By Hila Petrank – Head of Legal & Compliance, Vault Platform
As of January 1, 2025, California employers face a new compliance requirement: prominently displaying a standardized notice outlining employees’ whistleblower rights and protections. This update, mandated under California Labor Code Section 1102.8, aims to enhance awareness and safeguards for employees reporting illegal or unethical workplace practices. Here’s what you need to know, and how to prepare.
What’s changing?
Previously, employers in California were required to adhere to general whistleblower protection laws but were not obligated to post a standardized notice. The new requirement changes this by introducing a model notice developed by the California Labor Commissioner’s Office. This notice explicitly informs employees about their rights, how to report violations, and the protections they’re entitled to under the law.
By ensuring uniform messaging across workplaces, the notice strengthens awareness of whistleblower protections and simplifies the reporting process for employees.
Key details in the new model notice
The whistleblower rights notice includes essential information such as:
- Protected actions: Employees’ rights to report state or federal law violations without fear of retaliation.
- Reporting procedures: How to contact the California Attorney General’s Whistleblower Hotline or file a complaint with the Labor Commissioner.
- Anti-retaliation protections: Safeguards in place to protect whistleblowers from adverse actions.
Employers who fail to comply with this posting requirement may face penalties or legal challenges, making early action essential.
Steps to ensure compliance
To prepare, California employers should take the following steps:
1. Download the model notice
The Labor Commissioner’s Office has published the official notice, available here. Ensure you’re using the correct version.
2. Update workplace postings
Display the notice prominently in areas easily accessible to employees, such as break rooms or designated message boards. The notice must be printed in a font size of at least 14-point for visibility.
3. Adapt for remote and hybrid workplaces
For remote and hybrid teams, include the notice in digital onboarding materials, company-wide emails, or your intranet to ensure all employees have access, regardless of their location.
4. Refresh internal reporting procedures
Take this opportunity to review and update your internal reporting policies. Ensure employees are aware of all available reporting channels, whether via mobile apps, online portals, hotlines, or direct communication with HR and compliance personnel.
5. Train managers and HR teams
Educate HR, compliance personnel, and managers on the new requirement and whistleblower protections. Reinforce the importance of creating a supportive environment for reporting concerns.
Why this matters
This new mandate underscores California’s commitment to protecting employees who speak out against misconduct or illegal activities. For employers, it represents both a legal obligation and an opportunity to build a culture of trust and transparency.
By acting now, you can avoid potential penalties while demonstrating your organization’s dedication to compliance and ethical practices.
Looking ahead: Stay proactive
Preparing for the January 2025 deadline is just the start. Use this change as an opportunity to refresh your organization’s approach to compliance and employee protections. Whether it’s updating policies, enhancing reporting tools, or building awareness, these steps can help strengthen your workplace culture while keeping you ahead of the curve.
Ready to prepare your workforce for 2025? Speak to us about how Vault Platform can help you streamline whistleblower reporting and compliance processes.
