As we move into 2026, California employers face a series of important compliance deadlines. One that deserves timely attention is the new notice requirement imposed by Senate Bill 294 (“SB 294”), which mandates that employers distribute a new standalone “Know Your Rights” notice to all employees.

What Does the New Law Require?

Effective February 1, 2026, SB 294 requires employers to provide every employee with a separate written notice (distinct from the Labor Code section 2610.5 notice or handbook) explaining certain employee rights:

• At the time of hiring new employees, and for existing employees by March 30, 2026, the employer must offer the opportunity to name an emergency contact. The employee must also be allowed to update this information during employment.
• The notice must allow the employee to indicate whether the emergency contact should be notified if the employee is arrested or detained on the worksite, during work hours, or while performing job duties (if the employer becomes aware of that arrest/detention).
• Non‐compliance may trigger penalties (employers should review final regulatory guidance).

So What?

On its face, the new requirement seems merely to add to your administrative burden. However, it deserves your attention for several reasons:

• Compliance risk: The February 1 deadline for providing the notice means employers should begin drafting or updating their notice now rather than waiting until year-end.
• Integration with existing processes: Because the law ties to both new hires and existing employees (via March 30, 2026, for the emergency contact update), your onboarding and annual review processes will need adjustment.
• Policy alignment: The notice includes an option for the employee to authorize employer notification of their emergency contact if arrested/detained. This option raises questions about how the employer will handle and process such events, data-privacy implications, and how the policy will be communicated internally.
• Audit readiness: Given the broader legislative wave in California for 2026, including several other changes (e.g., pay transparency, wage-theft enforcement, exempt salary thresholds) this notice requirement is part of a larger compliance ecosystem. It’s an opportunity to review your entire employee-notice portfolio.
• Employee experience and employer branding: For many employers, this isn’t just a legal tick-box. It can be an opportunity to demonstrate care for employee well-being (emergency contact, clarity of rights, etc.).

Your “To Do” List

Here’s a checklist to integrate this requirement into your compliance roadmap:

1. Prepare the notice: SB 294 also added to the Labor Code section 1554, whose subdivision (a) provides:

   The Labor Commissioner shall develop a template notice that an employer may use to comply with the requirements of Section 1553. On or before January 1, 2026, the Labor Commissioner shall post the template notice on its internet website so that it is accessible to an employer. The Labor Commissioner shall post an updated template notice annually thereafter. The template notice shall be written in plain terminology that is easily understood by a worker. The Labor Commissioner shall make the template notice available in different languages, including English, Spanish, Chinese, Tagalog, Vietnamese, Korean, Hindi, Urdu, and Punjabi. The Labor Commissioner may also provide the template notice in additional languages.

   Keep your eyes out for the template notice.  We will post about it here, too!

2. Update onboarding materials: Insert the notice into your new-hire packet, and ensure HR and onboarding workflows distribute, explain, and capture acknowledgment.
3. Existing employee communication: Plan for distribution to current employees — including a mechanism for them to indicate/update emergency contact information and to check the box for “notify emergency contact if arrested/detained” (if they choose). Target completion by March 30, 2026.
4. Systems and data management: Ensure your HRIS or employee file system has a field for emergency contact, capture of the employee’s choice about notification, and ability to update during employment. Check data storage, access control, and privacy safeguards.
5. Policy documentation: Update your employee handbook and supplemental policies to reference the notice and related processes.
6. Training and communication: Consider training HR staff about how to handle this data, including how to respond if the employer becomes aware of an employee’s arrest/detention at work. Ensure consistency and sensitivity.
7. Monitor regulatory updates: Because SB 294 is part of a broader employment law update in California for 2026, stay alert to regulations or FAQs issued by the California Civil Rights Department or other agencies. For example, other laws (like expanded pay data reporting) also come into effect January 1, 2026.

Lots to do… Sigh.

About Shaw Law Group 

At Shaw Law Group, we do more than practice employment law—we partner with employers to build compliant, respectful, and productive workplaces. From day-to-day advice and counsel to impartial workplace investigations, proactive HR audits, dynamic training programs, and sensitive pre-litigation matters, our experienced team helps clients stay ahead of the curve—and out of court.