, visitor, etc.).
    • Type 3 violence is committed against an employee by a present or former employee, supervisor, or manager.
    • Type 4 violence is committed in the workplace by a nonworker who has or is known to have had a personal relationship with an employee (e.g., interpersonal relationship violence or domestic violence).
  • Workplace Violence does not include lawful acts of self-defense or defense of others.
• A Threat of Violence means any verbal or written statement, including, but not limited to, texts, electronic messages, social media messages, or other online posts, or any behavioral or physical conduct, that conveys an intent, or that is reasonably perceived to convey an intent, to cause physical harm or to place someone in fear of physical harm, and that serves no legitimate purpose.
• A Workplace Violence Emergency is any unanticipated circumstance related to Workplace Violence that can be life-threatening or pose a risk of significant injury to employees or others.

Human Resources has the overall authority to oversee implementation of the provisions of this Plan for the College. Responsibility for the College’s Plan implementation is vested primarily in Human Resources, Office of Facilities and Campus Services, General Counsel, TCC Campus Safety Department, and Student Services.

Human Resources (“HR”) – Human Resources is responsible for managing and revising the Plan and logging reported incidents of Workplace Violence; in addition, HR plays an important role in the investigation of non-emergency workplace violence concerns and is responsible for training required under the plan. HR serves as the main reporting avenue for Workplace Violence incidents and concerns under this Plan and will review any received complaints or concerns and coordinate with other relevant stakeholders, including Campus Safety, as necessary and appropriate to investigate reports, provide recommendations regarding discipline, and communicate with reporting parties regarding the outcomes of complaints as appropriate and necessary under the circumstances.

Student Affairs – The Vice President for Student Affairs and Dean of Students serves as a point of communication and assistance under this Plan and will assist with investigation and resolution of reports involving students, including oversight of corrective measures, as appropriate.

TCC Campus Safety Department (“Campus Safety”) – The Director of Campus Safety serves as a point of communication and assistance under this Plan and will assist with investigation and resolution of reports, with oversight of emergency workplace violence incidents and coordination with law enforcement, as necessary and appropriate. To the extent any threats or incidents of Workplace Violence covered by this Plan are reported to Campus Safety, the Director of Campus Safety will coordinate with HR regarding investigations and remedial procedures contemplated by this Plan.

Title IX and CARES Office – The Title IX Coordinator serves as a point of communication and assistance under this Plan and will assist with investigation and resolution of reports as appropriate to the issues presented. The Title IX Coordinator is also responsible for assisting with corrective measures as necessary and appropriate. To the extent any threats or incidents of Workplace Violence covered by this Plan are reported to the Title IX and CARES Office, the Title IX Coordinator will coordinate with HR regarding investigations and remedial procedures contemplated by this Plan.

Office of Facilities and Campus Services – The Office of Facilities and Campus Services shall be responsible for workplace inspections and remedial measures, where appropriate.

General Counsel – General Counsel is primarily responsible for ensuring compliance with relevant law and supports HR in managing and revising the Plan. General Counsel will provide legal advice under this Plan with respect to risk assessment, investigations, incident response, and the disciplinary process, where applicable.

Office of Communications – Pomona’s Office of Communications oversees internal and external communications related to an emergency incident. This includes drafting and disseminating messages, in coordination with other College offices.

All supervisors are responsible for implementing and maintaining the WVPP in their work areas and for answering employee questions about the WVPP. The College recognizes the important role that employees play in identifying, preventing, correcting, managing, and responding to Workplace Violence incidents and threats, as the only way to prevent a potentially dangerous situation is if the appropriate people within the College are notified. As such, this Plan has been developed and implemented with the assistance and active involvement and participation of employees in identifying, evaluating, and correcting Workplace Violence hazards, designing and implementing the training required under this Plan, and in reporting and investigating Workplace Violence incidents and threats.

Please refer to the section below entitled “Workplace Violence Incident Reporting Procedure” for contact information for the reporting avenues identified in this Plan.

Pomona is committed to ensuring that its policies and procedures involving Workplace Violence prevention are clearly communicated and understood by employees covered by this Plan.

