10 Things to Consider for Your Policy on Firearms in the Workplace

Have you thought about what your workplace firearm policy communicates about safety, responsibility, and compliance? Many HR professionals and business leaders haven’t. However, with state laws around concealed carry and firearms possession evolving, now is the time to act. Creating a comprehensive policy isn’t just about checking a box—it’s about protecting your employees, your business, and your peace of mind. 

Inspired by our podcast, this blog offers an in-depth exploration of 10 practical considerations to help you shape a workplace weapons policy that prioritizes workplace safety while navigating the nuances of legality and liability. 

Why Every Workplace Needs a Firearm Policy 

No matter your industry or the size of your organization, a well-defined firearm policy is a cornerstone of workplace safety policies. Beyond fostering a secure environment, it also shields businesses from legal and financial risks. 

Recent statistics highlight the need for action: firearms are involved in nearly 80% of workplace homicides. Without a policy in place, even one incident can result in devastating consequences, including lawsuits, loss of trust, and damage to employee morale. Having a well-written workplace safety policy that addresses firearms demonstrates your organization’s commitment to protecting its employees and upholding legal compliance.

10 Considerations for Crafting a Firearm Policy 

Each workplace is unique, but these considerations form the foundation of a sound, effective policy. 

1. Who Can Carry Firearms in the Workplace? 

Identify specific roles or individuals who might be allowed to carry firearms at work, if any. For instance, you may limit firearm possession to trained security personnel while prohibiting other employees from carrying firearms. Consider factors like the nature of your business (e.g., whether employees handle cash or valuables) or workplace location. 

Additionally, think about the vetting process for those approved to carry firearms. A background check could be part of the eligibility criteria to provide further safeguards. This aligns your workplace weapons policy with a practical approach that prioritizes safety over personal preference. 

2. Denial Clauses and Exceptions 

What happens if an employee technically qualifies to carry a firearm but raises concerns about behavior or temperament? A denial clause gives employers discretion to prohibit firearm possession on a case-by-case basis. 

For instance, an employee with recent disciplinary actions or unresolved interpersonal conflicts might pose a heightened risk. Include language in your policy that allows for exceptions while maintaining compliance with equal employment laws. This flexibility supports workplace safety policies that are both fair and practical. 

3. Training and Certification Requirements 

Proof of proper training is non-negotiable. Define clear standards for firearm training and certifications to ensure safety. Require documentation that shows employees have completed accredited training programs, including proper handling, storage, and use of firearms. 

4. Liability Insurance for Carriers 

Requiring proof of liability insurance offers a layer of protection for your business. If an employee’s firearm causes accidental injury or property damage, liability insurance can cover associated costs and shield your company from financial risk. 
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Explain this requirement clearly in your policy, detailing what level of coverage is acceptable. Encourage employees to work with insurance providers specializing in firearm policies, ensuring comprehensive coverage for all potential scenarios.

5. Storage Protocols for Firearms 

Unsecured firearms pose risks, even in otherwise safe environments, making storage an important consideration. Establishing clear storage protocols, such as recommending lockboxes, safes, or other approved solutions, can help reduce potential hazards. 

Your workplace weapons policy can outline options for secure storage that align with your company’s safety goals while giving employees guidance on best practices. Including examples or links to OSHA guidelines regarding workplace safety can add credibility and provide further resources. 

6. Specifying Types and Sizes of Firearms 

Not all firearms are created equal in terms of safety and practicality. Your policy should clearly define permissible firearm types and sizes. For example, large-caliber firearms may pose unnecessary risks, while smaller, more easily concealed firearms may be more appropriate for certain roles. 

Think about whether to allow firearms that are equipped with certain modifications, such as extended magazines, which might increase liability risks. Tailoring this aspect of your policy shows thoughtful consideration and compliance with important HR policies. 

7. On-Person vs. Secure Storage 

Should employees carry firearms on their person, or must they store them securely? Allowing firearms on an employee’s person can increase accessibility during emergencies but also raises risks, particularly in conflicts. 

In contrast, secure storage minimizes immediate risks but could hinder access in scenarios where a firearm might be necessary. Balancing these factors ensures your workplace safety policy aligns with your overall safety objectives.

8. Firearms on Client Sites 

When employees work off-site or visit client locations, your policy must address whether they’re allowed to carry firearms. This is particularly important in industries like home services or field sales, where employees interact with the public. 

Additionally, consider the legal implications of firearms on client property. Research state and local regulations to ensure compliance and communicate these requirements to employees. Including a clause about client site policies strengthens workplace safety policies and avoids potential conflicts. 

9. Firearms on Company Property vs. Inside the Workplace 

Differentiate between firearms stored in vehicles on company property versus those brought into the workplace. For example, firearms stored in locked vehicles may pose a lower risk but still require clear guidelines. 

Your workplace weapons policy should specify where firearms can be kept, who has access, and how these rules will be enforced. Include signage requirements, if applicable, to inform both employees and visitors about your policies. 

10. Purpose of Carrying Firearms in the Workplace 

Why are firearms allowed in your workplace? If the answer isn’t clearly linked to security needs, it might be worth revisiting your policy. Clearly defining the purpose of firearms, such as protecting cash or ensuring personal safety, helps prevent misuse and aligns with your broader workplace safety policies.

Additional Steps for a Strong Firearm Policy 

Building a robust policy doesn’t stop at writing it down. Consider these additional measures: 

• Schedule regular reviews to ensure the policy stays relevant as laws and workplace needs change. 
  
  
• Educate employees about the policy, its rationale, and the consequences of non-compliance. 
  
  
• Consult legal professionals to confirm your policy aligns with federal, state, and local laws.

Partner with The Human Resource USA for Policy Excellence 

Creating and maintaining workplace policies can be daunting, especially with sensitive topics like firearms. That’s where The Human Resource USA comes in. Our team offers expert guidance to craft policies tailored to your organization’s unique needs, balancing safety, compliance, and practicality. 

For more insights, listen to our podcast for an engaging discussion on this topic.  

Ready to take the next step? Contact us to learn how we can support your workplace. 

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