Workplace Incident Reporting

1. Purpose

• 1.1 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.
• 1.2 To provide a procedure for investigating incidents with a goal of determining the root causes and identifying appropriate corrective action to prevent reoccurrence.
• 1.3 To ensure compliance with the reporting requirements of the Occupational Health and Safety Act and the Workplace Safety and Insurance Act.

2. Scope

• 2.1 This procedure covers all faculty, staff and students of Loyalist College when on College owned property or travelling and attending a College sanctioned event.
• 2.2 Members of the public, if injured while on College owned property are also covered by this procedure.
• 2.3 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.
  • Critical injuries, as defined under the Occupational Health and Safety Act 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 refers to 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 WSIB Document 15-01-02).
  • Lost time 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 are those assessed or treated by a health care practitioner such as a physician, chiropractor, or dentist.
  • First-Aid injuries are those treated with bandages, ice-pack, irrigation, etc., normally by the College First-Aiders or College Nurse.

3. Responsibility

• 3.1 Supervisor’s Role:
  • 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 the Loyalist College “Supervisor’s Incident Investigation Report” (Form OHS-006(A)), providing clear and precise details of the incident. The form can be filled out by hand or electronically. These forms can be found in section 5. Related Documents and Links.
  • For fatalities, critical or serious incidents, ensure the accident scene is secured and is left undisturbed and the Occupational Health & Safety Coordinator (ext 2418 or cell 613-403-3183) is contacted, by telephone, immediately. See Section 2.3 for the definition of a critical injury. See Form OHS-006(A) for reporting requirements if the H&S Coordinator cannot be reached. Note that 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 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 OHS-006(A) Guide to Performing an Incident Investigation. A member of the JHSC (Belleville or Bancroft campus) 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).
• 3.2 Employee’s Role:
  • 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 “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.
  • Participate in the College’s Return-to-Work program (see HR-311) and adhere to the legal requirements under Workplace Safety & Insurance Act, if lost time results from a work-related injury.
• 3.3 Role of 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 Occupational Health & Safety Coordinator (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 has been requested, contact Security to advise the location of the incident so they may direct EMS.
  • Provide a copy of the “Supervisor’s Incident Investigation Report” Appendix )OHS-006(A) and request that staff/students report the incident to their respective supervisor/dean’s office who will assist in completing the Incident Report. If the student is able to complete the Incident form while in the Health Centre, the Health Centre can receive the form and immediately send electronically to the Occupational Health & Safety Coordinator or advise by e-mail that a report is in the Health Centre for pick-up.
• 3.4 Role of Occupational Health and Safety Coordinator:
  • Contact the Ministry of Labour 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 & 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 OHS-006(B) – Report of Injury to MoL.
  • Review and sign “Supervisor’s Incident Investigation Reports”, 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.
  • Act in the role of Return-to–Work Coordinator for workplace injuries and illnesses (see HR-311).
  • 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.
• 3.5 Role of Security Staff:
  • When advised of a medical emergency, notify the Emergency Manager and verify that the Occupational Health and Safety Coordinator 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 “Supervisor’s Incident Investigation Report” Appendix OHS-006(A) and request that they complete the report and return it to Security. Once the report is received, immediately deliver to or send electronically to the Occupational Health and Safety Coordinator.
• 3.6 Role of 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. See the respective JHSC /Safety Representative procedure (OHS-001/002/003).
  • For non-critical incidents, any JHSC member or Safety Representative may assist, when requested, in an incident investigation.

4. Procedure

• 4.1 All injuries and occupational illnesses must be reported to your supervisor.
• 4.2 The Supervisor will insure that appropriate medical care is provided. If needed, dial 9-1-1 and request Emergency Medical Services and advise Security (ext. 2222) of the location of the incident. Refer to the Emergency Response Plan – Medical Emergency for more information (ERP 005).
• 4.3 If required, the Supervisor will arrange for transportation for the injured employee or student to a health care professional or to their home.
• 4.4 The Supervisor, in conjunction with the injured or affected person, will complete the Loyalist College “Supervisor’s Incident Investigation Report”, ensuring the root causes of the incident have been identified and corrective measures put in place to prevent a similar incident.
• 4.5 The Occupational Health & Safety Coordinator will report all Health Care, Lost Time and Occupational Illnesses to the WSIB and liaise with the injured person and WSIB.
• 4.6 The injured employee must notify their Supervisor if a minor incident later escalates into a health care or lost time injury or if they require modified duties for more than 7 calendar days. The Supervisor, in turn, will notify the H&S Coordinator immediately.
• 4.7 The WSIB can levy a fee of $250 per day for late reporting. When this late reporting is a result of a department failing to report the incident to the H&S Coordinator within the required time, the fine may be charged to that department.
• 4.8 Incident Reports will be kept on file in Human Resources for the tenure of the employee plus 7 years.

5. Related Documents and Links

• Appendix A: Guide to Performing an Incident Investigation
• Form A: Supervisor’s Incident Investigation Report
• Form B: Report of Injury to MoL
• WSIB Form 7 Employer’s Report of Injury/Disease

6. References

• Occupational Health & Safety Act
• WSIB Regulation 1101 – First Aid Requirements
• WSIB Document 15-01-02 Reporting an Injury/Disease