Employees, including supervisors, are responsible for complying with safe and healthful work practices, for following directives, policies and procedures, and for assisting in maintaining a safe and secure work environment. The College’s system of ensuring that employees and their managers comply with work practices that are designed to make the workplace more secure, and do not engage in threats or physical actions that create a security hazard for others in the workplace include:

• Training employees and supervisors in the provisions of this Plan and as new hazards are identified and providing employees with answers to questions on safety and Workplace Violence.
• Educating employees about what does (and does not) constitute Workplace Violence, as well as the Workplace Violence hazards that are relevant to their respective roles.
• Establishing accessible channels for employees to report Workplace Violence, Threats of Violence, Workplace Violence hazards, and other concerns related to Workplace Violence.
• Implementing and maintaining effective procedures to ensure that supervisory and nonsupervisory employees comply with this Plan and the College’s Workplace Violence prevention measures, including, but not limited to, through monitoring incident reports and concerns, as part of the College’s annual performance review process, and by conducting periodic safety and Workplace Violence risk assessments of the College’s worksites.
• Providing training, retraining, and/or counseling to employees whose performance is deficient in complying with work practices designed to prevent Workplace Violence.
• Recognizing employees who demonstrate safe work practices that lessen the likelihood of Workplace Violence.
• Disciplining employees found responsible for engaging in acts of Workplace Violence, including Threats of Violence, or other conduct in violation of this Plan up to and including termination.

The College recognizes that maintaining a safe, healthy, and secure workplace requires open, two-way communication between employees, including managers and supervisors, staff, and other employers, on workplace safety, health, and security issues. The College’s communication system is designed to facilitate a continuous flow of workplace violence prevention information between management and staff in a form that is readily understandable by all employees, and includes the following:

• Workplace Violence prevention training programs for all employees covered by this Plan.
• Publishing of Workplace Violence prevention information on Pomona’s intranet, available to employees covered by this Plan.
• Employees are welcome and encouraged to raise any Workplace Violence concerns to their supervisor, Human Resources, or Campus Safety.
• Effective communication between employees and supervisors about Workplace Violence prevention and violence concerns. The College will investigate employees’ concerns in a timely manner and inform them of the results of the investigation and any corrective actions to be taken as necessary and appropriate under the circumstances. Updates or results shared with employees, however, will not include personally identifying information of involved individuals unless the receiving individual has a legitimate business need to know.
• How employees can report a Workplace Violence incident, Threat, or other Workplace Violence concern to the College or law enforcement without fear of reprisal, as detailed in this Plan.
• Robust procedures for protecting employees who report Workplace Violence threats, incidents, or concerns from retaliation.
• Coordinating across the 5C’s and with other employers to ensure a coordinated response to any Workplace Violence incidents.
• When Workplace Violence occurs that involves employees of another employer, the College’s Human Resources Department will notify such employers, share relevant documentation regarding the incident, investigate the incident, and request that any impacted employers confirm they will conduct an investigation pursuant to their own policies.

Restraining Orders and Orders of Protection

For security reasons, the College strongly encourages employees to notify HR and provide a copy of existing protective or restraining orders and of protective or restraining orders obtained in the future that may affect the workplace so assistance can be offered, and appropriate security and supportive measures can be taken. Employees are also requested to notify HR if a potentially violent non-work-related situation exists that could result in potential Workplace Violence. Depending on the concerns at issue, HR may inform Campus Safety to ensure appropriate prevention and safety response.

Any employees who find it necessary to obtain a restraining order, injunction against harassment, and order of protection, or any other court order from local judicial or law enforcement agencies, which are designed to prevent acts of violence or harassment, are strongly encouraged to immediately notify HR.

The College will coordinate implementation of this Plan with other employers to ensure that those employers and employees understand their respective roles, as provided in the plan. Pomona will implement the following effective procedures to coordinate implementation of its plan with other employers to ensure that those employers and employees understand their respective roles, as provided in the Plan.

As part of the College’s efforts, the College requires all new contracts with staffing agencies or other employers include provisions requiring those employer entities to confirm their understanding of this Plan and agreement to comply with the provisions of this Plan, provide a copy of this Plan to their employees working at College-run worksites, and confirm that all employees are trained as required by law. The College will also request that each employer provide the College with copies of each employer’s Plan to ensure that all employees understand their respective roles under the applicable Plans.

