INSPECTION READINESS
Cal/OSHA asks for five documents, in order. Your written plan with proof employees helped build it. Your violent incident log with seven fields. Your hazard correction record. Your training roster with Q and A. And the page that ties the plan to your IIPP. If one is thin, the interview that follows shows it.
An inspector in Fresno does not call ahead. She arrives at the front desk, asks for the manager on duty, and starts the same sequence. Day one is the plan and how it was made. Day two is the log. Day three is corrections and training. Here is that order, and where a generic PDF fails.
Request sequence: Day 1, Day 2, Day 3
Inspectors layer requests so each answer checks the last.
| Day | What they request | What proves it |
|---|---|---|
| 1 | WVPP plus participation record | 21 section plan with site facts plus dated staff input, per §6401.9(c)(2)(B) |
| 1 | Persons responsible | Names or titles who implement the plan and how you share hazards with staffing agencies |
| 2 | Violent incident log | Seven field entries kept five years, private master and employee safe copy per §6401.9(d) |
| 3 | Hazard correction record | Dated hazard, fix made, and who verified it |
| 3 | Training record | Initial and annual interactive training with Q and A per §6401.9(e) |
Participation is requested with the plan on day one, not later. That is why a four page template fails even when it looks complete. It has no participation log to hand over. Subilu captures that input in the 23 answer wizard. Answers 6 and 7 build the involvement log so day one has two files, not one.
Day two and three test whether the plan lives on the floor. A log that still shows a name in the shared view fails at the table. A hazard noted last quarter with no fix date fails on the walk. Training from two years ago fails the annual check.
Employee interview questions
Inspectors talk to employees without the manager present. In the Valley they will pull the host at the door and the late closer and ask the same three things.
Were you involved in building or reviewing the plan?
How do you report a threat or act of violence?
Have you seen the plan, do you know where it is, and have you had training with a chance to ask questions?
If staff says no to the first, §6401.9(c)(2)(B) is short. If they do not know how to report, (D) and (F) are short. If they had no Q and A, (e) is short. You need one sentence each manager can say without opening a binder, and that sentence must match what the plan says about this address.
What ready means: three separate exports plus a survey
Ready is not one big file. It is three separate exports you can produce on demand, each clean for who sees it.
- WVPP as DOCX for counsel and as PDF to hand over or post. Headers track the 11 elements.
- Violent incident log as CSV or PDF, private master and employee safe copy where names are replaced. Kept five years.
- Training roster as CSV or PDF, with dates, names, and Q and A record.
Mixing names with the plan is how a privacy violation happens on day two. Subilu keeps three exports for that reason. No bundled ZIP that puts the private log inside the plan.
The fourth piece is the survey itself. The short dated record of who gave input and when, sent to staff phones and stored with the plan. Most PDFs never had it. Inspectors ask for it first.
Run the readiness quiz on your current setup: can you hand the plan plus dated participation in under two minutes, show an employee the safe log without names, and pull a correction with a verification date from the last 90 days. If any answer is no, start with that file.
Not legal advice. Source: Labor Code §6401.9(c), (d), (e) and DIR WVPP guidance. Pair with Your WVPP in 21 Sections and Violent Incident Log: 7 Required Fields.