Navigating Compliance and Safety State Requirements for Harassment Prevention
Serious issues regarding workplace harassment and violence negatively impact employees, workplace culture, and a company’s bottom line. Several states have mandated workplace training and implemented additional requirements to prevent harassment and foster safe work environments in recent years. In fact, 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.
Gretchen Groh, Director of Compliance and Implementation at Flex HR, talked to Soup.io about laws companies need to be mindful of to stay compliant in their state of business.
“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 Groh, “Determining applicable laws and managing multi-state compliance can be challenging, but non-compliance poses significant risks.”
Apprehending State Requirements
Mandated training laws usually require employers to provide interactive training and education to their workforce regarding sexual harassment prevention. Training frequency ranges from annually in some states to every ten years in others. Additionally, some states 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 Hardy Prevention Strategies
Employers should be fostering a culture of mutual respect through comprehensive prevention strategies.
Check-the-box training is not enough. Companies need all-inclusive strategies centered on workplace civility and respect to impact behaviors and culture long-term.
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 workers who feel safe speaking up are one of the best early warning systems for spotting issues.
Multi-State Compliance Considerations
Companies operate across multiple states these days, so 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 is important but time consuming for HR teams. Leveraging solutions that centralize compliance management based on employee locations simplifies the process.
Prioritizing Workplace Safety and Respect
While state legislatures continue prioritizing workplace safety and regard, 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.”
Contact Flex HR today to be your HR support at info@FlexHR.com.