Workplace Violence Reporting Procedures
For Workplace Violence Prohibited Policy #WF014
Effective Date: June 27, 2024
Print Procedures (pdf)
Introduction
This document is the technical companion to the Minnesota Department of Transportation’s (MnDOT’s) Workplace Violence Prohibited Policy. It provides the procedures for reporting workplace violence.
Definitions
Third party
Individuals who are not state agency employees, but who have business interactions with state agency employees, such as:
- Applicants for state agency employment
- Vendors
- Contractors
- Volunteers
- Customers
- Business partners
- Unpaid interns
- Other individuals with whom state agency employees interact in the course of the employees’ work, such as advocates, lobbyists, and representatives of individuals or entities with business with any branch of Minnesota state government.
Threatening behavior
Any verbal or physical conduct that would reasonably cause fear of physical harm to individuals or property.
Violent behavior
The use of physical force that causes or is intended to cause physical harm to individuals or property.
Warning signs of violent behavior
Observable behavior that leads to a reasonable belief that the individual may engage in violent behavior. Warning signs of violent behavior may include, but are not limited to, intensely angry demeanor, significant loss of temper, articulated plan to commit violence, oral or written remarks about violent behavior, discussing use of weapons of any kind in a harmful manner toward others or bringing weapons into the workplace without a work-related reason, or repeated aggressive movements such as pounding, banging, or slamming items.
These warning signs may be unrelated to an intent to engage in workplace violence. Agencies are encouraged to use the Employee Assistance Program (EAP) and the agency’s human resources and safety offices to assess and respond to individual situations.
Workplace
A location where state agency employees perform job duties. The location need not be a permanent location, physical building, or State owned/leased property, but can be anywhere public service is being provided.
Weapon
Any item that is used to harm or intimidate another person.
Reporting Procedures
Emergency situations
- If there are direct threats of physical violence, remain calm, move to a safe place, and immediately contact local emergency services or 9-1-1 if making the call does not pose a threat to the well-being of the employee.
- Individuals should not physically engage a hostile or threatening person, unless to protect themselves or other individuals against an immediate threat of physical injury.
- Complete the Violent Incident Report Form when it is safe to do so.
- Report the behavior to the Human Resources Office or to a manager or supervisor, up to and including the agency head, when it is safe to do so.
Non-emergency situations
Non-emergency situations should be reported as soon as possible and within 24 hours after the incident occurs.
- Report the behavior to the Human Resources office or to a supervisor or manager, up to and including the agency head. If the report concerns an agency head, the individual may contact the office of the Deputy Commissioner for Enterprise Human Capital at Minnesota Management and Budget.
- Submit a completed Violent Incident Report Form.
eSAFE Reporting
If the employee sustains an injury during a workplace violence incident or damage to a state vehicle or equipment occurs, the manager, supervisor, or employee must also complete the appropriate report in eSAFE.
Harassment Restraining Orders
Employees and third parties working on MnDOT projects who are subject to harassment restraining orders that may affect the workplace must notify the local human resources office so the restraining order can be evaluated to determine whether MnDOT must take action to comply with the order.
Employees and third parties working on MnDOT projects who have harassment restraining orders against another individual that may affect the workplace are encouraged to notify the local human resources office so that MnDOT can evaluate appropriate safety precautions.