Workplace Incident Reporting

1. Purpose

• To outline requirements for reporting work related incidents that result in or have the potential to result in personal injury, occupational illnesses, and/or property damage.
• To provide a procedure for investigating incidents with a goal of determining the root causes and identifying appropriate corrective action to prevent reoccurrence.
• To ensure compliance with the reporting requirements of the Occupational Health and Safety Act and the Workplace Safety and Insurance Act.

2. Application

This policy covers all faculty, staff, and students of Loyalist College when on college-owned property or travelling and attending a college sanctioned event. Members of the public, if injured while on college-owned property, are also covered by this procedure.

Incidents include any unplanned event that results in, or could result in, an injury or fatality or damage or destruction of college equipment or property.

3. Definitions

Critical injuries: Workplace injuries defined under the Occupational Health and Safety Act that include injuries of a serious nature that:

• Place life in jeopardy,
• Produce unconsciousness,
• Result in substantial loss of blood,
• Involve the fracture of a leg or arm, or multiple fingers or toes,
• Involve the amputation of a leg, arm, hand, foot, or multiple fingers or toes,
• Consist of burns to a major portion of the body, or
• Cause the loss of sight in an eye.

Occupational Disease or Illness: A condition that results from exposure to a physical, chemical, or biological agent in a workplace. This may also include exposure to infectious diseases through needlestick injury. Special reporting rules apply; refer to Workplace Safety and Insurance Act Document 15-01-02 Reporting an Injury/Disease.

Lost Time Injuries: The injuries occur when an employee does not report for work on the next scheduled shift as a result of a work-related injury.

Health Care Injuries: Workplace injuries that are assessed or treated by a health care practitioner such as a physician, chiropractor, or dentist.

First-Aid Injuries: Workplace injuries treated with bandages, icepack, irrigation, etc., normally by the college first-aiders or college nurse.

4. Responsibilities

4.1 Supervisors

• Ensure that staff/students understand when and how to report incidents.
  • Ensure first aid is provided in the case of personal injury.
  • Arrange for transportation if the injured employee or student requires transportation to a hospital, doctor’s office, or residence, but does not require an ambulance.
  • Report the injury/incident on Form A Supervisor’s Incident Investigation Report, providing clear and precise details of the incident. The form can be filled out by hand or electronically.
  • For fatalities, critical, or serious incidents, ensure the accident scene is secured and is left undisturbed and the Organizational Health and Wellness Specialist (ext 2418 or cell 613-403-3183) is contacted by telephone, immediately. See Section 2.3 for the definition of a critical injury and Form A Supervisor’s Incident Investigation Report for reporting requirements if the Organizational Health and Wellness Specialist cannot be reached. Note: reporting requirements for fatalities and critical injuries extends to all persons on Loyalist College premises at the time of the injury.
  • If needed, contact EMS Services (9-1-1) to request an ambulance and advise Loyalist College Security of the location of the incident so they may direct EMS.
  • Obtain the names and contact information for any witnesses.
  • Investigate the incident, identify the root causes, and take appropriate corrective action to prevent further injury. Refer to Appendix A Guide to Performing an Incident Investigation. A member of the Joint Health and Safety Committee or a Safety Representative can be contacted to provide assistance.
  • Fax, e-mail, or hand-deliver the completed report within 48 hours to the Human Resources Department (Fax: 613-966-5140).

4.2 Employee

• Immediately report all incidents/injuries or occupational illnesses to your supervisor.
  • Know your area first aiders and where your area’s first aid kit and other emergency equipment are located.
  • If injured, or a witness to an incident, assist with the completion of the Form A Supervisor’s Incident Investigation Report, including the identification of appropriate corrective measures.
  • If a minor incident later escalates into a health care or lost time injury, notify your supervisor of the change.
  • Utilize HR 311 Return to Work Policy and adhere to the legal requirements under the Workplace Safety & Insurance Act, if lost time results from a work-related injury.

4.3 College Nurse/First Aiders

• Provide medical care/first aid in the case of personal injury to staff, students, or other college community members.
  • For fatalities, critical (or possible critical), or serious incidents, ensure the accident scene is left undisturbed (except to save life or relieve human suffering) and contact the Organizational Health and Wellness Specialist (ext. 2418 or cell 613-403-3183), immediately. See Section 2.3 for the definition of a critical injury. Note that reporting requirements for fatalities and critical injuries extends to all persons on Loyalist College premises at the time of the injury.
  • If EMS services have been requested, contact Loyalist College Security to advise the location of the incident so they may direct EMS.
  • Provide a copy of the Form A Supervisor’s Incident Investigation Report and request that staff/students report the incident to their respective supervisor/dean’s office who will assist in completing the form. If the student is able to complete the form while in the Health Centre, the Health Centre can receive the form and immediately send it electronically to the Organizational Health and Wellness Specialist or advise by e-mail that a report is in the Health Centre for pick-up.

4.4 Organizational Health and Wellness Specialist

• Contact the Ministry of Labour (MoL) by telephone (877-202-0008) immediately when notified of a critical injury. Provide details of the incident as requested by the MoL. Immediately notify the respective site Joint Health and Safety Committee or Safety Representative of all critical injuries, by email or telephone.
  • In the event of a fatality, contact the local police.
  • Within 48 hours of a critical incident, complete a written report for the MoL of the circumstances of the incident, including the required information as identified on Form B Report of Injury to MoL.
  • Review and sign Form A Supervisor’s Incident Investigation Report, ensuring the required information has been included in the report. Assign a unique tracking number to each report.
  • Complete and submit necessary WSIB paperwork within 3 days of being notified of the accident.
  • Provide the injured person with a copy of the completed WSIB Form 7 Employer’s Report of Injury or Disease.
  • Act in the role of the return to work coordinator for workplace injuries and illnesses in accordance with HR 311 Return to Work.
  • Provide information regarding significant worker incidents, including those resulting in lost-time, medical treatment, or modified work as a result of the injury, to the Joint Health & Safety Committee Co-Chairs, within 4 days of the incident.

4.5 Loyalist College Security

• When advised of a medical emergency, notify the Emergency Manager and verify that the Organizational Health and Wellness Specialist has been contacted.
  • Ensure the responding EMS has easy access to the appropriate entrance and is directed promptly to the scene of the incident.
  • When requested, assist in securing the incident scene.
  • If advised of an incident involving a student or visitor, provide them with a blank Form A Supervisor’s Incident Investigation Report and request that they complete the report and return it to Loyalist College Security. Once the report is received, immediately deliver to or send it electronically to the Organizational Health and Wellness Specialist.

4.6 The Joint Health and Safety Committee (or Health and Safety Representatives, as applicable)

• Review incident reports and identify areas of concern and make recommendations to management for preventative corrective action, as necessary.
  • In the event of a worker critical injury or fatality, the selected worker member will physically inspect the incident site and any related equipment and provide a report of their findings to the Ministry of Labour.

5. Related Documents and Links

• OHS 006 Workplace Incident Reporting Procedure
• OHS 006 Appendix A: Guide to Performing an Incident Investigation
• OHS 006 Form A: Supervisor’s Incident Investigation Report
• OHS 006 Form B: Report of Injury to MoL
• WSIB Form 7 Employer’s Report of Injury/Disease
• ERP 005 Medical Emergency
• HR 311 Return to Work Policy

6. References

• Occupational Health & Safety Act, 1990
• Workplace Safety and Insurance Act Regulation 1101 – First Aid Requirements, 1997
• Workplace Safety and Insurance Act Document 15-01-02 Reporting an Injury/Disease, 1997
• Workplace Safety and Insurance Act, 1997