In addition, where a Workplace Violence incident involves employees of another employer, the College will notify such employers, share relevant documentation regarding the incident, obtain a copy of the employer’s completed violent incident log, investigate the incident, and request that any impacted employers confirm they will conduct an investigation pursuant to their own policies.

Further, in the event that an incident or threat of Workplace Violence against a Pomona employee is committed by individuals from or associated with another college within the Consortium, these individuals will be subject to discipline at their home institution. However, Pomona reserves the right to take any remedial measures as it determines necessary, including but not limited to prohibiting threatening or potentially dangerous persons from its campus in accordance with this policy or any other relevant policies of The Claremont Colleges.

Violent behavior, such as hitting, slapping, kicking, grabbing or pushing another employee or the use or possession of Weapons in the workplace, is often an easier prohibition for employees to grasp than what constitutes “Threats of Violence.” This section provides a non-exhaustive overview of types and examples of Threats of Violence (inclusive of behaviors which may more subtly constitute a Threat of Violence or lead to potential future violence). Violent behavior and Threats of Violence should be reported immediately in accordance with the section below entitled “Workplace Violence Incident Reporting Procedure”.

Direct, Indirect, Veiled, or Conditional Threats

There are many ways Threats of Violence can be made, some of which are direct and easily understood, while others may be circumspect and subject to interpretation. In general, there are three types of threats: (1) Direct; (2) Indirect or Veiled; and (3) Conditional.

Direct Threats: Threats may be direct such as “I am going to kill you.” Direct threats are clear statements of the intent for violence. There is no mistaking the seriousness of these threats and they must be reported to Campus Safety immediately.

Indirect or Veiled Threats: Threats may also be indirect or veiled, such as, “Someone will get you for that.” Indirect or veiled threats are sometimes more difficult to perceive than direct threats. Indirect or veiled threats are vaguer, such as, “I wouldn’t come to campus on Monday if I were you.” An indirect or veiled threat may mention or describe a publicized Workplace Violence event or include a menacing or threatening look or gesture. When in doubt as to whether a statement and/or conduct constitutes an indirect or veiled threat, err on the side of caution and report the statement and/or conduct to Campus Safety and Human Resources immediately. An indirect or veiled threat may constitute a Workplace Violence Emergency depending on the circumstances.

Conditional Threats: Conditional Threats typically begin with “if” statements and describe behavior that will occur if certain conditions are or are not met. Conditional threats are made in order to demand something with the implication that dire consequences will follow if the demands are not met. An example might be, “If you don’t give me an A on my midterm, you may find yourself having a bad accident on the way to campus.” When in doubt as to whether a statement constitutes a conditional threat, err on the side of caution and immediately report the statement to Campus Safety and Human Resources.

Intimidating or Harassing Behavior Through Physical Acts or Threats

Intimidating, harassing, or confrontational behavior can include such things as physically crowding, stalking, or directing threatening looks or gestures to create fear in other persons. Examples of this behavior include throwing objects; physically touching another person in an unwelcome, intimidating, malicious, or sexually harassing manner; lunging aggressively toward another person; or physically intimidating others including such acts as obscene gestures, "getting in your face," or fist shaking. These should be brought to the attention of the College in order to decide what, if any, corrective or precautionary measures may be warranted. Such actions are to be reported to Human Resources immediately. To the extent such conduct overlaps with conduct that may be covered by the College’s Title IX or related policies, Human Resources will coordinate with the Title IX Coordinator regarding investigations and remedial procedures contemplated by this Plan.

The effectiveness of the College’s efforts under this Plan depends in significant part on employees reporting incidents of Workplace Violence, including Threats of Violence, and any other concerns related to Workplace Violence.

How to Report

An employee who learns of a Workplace Violence incident, including a Threat of Violence, or other Workplace Violence concern should immediately report the matter as outlined below.

Reports may be made verbally or in writing. When making a report, the employee should provide as much detail as possible, including the names of individuals involved and any witnesses. Pomona will keep reports related to Workplace Violence as confidential as possible, to the extent permitted under applicable law.

Supervisors who directly receive reports under this Plan are to document the facts as presented to them and report them immediately as provided in this section. Supervisors should not conduct investigations regarding an incident on their own. In the event an employee cannot report to their immediate supervisor for whatever reason (for example, in the event an employee’s supervisor is unavailable, if the employee’s supervisor is the subject of a report, or if an employee feels uncomfortable making a report to that supervisor), the employee should direct their report to Human Resources, or another reporting avenue as identified in this Plan.

