California’s Workplace Know Your Rights Act: Key Employer Obligations Under Senate Bill 294

California continues to expand its employee-protection framework, and one of the most significant upcoming requirements is contained in Senate Bill (SB) 294, known as the Workplace Know Your Rights Act. Signed into law by Governor Newsom, SB 294 imposes new obligations on employers related to employee interactions with law enforcement in the workplace.

With a compliance deadline of February 1, 2026, employers should begin preparing now to ensure their policies, communication practices, and documentation procedures align with this new mandate.

Overview and Purpose of Senate Bill 294

SB 294 was enacted in response to increased concern regarding workplace encounters with law enforcement, including those related to immigration enforcement. The legislation aims to ensure that employees are fully informed of their constitutional rights and that employers maintain a consistent and supportive response protocol in the event of a detainment or arrest occurring at work. This law applies to all employers in California, regardless of size or industry.

Key Requirements for Employers

1. Mandatory Written Notice of Rights

Beginning February 1, 2026, employers will be required to provide each employee with a stand-alone written notice describing the employee’s constitutional rights when interacting with law enforcement at the workplace. This notice must be:

• Clearly written and easy to understand
• Provided to all employees annually
• Distributed upon hire
• Translated into the employee’s primary language to the extent feasible

To support compliance, SB 294 directs the California Labor Commissioner to create an official template notice by January 1, 2026, which employers may use to satisfy this requirement. Once issued, employers should promptly incorporate this template into their onboarding materials and annual notice distribution process.

2. Notification to the Employee’s Designated Person

If an employee is detained or arrested while at work, the employer must make a reasonable effort to promptly notify the employee’s designated person, a contact chosen in advance by the employee. This provision ensures that employees have immediate support and that family members or trusted individuals are informed should a workplace detainment occur.

Recommended Preparation Steps for Employers

Although the implementation deadline is more than a year away, proactive preparation will limit operational disruptions and mitigate compliance risk. Employers should consider taking the following steps:

• Monitor the Labor Commissioner’s website for the template notice release
• Update onboarding and annual notice procedures to incorporate the required communication
• Develop or revise protocols for responding to law enforcement presence in the workplace
• Implement a secure method for employees to identify a designated contact person
• Train HR staff and supervisors on appropriate procedures and communication protocols

Early planning will help ensure that the organization is positioned to meet all SB 294 requirements by the February 2026 deadline.