Title: Accident and Incident Reporting
Policy Number: A2.13.50.8
Responsible Department: University Financial Services & Treasury
Magsino, Chique Lingao
Risk Management Associate
cmagsino@westernu.edu
Effective Date: 2010-07-14
Next Review Date: 2014-07-14
Approval Date:
It is the policy of Western University of Health Sciences (WesternU), Office of Risk Management that all accidents or incidents resulting in personal injury or illness, and/or damage to University property shall be properly reported and investigated in a timely manner.
To ensure best practice structure by establishing uniform risk criteria, evaluation guidelines and reporting procedures as related to accidents/incidents involving employees, students and visitors.
It is the responsibility of every employee to report accidents and/or near misses to their supervisor when they occur. If an employee, student, or visitor is injured, immediately report all details to your supervisor. In the event of a medical emergency, dial 911 from any on-campus telephone. Make certain to provide the 911 operator the building address where the injured person is located. REMEMBER! 309 is used for the mailing address and may not be the location where you need assistance. Contact University Security immediately after calling 911.
I. RESPONSIBILITIES
A. Emergency Illness and Bodily Injury
The first responsibility of the University in the event of an emergency illness or bodily injury is to ensure that proper medical assistance is rendered. University Security extension 3000 must be contacted and 911 called. If necessary, the ill or injured will be transported to the nearest appropriate emergency medical facility by the responding Emergency Medical Services unit. If the injured is a minor and conscious, the minor's parent/legal guardian must authorize the transport of the minor to the medical facility. Transporting ill or injured individuals in University owned or leased vehicles is prohibited and those individuals who do so may be subject to disciplinary action. Transporting ill or injured individuals in a personal vehicle is not recommended.
B . General Reporting
1. Initial reports of emergencies including injuries to employees, students or visitors, fires, explosions, bomb threats, death or hospitalization of an employee and the like, must be reported to University Security at the time they occur, or soon thereafter. Crimes should be initially reported when they are observed or discovered. Investigation of incidents shall be completed as soon as practicable.
2. Incidents must be reported as follows:
a. Crimes or suspected crimes: University Security extension 3000
b. Emergencies and incidents involving injury, illness or death of an employee:
1) 911
2) University Security extension 3000
3) Employee's supervisor
4) Human Resources - Director, Benefits Administration extension 5371
5) Risk Management extension 5452
Employee injuries are to be reported regardless of the extent of injury. Employees must complete and submit to Human Resources an Accident Investigation and Prevention Report within 24 hours of occurrence. Form is available online at http://www.westernu.edu/bin/hr/accident-report.pdf
c. Emergencies and incidents involving injury, illness, or death of a student or visitor:
1) 911
2) University Security extension 3000
3) Risk Management extension 5452
4) University Student Affairs extension 5340
Student injuries are to be reported regardless of the extent of injury. A Student's Initial Report of Accident/Injury must be submitted to Risk Management within 24 hours of occurrence. Form is available online at: http://www.westernu.edu/risk-management-forms
d. Fire, fire alarms, explosions and bomb threats: Contact University Security extension 3000.
e. Automobile accidents (off campus) involving University vehicles:
1) Police 911
2) Supervisor
3) Facilities & Physical Plant extension 5258
4) Risk Management extension 5452
All employees involved in an automobile accident while using a University vehicle must complete and submit a Motor Vehicle Accident Report to Risk Management, within 24 hours of occurrence. Form is available online in the Risk Management web page.
Employees must complete and submit to Human Resources an Accident Investigation and Prevention Report within 24 hours of occurrence. Form is available online at http://www.westernu.edu/bin/hr/accident-report.pdf
f. Automobile accident (on campus) involving University vehicles:
1) University Security extension 3000
2) Supervisor
3) Facilities and Physical Plant extension 5258
4) Risk Management extension 5452
5) Human Resources - Director, Benefits Administration extension 5371
All employees involved in an automobile accident while using a University vehicle must complete and submit a Motor Vehicle Accident Report to Risk Management, within 24 hours of occurrence. Form is available online in the Risk Management web page.
Employees must complete and submit to Human Resources an Accident Investigation and Prevention Report within 24 hours of occurrence. Form is available online at http://www.westernu.edu/bin/hr/accident-report.pdf
g. Damage, theft or loss of University property:
1) University Security extension 3000
2) Risk Management extension 5452
3) Purchasing department - Property Control Specialist extension 5361
h. Bloodborne Pathogen Exposure Incident or Spill:
1) University Security extension 3000
2) Environmental Health & Safety Office extension 5528
3) Risk Management extension 5452
4) Human Resources - Director, Benefits Administration extension 5371
Employee injuries/illnesses are to be reported regardless of the extent of injury. Employees must complete and submit to Human Resources an Accident Investigation and Prevention Report within 24 hours of occurrence. Form is available online at http://www.westernu.edu/bin/hr/accident-report.pdf
i. Chemical Spill Exposure (including fuel, oil, laboratory materials, and other hazardous materials):
1) University Security extension 3000
2) Environmental Health & Safety Office extension 5528
3) Supervisor
4) Risk Management extension 5452
5) Human Resources - Director, Benefits Administration extension 5371
C. University Security
As the first trained responders to an incident, University Security must follow specific procedures. Briefly, these include:
1. Calling the fire department when appropriate and subsequently coordinating the response.
2. Directing the investigation of reported incidents and maintaining appropriate records of such investigations.
3. Making proper notification to:
a. Risk Management (all incidents involving University liability, property, and unsafe conditions).
b. Facilities and Physical Plant (damage to University property and auto accidents involving University vehicles).
c. Human Resources (any employee death, work-related injury and/or illness involving employees).
d. Environmental Health & Safety (all incidents involving hazardous materials, University laboratories).
e. University Student Affairs (when the incident involve a student).
D. Human Resources - Director, Benefits Administration shall process Workers Compensation claims and forward copies of Accident Investigation and Prevention Report to Risk Management.
E. Risk Management shall process all claims involving the University's Insurance Program and assist in emergency response as necessary.
F. Facilities and Physical Plant shall arrange for needed repairs to University fixed property.
II. INSURANCE COVERAGE
1. The University is covered for most insurance-related incidents through the University's Insurance Program for property, general liability, automobile, medical malpratice, worker's compensation.
a. Incidents involving University property (loss, theft, damage) must be reported and a claim filed with Risk Management.
b. Incidents involving possible liability on the part of the University or its employees must be reported to Risk Management immediately.
c. Accidents involving University vehicles must be reported and a claim filed through Risk Management.
2. The cost of medical care for students, visitors, and employees who suffer emergency illnesses while on campus or attending a University function, regardless of location, is the responsibility of the persons who are ill or injured except for:
a. Minor medical assistance rendered by University staff (i.e., first aide).
b. Employees claiming a work-related injury ot illness may be covered under the University's worker's compensation insurance. All such claims must be reported to Human Resources - Director, Benefits Administration.
c. Incidents reviewed and approved by appropriate University administrator(s).
III. COMPLIANCE
The heads of departments must ensure the proper reporting of all incidents. Employees are required to report incidents they witness. Failure to do so could place the University, or specific individuals at risk in regards to liability and coverage under the University's insurance program.
Accidents are events that cause injury or illness to a person. Even "minor" injuries such as cuts or sprains are considered accidents. If in doubt, treat a situation as if it were an accident.
Incidents are near-miss events that have the potential of acusing personal injury. Any event that causes damage to University property is also considered an incident.
Approved