Workplace Violence Emergencies

In the event of an actual or potential Workplace Violence Emergency, call 911 immediately. If dialing from a campus phone, dial 9-911. Immediately following this notification to 911, employees must report the incident to Campus Safety at 909-607-2000 or 909-607-7233 (SAFE) if dialing from a cell phone, at x72000 or 7-7233 (7-SAFE) if dialing from a campus phone, through designated emergency phones marked by blue lights located throughout campus, or through the LiveSafe app. If you are unable to make a direct call, or if you must be discrete when doing so, you can utilize the LiveSafe app’s Emergency button to dial 9-1-1; when using the LiveSafe’s Emergency button to dial 9-1-1 or contact Campus Safety, GPS services are enabled to help emergency personnel and responders find your location. Thereafter, employees are also to notify their immediate supervisors and/or Human Resources. Please also refer to the section below entitled “Workplace Violence Emergency Response Procedures” in conjunction with this section for additional instructions regarding evacuation and reporting procedures for active shooter/hostile intruder Workplace Violence Emergencies.

Non-Emergency Workplace Violence Incidents and Concerns

Employees may report Workplace Violence incidents, threats, and concerns that do not rise to the level of a Workplace Violence Emergency through a variety of methods and depending on the characterization of the involved parties as provided below.

Third Parties: To report non-emergency incidents and concerns involving third parties (i.e., visitors, guests, or those without a legitimate business reason to be on campus), contact your immediate supervisor, Human Resources, or Campus Safety. Supervisors who receive reports directly must immediately elevate them to Human Resources and Campus Safety.

Students: To report non-emergency incidents and concerns involving students or emanating from conduct involving students, contact your immediate supervisor, the Vice President of Student Affairs, or Campus Safety. In the event such reports are made to Campus Safety, the Vice President of Student Affairs will receive a copy of the report; for any reports made directly to the Vice President of Student Affairs, Campus Safety will receive a copy of the report.

Employees: To report non-emergency incidents and concerns involving employees or emanating from conduct involving other employees, contact your immediate supervisor, Human Resources, or Campus Safety. Supervisors who receive reports directly must immediately elevate them to Human Resources and Campus Safety. In the event such reports are made to Campus Safety, Human Resources will receive a copy of the report; for any reports made directly to Human Resources, Campus Safety will receive a copy of the report.

To the extent any Workplace Violence incidents or concerns overlap with conduct that may constitute Sexual Assault, Dating Violence, Domestic Violence, or Stalking as those terms are defined in the TCC Title IX Policy, the College’s Faculty and Staff Title IX Policy, or the College’s Sexual Misconduct, Harassment and Discrimination Policy, employees may also report such incidents or concerns to the Pomona College’s Title IX Coordinator, in addition to the reporting avenues described below.

Employees may make non-emergency reports as provided in this Plan through a variety of methods:

• Campus Safety (Available 24 hours a day, 7 days a week):
  • Through the LiveSafe app
  • Phone: 909-607-2000 or 909-607-7233 (SAFE), by dialing extension 7-2000 or 7-7233 (7-SAFE) if calling from a campus phone
  • Workplace Violence Reporting Hotline: 1-800-461-9330
  • Online by submitting a Workplace Violence Reporting Form
  • Email Campus Safety
  • In Person: Administrative Campus Center (101 South Mills Avenue)
• Human Resources:
  • In person: Pendleton Building (150 East Eighth Street)
  • Email Human Resources
  • Phone: 909-621-8175 or extension 18175
  • Fax: 909-607-1726
• Vice President of Student Affairs and Dean of Students/Assistant Vice President for Student Affairs and Dean of Students for Academic and Personal Success
  • In person: Alexander Hall 102 (550 N. College Avenue)
  • Email Avis Hinkson or Tracy Arwari
  • Phone: 909-621-8017
• Title IX and CARES Office:
  • In Person: Alexander Hall 104 (550 N. College Avenue)
  • Email Destiny Marrufo or Title IX
  • Phone: 909-621-8017
  • Fax: 909-607-7228
  • Online by submitting a Title IX Incident Reporting Form

Non-Emergency Anonymous Reporting

The College understands the sensitivity of reporting Workplace Violence incidents, including actual or potential Threats of Violence. For that reason, reports may be issued anonymously in order to protect the safety of the reporting party. However, the College will be able to more thoroughly investigate matters if the reporting party provides reliable, relevant and objective evidence supporting the claims that the reporting party is making. Employees can submit anonymous reports:

• To Campus Safety via the LiveSafe app by checking the “Send Anonymously” box when submitting a tip; and
• To Campus Safety by completing the Silent Witness Incident Reporting Form.

