Workplace Violence: Guide to Risk Assessment
This Guidance is intended for Deans of Faculty and Directors of Support Services.
1. Introduction
Incidence rates of violence, bullying and harassment in the workplace have
increased in recent years (European Foundation for the Improvement of Living
and Working Conditions 2004). Research carried out in the UK found that up to
53% of employees had been the victims of bullying at work and 78% had
witnessed the behaviour. (Di Martino 2000)
In terms of quality in work and employment, four key aspects have been identified
as being important to workers.
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Career and employment security
Health and wellbeing
Skills development
Reconciliation of working and non working life
(European Foundation 2004)
Health and wellbeing is an important priority, and the effects of violence within the
workplace can impact considerably on this, particularly if violence, bullying and
harassment exist unacknowledged and unchallenged within the workplace. This
leads to poor morale and poor image for the organisation, increasing turnover,
absence and litigation and making it more difficult to recruit. Increased anxiety,
distress, low self esteem and poor performance can be the longer term effects for
individuals exposed to unacceptable behaviours such as serious threats and
abuse. This, in turn, impacts upon the health of the organisation.
The Health and Safety Executive (HSE) identifies that employees engaged in
certain activities, particularly those involving the public, may be more at risk of
violence. People who may be at particular risk include those:
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Who work alone or outside of normal working hours
Who deal directly with members of the public
Who handle cash
Who work in education or caring
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2. Assessment of Risk
It is the policy of York St John University that violence in any form is
unacceptable and the University will not tolerate physical or verbal violence
against any of its employees1. (See Workplace Violence Policy Statement)
Although there is no specific legislation relating to violence at work, there is a
duty on employers to ensure that they assess the risks to employees and make
arrangements for their health and safety by effective:
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Planning
Organisation
Control
Monitoring and review
The Management of Health & Safety at Work Regulations (HSE1999)
The risks should, where appropriate, include the need to protect employees from
exposure to reasonably foreseeable violence. There are other pieces of health
and safety law which are relevant to violence at work (see ‘Violence at Work’
HSE 2006).
The first step to the effective management of risks of violence is for a manager to
identify whether there is a problem in their area.
3. Identify the hazard
Many employees tolerate unacceptable behaviour at work as unavoidable and it
is likely that a number of incidences of verbal abuse go unreported. Therefore it
is difficult to make an assessment of the extent of the problem or even if there is
a problem. However, it is possible through the adoption of the following
approaches:
3.1 Ask staff
This can be done informally through managers, supervisors and safety
representatives. A short questionnaire can be used to find out if your staff ever
feel threatened or have been exposed to abusive behaviour. Use employee
discussion groups to identify any areas for concern. Feed the findings back so
that the staff are aware that you are taking the issue seriously.
3.2 Highlight reporting
Publicise the need for reporting any occurrence where a member of staff feels
threatened or intimidated. Encourage all staff to report events promptly and fully.
Ensure that all incidents are documented on the appropriate form. (Accident and
Incident Recording Form). Review all incidents to ensure all incidents are
investigated and that remedial action is taken. Include as a standard agenda
point at regular departmental meetings.
1
Please remember to include risk to any volunteers in your department/faculty, as well as employees.
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3.3 Analyse the data
The reporting form requires you to classify all incidents along with location and
time and outcome. This should help you to identify patterns. There may be
common causes, areas or times. Verbal abuse and intimidation may arise
involving the same people. This can help you to decide what action to take.
Bullying and harassment can be dealt with using existing Human Resources
Policies.
4. Deciding what action to take
Once you have identified whether a problem exists, you should use the
‘Workplace Violence: Risk Assessment’ form to evaluate the level of risk.
In large departments you may want to complete one risk assessment form for
each section. Equally, you may want to complete a different form for each staff
group if you feel there are specifics that apply to one group and not the other.
Please include volunteers, if applicable, as well as paid staff.
The following is a guide to it’s completion by section:
1. Describe the work activities in the area where staff might be exposed to
verbal or physical violence. Put all the activities on the one form.
