Developing a Weapons Policy for Any Employee Handbook: 4 Critical Steps

Every employee handbook probably has the basics: at-will policies, sick policies, tardiness policies, etc. But sometimes a staff handbook is missing employee policies they don’t know will become necessary. One example is a weapons policy. MP’s HR services experts share best practices for developing a weapons policy for an employee manual, as well as how to maintain HR compliance.

4 Steps to Develop a Weapons Policy for any Employee Handbook

1. Review state HR and compliance regulations regarding guns and other weapons:

Each state varies in its laws regarding gun ownership. Employers should work with an HR expert, like the ones at MP, or an employment attorney with knowledge of the state laws of the office location. Employers with offices in multiple states should prepare to develop multiple policies. They may need to create different policies for different locations if laws vary significantly between states. As an example, some states’ “parking lot laws” or “bring your gun to work laws” allow people to bring their firearm to work if they keep it locked in their privately owned car. They’re permitted to do this even if the gun and car are in the employer’s parking lots. In other states, employers may be allowed to ban weapons from anywhere on their premises.

2. Check with insurance carriers:

Employers may assume a significantly higher liability if they allow employees to bring guns or weapons of any kind into the workplace.

3. Develop a policy:

Employers should include these vital elements in their weapons policy:

• State cooperation with federal and state laws
  • Outline why the policy exists
  • Share how employees must store weapons if they’re permitted to bring them onto work premises.
  • Summarize how the workplace prevents violence on-premises, including annual inspections
  • List prohibited conduct, including:
    • Causing physical injury to another person
    • Intentionally damaging company property or another employee’s property,
    • Possessing a weapon while on company business or company property
  • Cover reporting procedures, including to whom and how to report violence or threats of violence
  • Provide procedures for emergency situations, explicitly suggesting employees don’t attempt to challenge or disarm dangerous individuals
  • Note that employees who fail to comply will be disciplined

4. Share the policy with employees.

If employers update their whole employee handbook, they may choose to share the completely updated handbook with employees. If they’re only creating or updating their weapon policy, they can just share that with employees. It’s imperative to include an acknowledgment page at the end of the handbook or policy and have all employees sign it. These signed acknowledgment pages should be kept in HR records, whether electronic or physical. Having these signed acknowledgment pages available will be crucial if an employee must be disciplined or takes legal action regarding the weapons policy.