Non-Emergency Reporting to Law Enforcement

In addition to utilizing one of these reporting avenues, employees may also contact local law enforcement. The Claremont Colleges campus is served by the Claremont Police Department, located at 570 W. Bonita Avenue, Claremont, CA 91711. For Emergencies, dial 911. To report any non-emergency crime or to request a non-emergency dispatch, call 909-626-1296. The Claremont Police Department can also be contacted for general inquiries by calling 909-399-5411. For information on how to report neighborhood concerns and request Service Area Policing through the Claremont Police Department (which allows you to contact the Lieutenant assigned to your area for non-emergency, quality of life issues), refer to Appendix A.

No Retaliation

Pomona prohibits retaliation against any employee for making a good faith report to the College or law enforcement of actual or suspected Threats or incidents of Workplace Violence, Workplace Violence concerns, other Pomona policies contemplated by this Plan, or suspected violations of any laws or regulations applicable to Workplace Violence prevention and response. This prohibition on retaliation also extends to employees who participate in good faith in any investigation or proceeding related to this Plan. Violation of this prohibition against retaliation will not be tolerated, and employees who engage in retaliation will be subject to corrective action, up to and including termination/dismissal.

Pomona has in place the following specific measures to respond to actual or potential Workplace Violence Emergencies:

Alerts

In the event of an actual or potential Workplace Violence Emergency, upon the College’s receipt of a report and any relevant details, the College will alert other potentially impacted employees and members of the campus community, where practicable, of the presence, location and nature of the Workplace Violence Emergency. The means of dissemination and specific details will vary on a case-by-case basis depending on the nature of the incident. Emergency alerts will be relayed to the Pomona College community as quickly as possible; the primary forms of distribution for such alerts are through Everbridge Emergency Notification System, Campus Public Alert System, LiveSafe app, the College’s Emergency Information website, and/or the College’s main Social Media Accounts (X/Twitter: @PomonaCollege; Instagram: @PomonaCollege; Facebook: Pomona College).

Loss of Communications

During periods when all or parts of the College’s voice or internet communication networks are inoperative, the College will utilize cellular and radio communications, the Government Emergency Telecommunications Service (G.E.T.S.) emergency telephone lines and other appropriate network communication services.

Informational broadcast communications will be delivered when technically feasible via Connect-ED which delivers messages through campus voicemail, registered cell phones, email, the College home web page fabzhp.bonaprinting.com and the Campus Public Alert System. As necessary, information kiosks will be developed at several central locations throughout campus: Smith Campus Center, Bixby Plaza, Sumner Hall Parking Lot, and in the Peter Stanley Academic Quadrangle.

Shelter in Place or Lockdown, or Evacuate

The College is committed to getting accurate emergency alerts and information to members of the community as soon as possible. However, in the first minutes of an emergency, you may need to make an immediate decision to “shelter in place” or move to a safer location. You should understand and plan for both possibilities. Use common sense and available information to determine if there is immediate danger.

If you are able to remove yourself from a dangerous situation in a safe manner, that is usually your best option; however, there may be situations when it’s best to stay where you are and avoid any rapidly changing or unknown situation outside. These shelter in place situations may involve staying put and creating a barrier between yourself and potential danger, including the use of the Anchor door barricading security device available in the College’s academic, administrative, and support buildings (classrooms, offices, auditoriums, etc.). Ensure you are familiar with the locations of the Anchor door barricade devices in the workplaces on campus you frequent and know how to activate and use the Anchor door barricade device. For assistance on how to use the Anchor device, or to obtain an Anchor device for your work location on campus, contact the College’s Office of Facilities and Campus Services at (909) 621-8300.

