Safety at work is top-of-mind for employees across the diverse nonprofit sector. In some workplaces, employees feel comfortable sharing their concerns about the risk of workplace violence, mass shootings, terrorism, and other events that potentially put them in harm’s way. In other situations, employees keep their concerns to themselves.
Strong views about guns in the U.S. make the very topic of weapons touchy and ‘off limits’ in many workplaces. Yet regardless of how individual team members feel about guns, unaddressed fear of being the random or targeted victim of gun violence makes it impossible to work productively and ensure the focus a nonprofit mission deserves. And while no set of strategies or protective practices forecloses the risk of violence involving a firearm, a weapons policy may provide clarity and a sense of safety to your team.
There is no single weapons policy that is appropriate for all private sector nonprofit employers. Each organization must determine what rules and expectations are mission appropriate. Employers that implement weapons policies must reflect on their commitments to workplace security, employee privacy, and much more. This article explores what to consider as your nonprofit decides whether to adopt a weapons policy, and what that policy should include if you do.
There is no federal law that limits or restricts the right of private, nonprofit employers to allow, encourage, restrict, or prohibit weapons in the workplace.
Some state laws provide a conditional right to bring firearms to the workplace. These laws sometimes include caveats. State laws may:
As you develop a firearms or weapons policy for your agency, it’s important to decide whether you will:
If your decision is to permit the possession of weapons, you may need to remind employees and constituents that permission to bring a weapon (concealed carry) is a privilege that may be restricted, changed or withdrawn at any time. A safety-oriented policy that permits the possession of firearms should set forth clear rules, such as:
Any employee who brings a gun to work must:
If your agency permits employees to carry firearms, also consider a “no brandishing” rule. For example:
“Employees who bring guns to work may never: 1) use a weapon to intimidate or threaten a co-worker, and 2) open carry a gun in the workplace.”
The scope section of your policy should define what items (weapons) the policy refers to, to whom the policy applies, and where the policy applies.
What: Explain what constitutes a weapon or dangerous weapon under the policy. Examples include:
Whom: Describe who the policy covers. For example: “This policy covers all persons staffing or participating in our programs. A license to carry a weapon does not supersede this policy.”
Where: Describe where your policy applies. Some leadership teams may decide the policy applies on the nonprofit organization’s owned or rented premises. Others may decide the policy applies anywhere work is being performed, to include events at public or private facilities, or while visiting the homes or premises of individual or institutional clients. If your agency permits staff to carry, subject to local and state laws, consider including a “Firearms and Business Travel” section of your policy reminding staff that:
“Employees must respect the firearms policies of other businesses they visit, and follow all state and local laws regarding firearm possession and carry while traveling to other locales as part of their assigned duties.”
The NRMC team believes involving staff with diverse perspectives in policy design is the best way to ensure varying points of view are considered early on. Doing so also increases the likelihood that the policy will be well received and supported. Could this involvement stir up strong emotions or reveal differences in perspective? Possibly. Will involving a team mean that it will take longer to draft a policy? Certainly. Although you may be tempted to assign policy drafting to a single team member and hope that others will support that final product, this approach limits the perspectives that are key to developing the best policy for your agency and building support for that policy slowly and thoughtfully.
A common mistake in policy drafting is to use legalistic or formal language, or jargon that people covered by the policy may not understand. Keep in mind that ambiguity can lead to varying interpretations, confusion, and unintended policy violations. Also, review other workplace policies at your nonprofit to identify the tone and style that you customarily use. Apply that same style in your weapons policy.
A weapons policy will often include exceptions for persons who may be permitted to have a firearm, such as security personnel, or representatives of law enforcement agencies.
Consider describing employee responsibilities under the policy. For example:
Indicate how you will enforce the policy, and what will happen if an employee violates the policy. For example:
A weapons or firearms policy is one element in an organization’s overall commitment to workplace safety. As is true with any new workplace policy or practice, engaging team members with varying perspectives and roles helps build support early on. Yet it’s important to recognize that team members may have very strong views about guns, shaped by their own personal experiences. An effort to formulate a weapons policy should focus on what makes sense for your unique nonprofit at this time. It is possible for a policy that permits—or prohibits—weapons in the workplace to be respectful of differing views.
Melanie Lockwood Herman is Executive Director of the Nonprofit Risk Management Center. Reach her with questions or thoughts about this article at melanie@nonprofitrisk.org or 703-777-3504.
Prohibition of Weapons in the Workplace Policy
In order to provide a safe, welcoming environment for our staff, volunteers, clients, participants and guests, ABC Nonprofit prohibits the wearing, transporting, storage or presence of firearms and other dangerous weapons in any ABC facility, office, or program site.
An employee who is found to be in possession of a firearm or other weapon while on ABC business may face discipline, up to and including termination. A client, participant, or visitor who violates this policy may be deemed ineligible for participation in future ABC programs, and may be reported to the authorities.
Possession of a valid concealed weapons permit is not an exemption under this policy.
Firearms or other dangerous weapons include:
This policy does not apply to:
If You See Something, Say Something
Please alert a member of management or security if you believe someone is in possession of a weapon prohibited under this policy.
Weapons in the Workplace Policy
ABC Nonprofit permits staff members who have a concealed carry permit to bring their weapon to the workplace. We prohibit the open carry of firearms and other dangerous weapons in any ABC facility, office, or program site.
Permission to bring weapons to the workplace is a privilege that can be restricted, changed, or revoked at any time by management. Employees who are found to have violated this policy are subject to discipline, up to and including termination from employment.
Any employee who brings a gun to work must:
Furthermore, employees who bring guns to work may never: