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Soup.io > News > Compliance and Safety: Navigating State Requirements for Harassment Prevention
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Compliance and Safety: Navigating State Requirements for Harassment Prevention

Cristina MaciasBy Cristina MaciasAugust 3, 2024No Comments3 Mins Read
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Compliance and Safety: Navigating State Requirements for Harassment Prevention
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Workplace harassment and violence are serious issues that can negatively impact employees, workplace culture, and a company’s bottom line. In recent years, several states have mandated workplace training and implemented additional requirements to prevent harassment and foster safe work environments. Seven states – California, Connecticut, Delaware, Illinois, Maine, New York and Washington – have laws requiring employers to provide anti-harassment or sexual harassment prevention training to employees.

“With additional state and local laws addressing harassment prevention training, companies need to ensure they follow all requirements based on locations of their operations and where employees live,” said Gretchen Groh, Director of Compliance and Implementation at Flex HR. “Determining applicable laws and managing multi-state compliance can be challenging, but non-compliance poses significant risks.”

Understanding State Requirements

While details vary, mandated training laws usually require employers to provide interactive training and education to employees regarding sexual harassment prevention. Training frequency ranges from annually in some states to every ten years in others. Some states also mandate workplace violence and anti-bullying training as well as bystander training. Most laws specify that training be provided within a certain period for new hires, such as within six months of assumption of duties.

In addition to training mandates, some states have implemented supplemental requirements related to harassment and workplace conduct policies, complaint reporting procedures, supervisor responsibilities, and compliance record keeping.

“Required compliance documentation ranges from copies of policies and training records to signed employee acknowledgements,” Groh explained. “Companies need structured internal processes to track all requirements.”

Developing Robust Prevention Strategies

In addition to meeting legal mandates, employers should foster a culture of mutual respect through comprehensive prevention strategies.

Check-the-box training is not enough. Companies need holistic strategies centered on workplace civility and respect to impact behaviors and culture long-term.

Expert recommendations for developing meaningful prevention programs include:

  • Securing leadership commitment and modeling appropriate conduct
  • Implementing robust complaint procedures with timely investigation protocols
  • Developing strong anti-retaliation policies to encourage reporting
  • Integrating civility and respect into organizational values and performance management
  • Facilitating interactive, scenario-based training tailored to workplace risks
  • Surveying employees regularly on culture and climate

Tailored educational programs that incorporate workplace situations resonate better than off-the-shelf training. Empowered employees who feel safe speaking up are one of the best early warning systems for spotting issues.

Multi-State Compliance Considerations

For companies operating across multiple states, managing compliance requirements demands structured approaches given variations across state laws. Steps for multi-state compliance include:

  • Identifying all state and local requirements for locations of physical operations
  • Determining applicability for remote employees based on residency
  • Tracking relevant compliance timelines and deadlines
  • Developing robust sexual harassment training programs that meet or exceed requirements across jurisdictions
  • Ensuring training completion is documented and acknowledging state mandates
  • Centralizing compliance records for streamlined reporting and auditing

Tracking ongoing changes takes time for HR teams. Leveraging solutions that centralize compliance management based on employee locations simplifies the process.

Moving Forward with Confidence

As state legislatures continue prioritizing workplace safety and respect, legal requirements will remain fluid. By taking proactive steps to meet current mandates, demonstrate duty of care across operations, and foster cultures of mutual respect, employers can empower workforces and minimize risks.

“With strong workplace civility programs rooted in policies, leadership modeling, training, and cultural reinforcement, companies stand out in preventing issues and creating welcoming, inclusive environments,” concluded Groh. “By driving proactive culture shifts, employers can move confidently into the future, regardless of changes on the legal horizon.”

 

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Cristina Macias
Cristina Macias

Cristina Macias is a 25-year-old writer who enjoys reading, writing, Rubix cube, and listening to the radio. She is inspiring and smart, but can also be a bit lazy.

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