Depending on the situation, employees may receive instructions regarding the safest emergency response options to either evacuate their work areas or shelter in place. Should an evacuation be directed in response to an active shooter event or hostile intruder situation, employees should not go to any designated meeting areas but rather should leave the area and remove themselves from the situation; once in a safe place, employees should then report into Human Resources or their supervisor. An employee who first learns of or witnesses an active shooter event or hostile intruder situation prior to receiving an emergency alert notification from the College, Campus Safety, or emergency response personnel directing the employee to evacuate, should get as far from the incident if possible to do so safely, avoid gathering at any designated meeting areas, then immediately call 911 once safe to do so, followed by a report to Campus Safety, then to Human Resources or your immediate supervisor.

Active Assailant

Incidents involving active assailants are unpredictable, and you may need to alter the following suggestions depending on the situation.

If an assailant is in the building:

• Exit immediately if it is safe to do so.
• Tell anyone you encounter to exit immediately.
• Seek shelter in a safe location.
• Call 911, then immediately contact Campus Safety by calling (909) 607-2000 or 909-607-7233 (SAFE), by dialing extension 7-2000 or 7-7233 (7-SAFE), or through the LiveSafe app. If you are unable to make a direct call, or if you must be discrete when doing so, you can utilize the LiveSafe app’s Emergency button to dial 9-1-1; when using the LiveSafe’s Emergency button to dial 9-1-1 or contact Campus Safety, GPS services are enabled to help emergency personnel and responders find your location. Provide the following information:
  • Your name
  • Location of incident
  • Number of assailants
  • Identification or description of assailant(s)
  • Number of people with you
  • Your location
• Wait for instructions from Campus Safety or law enforcement. The College and/or Campus Safety will provide updated information as available through Everbridge and the College website.

If leaving the building is not possible, or if a lockdown is announced, the following actions are recommended:

• Go to the nearest room or office and shelter in place.
• If safe, allow others to seek refuge with you.
• Close and lock the door. If there is no lock, barricade the door with anything heavy, such as the Anchor door barricading security device available in the College’s academic, administrative, and support buildings.
• Cover the door window and pull shades. Turn off the lights.
• Stay quiet and silence cell phones and other electronic devices.
• Call 911, then immediately contact Campus Safety at (909) 607-2000 or 909-607-7233 (SAFE), by dialing extension 7-2000 or 7-7233 (7-SAFE), or through the LiveSafe app. If you are unable to make a direct call, or if you must be discrete when doing so, you can utilize the LiveSafe app’s Emergency button to dial 9-1-1; when using the LiveSafe’s Emergency button to dial 9-1-1 or contact Campus Safety, GPS services are enabled to help emergency personnel and responders find your location.
• Wait for police to help you out of the building. The College and/or Campus Safety will provide updated information as available through Everbridge and the College website.

The first goal for police will be to get to the assailant. Please remain patient and calm during this time.

Run, Hide, Survive

In addition, if you witness or are otherwise directly involved in an active assailant or hostile intruder incident on campus and your life is in immediate danger, take the following actions:

1. Run: If there is a threat and employees can escape, they should run from the area and get to safety as quickly as possible. Employees are to call 911 only once they are in a position to do so. If, while leaving the area of a threat, employees are approaching emergency services or law enforcement, they should do so calmly, and keep their hands up and open to show they are not a threat.
2. Hide: If there is a threat and employees cannot flee the area, they should try to find a secure place to hide, and barricade the entry, if possible. Employees should try to remain hidden and turn off their cell phone ringer/vibration. As soon as it is practical to do so and without exposing themselves to more danger, employees should move to a safe location, ideally one with public access and a high level of security and staff present, such as a bank, office building, or hotel. Once employees have moved to a safe location, they should call 911. If approaching emergency services or law enforcement, employees should do so calmly, and keep their hands up and open to show they are not a threat.
3. Survive: Employees should assess the situation and take whatever steps are needed to survive. Employees should ensure that they are aware of any additional advice from their local or county-based police or emergency services. Employees should strive to move away from the area of the threat and call 911 when practical to do so. They should not disrupt the movement of emergency services and law enforcement and if approaching emergency services and law enforcement, do so calmly, and keep their hands up and open to show they are not a threat.

