How To Customize A New York Workplace Violence Prevention: Public Sector Course

Before You Start

What You'll Need

• Your organization's written Policy Statement on workplace violence prevention
• Your organization's written Workplace Violence Prevention (WVP) Program, including:
  • Where the written WVP Program can be found (link or physical location)
  • The risk factors identified during your workplace risk evaluation
  • The safeguards/protections your organization uses to address those risks
    (and where each fits in the hierarchy of controls: engineering,
    administrative/work practice, or PPE)
  • Your reporting system(s) for workplace violence incidents and concerns (including links, if applicable)
  • Details of your annual review process, including how your Authorized Employee Representative (AER) participates
  • The name/title of, or how employees can find, your organization's Authorized Employee Representative (AER)

If you don't have a current written Policy Statement, risk evaluation, or WVP Program yet, you'll need to complete those steps before this course can be customized and assigned.

Why Customization Is Required

Most EasyLlama courses are ready to assign out of the box, but this course requires customization for two reasons:

1. Every organization's risk factors, safeguards, and reporting systems are different. Risk evaluation, protective measures, and reporting processes all vary
   by workplace. Generic content can't tell staff how to report or what
   protections your organization actually has in place.
2. New York Labor Law §27-b requires covered public employers (those with at least 20 full-time permanent employees) to develop and
   implement a written Workplace Violence Prevention Program and to train employees on that program's specific details, not generic content, at initial assignment and annually thereafter.

Quick Reference

• Course location: Trainings > Library > New York Workplace Violence Prevention, Public Sector
• Customization required: Yes—to meet NY Labor Law §27-b requirements
• Key section to customize: Chapter 8 (10 total slides; 7 require customization: 8.2, 8.4, 8.7, 8.8, 8.9, 8.10, 8.11)
• Pre-built, no editing needed: Slides 8.3, 8.5, and 8.6 contain general/legally mandated educational content
• Annual requirement: Incident records must be reviewed at least once a year with AER participation

Customize the Course

Step 1: Open the Course

1. Log in to your EasyLlama admin dashboard
2. Go to Trainings > Library
3. Search for New York Workplace Violence Prevention, Public Sector

Step 2: Create Custom Version

On the course card, either:

• Click Customize on the Make It Yours tag, OR
• Click the three-dot menu (⋮) and select Customize

Step 3: Proceed with Customization

1. Read the pop-up for tips on how to customize, publish, and activate the course
2. Click Proceed
3. Once the course is created, click Review & Edit to begin customization

Step 4: Navigate to Chapter 8

Go to Chapter 8, this is the only chapter that will require customizations.

NOTE: Slides 8.3 (WVP Assessment), 8.5 (Confidentiality), and 8.6 (Roles in Review) contain general or legally mandated content and do not need to be edited.

Step 5: Enter Your Organization's Details

Work through each of the 7 customizable slides and update them with your organization's specific information. If desired, a Slide Narration can be added, or a new background image can be uploaded or selected.

Slide	What to Add
8.2: Policy Statement	Your organization's written Policy Statement on preventing workplace violence, reporting, and employee participation. Replace [[ADD YOUR POLICY]] with your statement or a link/button to it.
8.4: The Written WVP Program	Where your organization's written WVP Program can be found (link or description of location).
8.7: Your AER	The name and/or title of your Authorized Employee Representative, and how employees can find out who theirs is.
8.8: Risk Factors	The specific risk factors identified in your organization's workplace risk assessment.
8.9: Workplace Protections	Each safeguard your organization uses to address workplace violence risks, including where it fits in the hierarchy of controls (engineering, administrative/work practice, or PPE). Add a new card or slide for each safeguard as needed.
8.10: How to Report at Your Workplace	Your organization's reporting system(s), including links if applicable. Add or delete report-method cards as needed.
8.11: Our Annual Review	The specifics of your organization's annual review process, including how your AER participates.

To update:

1. Using the Chapter/Slide navigation, click on the slide
2. Edit the information by clicking into the text boxes within the slide
3. If desired, click Slide Narration to input and generate speech, or click the Edit background button to upload or select a new background image
4. When finished, move on to the next slide by clicking in the left navigation

Step 6: Upload Supporting Documents (Optional)

You can attach your full written WVP Program and any related policy documents. These appear as downloadable resources within the course.

1. Add a new slide
2. Select the Embedded PDF Viewer template
3. Upload the document

Step 7: Preview the Course

Run through the learner experience end-to-end to confirm:

• The Policy Statement, WVP Program location, AER information, risk factors, protections, and reporting details are all correct
• All uploaded documents can be viewed and downloaded

Step 8: Save and Publish

Once Preview confirms everything is correct:

1. Click Publish
2. The course is now ready to be assigned to staff

Step 9: Select the Custom Version

Helpful Tip: This action affects new assignments only. New learners are assigned the customized version, while learners currently assigned to, or in progress with, the original version will continue with the original version.

To select and assign the custom version going forward:

1. Click Custom Version at the top of the screen
2. Click Proceed to confirm

Step 10: Assign Learners

Assign learners using any of these methods:

• Directly from the course via the Assign Learners button
• Using the Learners tab with bulk actions
• Auto-assignment through automation settings

Keeping the Course Current

New York Labor Law §27-b requires that records of workplace violence incidents be reviewed at least once a year, with participation by the Authorized Employee Representative.

When Your WVP Program Changes

1. Return to Courses > New York Workplace Violence Prevention, Public Sector
2. Click into the course
3. Select Custom Version > Edit
4. Update the slides that changed (e.g., new risk factors, new safeguards, new reporting method, new AER)
5. Click Publish Changes (this saves and republishes the update)

For Learners Who Already Completed the Course

• Learners assigned after republishing will see the updated content
• If changes are material (e.g., a new AER, a new reporting system, newly identified risk factors), reassign the course to staff who have already completed it so they can review the updates

Who Should Be Involved with Customizing this Course?

Role	Responsibility
Safety/HR staff who authored the WVP Program	Owns the Policy Statement, risk evaluation, and program content
Authorized Employee Representative (AER)	Participates in risk evaluation and the annual incident report review; should be consulted before publishing
Organization Leadership	Approves final training content
EasyLlama Admin	Completes data entry (content should be approved by the WVP Program owner before publishing)

Tip: EasyLlama admins can complete the entry, but the content should be
approved by the WVP Program owner (and reviewed with the AER) before
publishing.

Helpful Tips

Tip	Why It Matters
Don't skip customization	The course won't reflect your actual Policy Statement, risk factors, or reporting system, so it won't meet legal requirements
Get AER and program owner input	Content may be inaccurate, incomplete, or unapproved without review
Update after the annual review	Staff trained on outdated risk factors or protections
Reassign after material changes	Staff don't see, and aren't trained on, critical updates

Frequently Asked Questions

What if our WVP Program changes mid-year?

Update the relevant slide(s) as soon as the program changes and republish. Reassign to Learners if the change is material (e.g., a new risk factor, safeguard, reporting method, or AER).

Where can I get help with EasyLlama?

Contact EasyLlama support from the help menu in your dashboard, or reach out to your Customer Success Manager.

Where can I get help with WVP requirements themselves?

For questions about Workplace Violence Prevention Act requirements, contact your organization's legal counsel or the New York State Department of Labor.

Additional Information

• Review New York Workplace Violence Prevention Act requirements: NY Labor Law §27-b

Llama Fact: Llamas are highly alert to their surroundings and warn the herd at the first
sign of danger—similar to how a customized WVP course teaches staff to recognize risks and know exactly how to report them at their own workplace!