2. Document the number and describe the type of incidents that have occurred
as they relate to the activities identified in Section1, including the number of
people who may be at risk.
3. Identify the numbers of staff affected and detail their work are and whether
they have any relevant training (for example: dealing with difficult people,
handling difficult situations, assertiveness etc.). As regards the requirement
for job role/title this can be detailed generically for ease, i.e. ‘Administrator’ or
‘Lecturer’.
4. Identify the type of violence they may be exposed to (for example actual
physical assault, threatening behaviour etc.)
5. Identify how often this behaviour is likely to happen.
There is usually a combination of factors giving rise to violence, these include:
 The level of training and information provided
 The environment
 The design of the job
These can all be influenced and modified by the employer and employee
working together.
Please complete this section for each of the activities identified in Section 1 as
the frequency may differ depending on the activity identified. If you need
more space then copy and past the text and boxes further.
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6. Identify what is already in place to reduce the likelihood of this happening.
Examples may include modification of a reception area, specific staff training,
and information for the public, colleagues and students.
7.
Decide the likely risk of an incident arising in the current situation. If it is very
unlikely, then this would be a low risk and further actions are not required.
However, it is important to continue to review the situation at intervals in case
the circumstances change.
8. If the risk is medium to high, consider what could be done to reduce the risk of
an incident.
Prevention
The HSE suggests the following preventive or control measures:
8a Training and information
 Train employees so that they can spot the early signs of aggression and
either avoid it or deal with it.
 Train staff to assess their personal safety in a one to one situation
 Make sure that the staff fully understands any system that you have put in
place for their protection.
8b The Environment
 Consider access to areas, lighting, existing security systems
 In some areas, consider whether video cameras or alarm systems are
necessary, coded security locks on doors, layout of reception areas.
8c Job design
 Review or amend existing procedures
 Use cheques, credit cards or tokens (if applicable) to make robbery less
attractive
 Check the credentials of clients and arrangements for off- site meetings
 Make arrangements for staff who work away from the main site to keep in
touch
 Maintain numbers of staff at the workplace to avoid a lone worker situation
developing
 Ensure that staff undertake a personal risk assessment if meeting for a
one to one on site and have personal safety guidelines.
8d Involve staff
 Utilise staff groups to help to design safer measures. Keep an overview to
ensure that the measures do to create additional problems elsewhere.
Document the further areas for improvement, actions and timescales using the
‘Workplace Violence Risk Assessment Action Plan’ if necessary.
9. Once the additional control measures are in place, reassess the risk. If you
consider the risk is still high, what further actions are necessary.
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10. If further control measures are indicated in the Action Plan consider what help
and advice is available to assist you, for example:
Internal: University H&S Officer, Union H&S representatives, Human
Resources, Staff Development, Facilities Management.
External: see list at the end of this document.
Sign the Risk Assessment and, most importantly, identify the review date. If you
are holding the form electronically then an electronic signature should be used.
The completed risk assessment form should be copied to Human
Resources in the first instance. Any update risk assessments undertaken
should be retained within the relevant Department/Faculty.
7. Review
Regularly review the incident data to identify whether the measures are effective
or whether there are additional problems
If the original problems still continue, go back to the risk assessment and identify
what other measures may be necessary to reduce the level of risk.
8. External sources of help and advice
www.hse.gov.uk/violence/ Government Health and Safety Executive
www.suzylamplugh.org/
Charity with information on personal and workplace
safety
www.cusn.info/
Charity associated with the UCEA
information, fact sheets and counselling.
offering
References
DiMartino V, Hoel H, &
Cooper C
Preventing Violence &
Harassment in the Workplace
EFILW 2003
Lehto A.M & Parnanen A Violence, Bullying and Harassment
In The Workplace
EFILW 2004
Health & Safety
Executive
The Management of Health &
Safety at Work Regulations
HSE 1999
Health & Safety
Executive
Violence at Work – a Guide for
Employers
HSE 1996
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