How to Seek Help

In the event of an emergency, including a Workplace Violence Emergency, contact law enforcement as provided in the preceding section on how to report Workplace Violence Emergencies. If you become concerned about your safety while walking on campus, you can use one of the emergency phones (topped with a blue light) to reach Campus Safety directly. In addition, Campus Safety offers an escort service which is available 24 hours a day from any location on The Claremont Colleges campuses. To request the service, call Campus Safety at 909-607-2000 or 909-607-7233 (SAFE), or by dialing extension 7-2000 or 7-7233 (7-SAFE).

The College’s investigative procedures regarding Workplace Violence incidents may include, in coordination with Campus Safety where appropriate, the following:

• Visiting the scene of an incident as soon as safe and practicable.
• Interviewing involved parties, such as employees, students, witnesses, Campus Safety, law enforcement, and/or security personnel.
• Reviewing security footage of existing security cameras if applicable.
• Examining the workplace for security risk factors associated with the incident, including any previous reports of inappropriate behavior by the perpetrator.
• Determining the cause of the incident.
• Taking corrective action to prevent similar incidents from occurring.
• Recording the findings, including completing the violent incident log as necessary, and ensuring appropriate corrective actions are taken.
• Obtaining any reports completed by law enforcement.
• Reviewing all previous incidents.

Upon a determination that Workplace Violence has occurred, Pomona will use appropriate tools and actions to respond to the incident, which may include involving law enforcement, terminating an offender, deploying additional security resources, and/or reminding affected employees of the College’s Employee Assistance Program and other supportive measures as appropriate.

After resolution of a confirmed Workplace Violence incident, the College will determine the need for, and parameters and scope of, a post-incident evaluation based on the severity and circumstances. In such situations, the College will conduct an evaluation and assessment of the Plan and response actions taken. Such evaluation may consist of a review of the overall workplace security and response procedures to identify deficiencies that may have contributed to the incident, and to corrective actions or mitigation measures that should be considered to prevent similar incidents in the future.

Pomona will work with the appropriate personnel to perform workplace hazard assessments for Workplace Violence. Pomona performed an assessment of the College’s workplaces when this Plan was initially established, including through the use of questionnaires involving a broadly representative cross-section of covered employees seeking worksite- and job-specific feedback. In addition, periodic assessments will be performed by the Office of Facilities and Campus Services on an annual basis, after each Workplace Violence incident, including a Threat of Violence, whenever a new Workplace Violence hazard is discovered or workplace conditions warrant an assessment, and when otherwise required by the College to identify and evaluate workplace security hazards and Threats of Violence.

The College’s assessments consist of identification and evaluation of Workplace Violence hazards and consideration of changes in employee work practices. Future assessments will include a review of historical data in conjunction with assessments and evaluations specific to each Workplace Violence typology through the methods specified below to identify and correct workplace security hazards.

Assessments for Type 1 through Type 4 Workplace Violence hazards (described under the “Definitions” section above) may include, but are not limited to:

• Review of the security situation in the surrounding area based on availability of crime statistics.
• Review of layered physical security mechanisms including but not limited to, presence of Campus Safety Officers, emergency campus phones, security cameras, internal access control mechanisms such as doors, locks, physical barriers, security video, evacuation exits, and sufficiency of nighttime lighting around campus.
• Review of alert mechanisms and evaluating the efficacy of same.
• Review of access to, and freedom of movement within the workplace by employees.
• Review and assessment of access to, and freedom of movement within the workplace by non-employees including (i) non-employees with personal relationships to employees, (ii) recently discharged employees and, (iii) persons with whom an employee is having a dispute.
• Review of the frequency and severity of threatening or hostile situations that may lead to violent acts by members, of the broader community, guests, students, vendors, or visitors.
• Review of frequency and severity of reports of internal threats of physical or verbal abuse.
• Review of employee disciplinary and discharge procedures.
• Review of frequency and disclosure of restraining or protection orders by employees involving the workplace.
• Review of prior violent acts, Threats of Violence, verbal abuse, and property damage committed by non-employees with personal relationships to employees.
• Review of procedures to prohibit disruptive or potentially dangerous individuals from campus.

