Managing Workplace Access: How To Develop A Workplace Access Plan
An important component of maintaining a safe workplace is knowing who is present and that they are authorized to be there. A workplace access plan is a company plan or set of procedures that outlines rules for when individuals are allowed to access different parts of company property. It gives a clear process for dealing with visitors, including immigration enforcement agents.
What should a workplace access plan include?
- Private and public areas: Determine the private and public areas of your workplace. Public areas are spaces where members of the public can come and go freely. In a workplace, this might include a lobby, parking lot, or a farm stand. Private areas are spaces where you have reasonable expectation of privacy. In a workplace, this may include offices, fields, or production lines. Your access plan should cover all areas of a workplace including fields, orchards, packing houses, and offices.
- Company contacts: Identify at least two company contacts who are authorized to review requests for access to private areas of the workplace. Ensure that they are properly trained to read and understand different types of warrants (https://camposeguro.ucdavis.edu/en/resources).
- Property access: Identify entry access points at all worksite locations. Post no trespassing, private property, and/or authorized personnel only signs at all entry points when feasible. Use locked gates, fences, and doors to restrict access where possible.
- Waiting area: Identify a location where visitors can be directed to wait such as the main office or in a public area.
- Training: Train employees on the steps to follow if they are the first to encounter a visitor. This includes what to ask, who to call, where to ask visitors to wait, and what to document. Distribute yellow cards to employees with company contact information. Conduct trainings on a recurring basis and practice “drills” to ensure employees can put their training into action.
- Communication: Establish and follow clear communication procedures with everyone in the company before, during, and after a visit. Communication should include discussion among upper management, field supervisors, and workers including updates about the company’s plan. Open communication reduces fear, confusion, and anxiety among everyone in your workplace.
- Emergency contacts: Give employees an opportunity to voluntarily update their emergency contacts. California requires employers to give employees an opportunity to name emergency contact if they are arrested or detained at work. A template Emergency Contact Form is available here in English and Spanish.
Resources
- Resources available at Campo Seguro include a company contact pocket card, post worksite raid checklist, administrative warrant example, and judicial warrant example.
- Coordination Between Growers And FLCs On A Workplace Access Plan
- Voluntary Emergency Contact Information
- Immigration or other law enforcement is at the door!
- Know Your Rights Factsheet
This article does not provide an exhaustive description of employer responsibilities, nor should it be considered legal advice. Consult with your attorney if needed.