California SB 294 – The Workplace Rights Know Your Rights Act
The California legislature passed SB 294, more commonly known as The Workplace Rights Know Your Rights Act (“the Act”), last year, and Gov. Gavin Newsom signed the bill into law. The Act creates new notice and communication responsibilities for employers concerning employee and workplace rights. Various provisions of the Act take effect on dates throughout 2026, so employers need to be aware of their obligations and the dates on which they become effective.
Annual “Know Your Rights” Notice: Effective February 1, 2026
As of February 1, 2026, employers must have issued a separate written “Know Your Rights” notice to all current employees. Employers must issue the notice to all employees at the time of hire and reissue it annually.
The new notice must be in the language that the employer typically uses to communicate with each employee. Employers can issue the notice to employees via personal delivery, email, or text message, so long as delivery is reasonably expected within one business day. Employers must retain digital read receipts, acknowledgements, or HR system logs for at least 3 years to provide proof of delivery under the Act.
At a minimum, the notice must cover employee rights in the following areas:
- Workers’ compensation benefits;
- Protections against unfair immigration-related practices;
- Worker rights during I-9 inspections and immigration agent interactions;
- Constitutional rights of workers when law enforcement officers enter the workplace;
- Workers’ rights to organize and engage in protected concerted activity; and
- New workplace rights and enforcement agency contact information.
The new notice requirement is separate from other required employer notices, including those for nonexempt employees under the Wage Theft Prevention Act. Nonetheless, employers can meet both notice requirements in a single document if the notice clearly identifies all required items from each statute.
The California Labor Commissioner has issued a model notice in English and Spanish that employers may use to comply with this Act provision. Employers are not required to use the model notice, but they should use it for guidance in creating their own notices.
Emergency Contact Notification Requirements: Effective March 30, 2026
Another provision of the Act states that employers must allow employees to designate an emergency contact person to use if the employee is arrested or detained at the workplace or during work hours. All employees must have the chance to designate an emergency contact person by the deadline. If an employee is arrested or detained at the workplace or during work hours, the employer must follow the employee’s stated preference in that situation if the employer has actual knowledge of the arrest or detention.
In practice, employers should create an employee emergency contact designation form for all employees to complete by the deadline. Employers should maintain those forms for as long as the employee remains employed, and consider asking employees to update their forms regularly.
Training Materials from the Labor Commissioner
The Labor Commissioner intends to develop two educational videos no later than July 1, 2026. One video will explain employees’ workplace rights. The second video will outline employers’ compliance requirements. Once the videos are available, employers should incorporate them into their training materials for new and existing employees, including managers.
Frequently Asked Questions (FAQ)
How should employers prepare their communication systems for the new notice requirements?
Since the Act allows delivery by email, text, or personal distribution, employers should ensure that their current communication systems can reliably track delivery and acknowledgments. In some cases, employers may need to update their HR software or take other steps to document their compliance with the new worker notice requirement for 3 years after delivery.
What steps should employers take if their workforce speaks multiple languages?
The Act requires employers to provide the “Know Your Rights” notice in the language typically used to communicate with each employee. In multilingual workplaces, this may mean preparing multiple versions of the notice and confirming that translations are accurate and consistent with statutory requirements. Employers may also need to train supervisors on when to use each version and how to document that the correct notice was delivered. Using the Labor Commissioner’s model notice as a baseline can help ensure clarity across languages.
How can employers integrate the upcoming training videos into their existing compliance programs?
Once the Labor Commissioner releases the required educational videos, employers should incorporate them into onboarding processes, annual training cycles, and manager‑level compliance sessions. The videos can serve as a foundation, but employers may still need to supplement them with company‑specific policies, reporting procedures, and industry‑specific guidance. Updating employee handbooks, training calendars, and HR checklists ahead of July 2026 ensures a smooth transition when the materials become available.
Stay Ahead of SB 294 With Proactive Compliance Support
California’s new Workplace Rights Know Your Rights Act introduces multiple obligations that will roll out over time. Understanding these requirements early can make all the difference in avoiding costly missteps. From multilingual notice delivery to emergency‑contact procedures and updated training expectations, employers will need clear systems and timely implementation. The California Center for Nonprofit Law is here to help you interpret the new statute, update your policies, and prepare your organization for each phase of compliance. To discuss how SB 294 affects your workplace, call (949) 892‑1221, email info@NPOlawyers.com, or connect with us online to schedule a consultation.