As part of the College’s ongoing commitment to employee health and safety, the College has implemented robust corrective measures to mitigate and prevent workplace hazards. The identification of hazards or risks as a result of the above assessment procedures will be corrected in a timely manner based on the severity of the circumstances and when they are first observed or discovered. The College’s corrective measures include, but are not limited to, the following:

• All corrective actions taken will be documented and dated on the appropriate forms.
• Corrective measures for Workplace Violence hazards will be specific to a given work area and may include making the workplace unattractive to robbers by improving lighting around and at the workplace, requiring employee badge access to access employee-only areas, posting signs notifying the public that limited cash is kept on the premises and that cameras are monitoring the facility.
• Utilizing surveillance measures, such as cameras, to provide information as to what is going on inside and outside the workplace and to dissuade criminal activity.
• Providing and enhancing physical controls, such as door locks, physical barriers, and emergency alarms.
• Posting emergency telephone numbers for law enforcement, fire, and medical services.
• Providing employee training and retraining on the WVPP as warranted.
• Reviewing employee, supervisor, and management training on emergency action procedures.

In addition, when an imminent hazard or risk exists which cannot be immediately abated without endangering employees and/or property, the College will remove exposed personnel from the area, except those necessary to correct the existing hazard or condition. Such employees whose presence is necessary to correct such hazardous conditions or concerns will be provided with necessary safeguards or protective equipment needed to correct such conditions or concerns.

Employee feedback and experiences have played a central role in developing the College’s current safety-related policies and procedures, including the Plan. The College will continue to welcome employee input as it pertains to hazard identification or potential Workplace Violence concerns, and such feedback will be considered and incorporated into this Plan or related policies as appropriate under the circumstances. Employees can submit feedback to Human Resources.

All employees, including supervisors, will receive training regarding this Plan. This training is informed in part by the feedback the College received from employees through a questionnaire regarding employees’ perceptions of the scope of Workplace Violence on campus and their input regarding the contents of this Plan and Pomona’s training under this Plan and the College’s existing security and safe workplace-related training, which have been developed with reference to historical employee feedback on these topics. The College will continue to welcome feedback from employees in designing and implementing the training under this Plan, and such feedback will be considered on an ongoing basis as future training is developed and implemented.

Training will be provided when the Plan is first established and on an annual basis thereafter. Additional training will be provided whenever Pomona is made aware of new or previously unrecognized Workplace Violence hazards or when material changes are made to this Plan.

Pomona will ensure that the training provided pursuant to this Plan complies with applicable law and will maintain records as required.

Pomona will review this Plan (i) annually; (ii) when a deficiency is observed or becomes apparent; and (iii) after a Workplace Violence incident.

The College recognizes and values the role that employee feedback plays in the College’s ability to assess and analyze the effectiveness of this Plan, and accordingly continues to encourage employees to utilize the feedback procedures provided for under this Plan.

Date of Last Review: August 20, 2024

Date of Last Revision(s): August 20, 2024

APPENDIX A: Claremont Police Department Service Area Policing

Claremont Police Department has four service areas with a Lieutenant assigned to address specific concerns individuals may have in their neighborhood. Claremont Police Department’s Service Area Policing allows individuals to contact the Lieutenant assigned to their area for non-emergency, quality of life issues. As an example, if you are experiencing long-term problems in your neighborhood, your Service Area Lieutenant can work with you and your neighbors to remedy the issue.

The four Service Areas and corresponding Service Area Lieutenant are depicted in the Area Map and as follows:

• Area 1: Southwest of Foothill Blvd. / Indian Hill Blvd.
  • Contact Lt. Robert Ewing via email or call 909-399-5400
• Area 2: Southeast of Foothill Blvd. / Indian Hill Blvd.
  • Contact Lt. Jason Walters via email or call 909-399-5400
• Area 3: Northwest of Foothill Blvd. / Indian Hill Blvd.
  • Contact Lt. David DeMetz via email or call 909-399-5400
• Area 4: Northeast of Foothill Blvd. / Indian Hill Blvd.
  • Contact Lt. David Hardin via email or call 909-399-5400

If you are encountering an issue in your neighborhood, whether you are a resident or business owner, please do not hesitate to contact your Service Area Lieutenant assigned to your area for non-emergency problems that do not need an immediate response from the police.

For more information, visit Claremont Police Department’s Service Area Policing website (last accessed August 19, 2024).