Southern Methodist University
SMU
Business Services > Risk Management / Health & Safety > Accident Reporting Procedure
RISK MANAGEMENT / HEALTH & SAFETY

Accident Reporting Procedure

RMEHS.001
Effective: March 1997
Revised: March 2000

1.0 Purpose

It is the policy of Southern Methodist University (SMU) that all accidents or incidents that results in either personal injury or illness, and or damage to University property shall be properly reported and investigated. Although accident/incident investigation is a reactive process, a comprehensive accident reporting and investigation process is a proactive measure that can effectively prevent or minimize future accidents/incidents. This operating procedure establishes a systematic process to ensure that accidents are properly reported in a timely manner, that all causes (direct and contributory) are thoroughly identified and that the appropriate corrective actions are taken.

2.0 Scope

This operating procedure applies to the reporting and investigation of all incidents that result in:

3.0 Responsibility

3.1 Department heads, managers and/or supervisors -- are responsible for:

  1. ensuring that all accidents/incidents are properly reported and investigated in accordance with this operating procedure.

  2. ensuring that all corrective actions are promptly and completely carried out.

3.2 Employees -- are responsible for reporting any injury/illness work-related accident or non-injury incidents to their manager/supervisor as soon as possible. All accidents/incidents must be reported by no later than the end of the employee’s regular work shift.

3.3 The Office of Risk Management and Environmental Health & Safety (RMEHS) -- shall participate in accident investigations either directly or by review of the report as deemed appropriate to the incident. The Director of RMEHS shall determine the level of participation that is warranted. RMEHS is also responsible for administering the Workers’ Compensation benefits program for work-related injuries or illnesses.

4.0 Definitions

4.1 Major Accident -- - Any injury or illness-related accident that results in:

  1. Death;

  2. Amputations involving the loss of bone tissue;

  3. Loss of consciousness due to electrical shock, lack of oxygen or chemical exposure;

  4. Possible permanent functional impairment of a body part (excluding those resulting from a back strain);

  5. Admission to a hospital (other than 24-hour observation, hernia repair or back strain).

4.2 Multiple Injury Accident -- (as defined by OSHA) -- Accidents or incidents that results in five (5) or more employees being admitted to a hospital or medical treatment facility.

4.3 OSHA Recordable Incident - Any accident/incident that results in:

  1. Medical treatment other than first-aid, (Examples: treatment of an infection, sutures, second or third degree burns, etc.) -- - a list of OSHA-defined medical treatment is provided in Appendix A;

  2. Restriction of normal work activities (reduced work activities, or reduced work days);

  3. In days away from work (lost-time);

  4. or Any occupational illness.

4.4 First-Aid Only -- Any accident/incident which results in a minor injury that can normally be treated or cared for by the employee and/or his supervisor, and does not result in any of the conditions identified in Section 4.3. Note -- - first-aid can be administered by a medical professional and not result in an OSHA-recordable incident. (Examples: application of a Band-Aid or antiseptic to a minor cut or scrape).

4.5 "Non-Injury" Incident -- - An incident which does not result in personal injury or illness, or property damage, but had the potential to do so.

5.0 Notification Procedures

5.1 Notification During Regular Working Hours -- - Any University employee involved in an accident/incident (as defined in Section 4.0) during regular working hours shall:

  1. Report the occurrence to their department manager or supervisor as immediately as possible, but by no later than the end of the regular work shift. Failure to properly report an incident can result in disciplinary action and/or denial of benefits.

  2. If the incident only involves first-aid treatment administered by either the employee or his/her manager/supervisor, or is a non-injury incident, the incident shall be documented on the DEPARTMENT INCIDENT LOG.

  3. If the work-related accident results in injury or illness requiring professional medical treatment, the employee shall be referred to the SMU Health Center or other designated medical provider. If the injury or illness requires emergency medical treatment, contact the SMU Police Department (Ext. 911), for proper notification of emergency medical services.

  4. The employee’s manager/supervisor shall report the event to the SMU’s Office of Risk Management and Environmental Health & Safety (RMEH&S), by no later than the end of the work shift of the day on which the event occurred. At a minimum, the manager/supervisor must provide the employee’s name, date and time of accident, nature of injury/illness, and how the accident/incident occurred.

  5. The employee’s manager/supervisor is responsible for conducting the initial accident investigation and completing the FIRST REPORT OF ACCIDENT/INCIDENT form as outlined in Section 7.0.

5.2 Notification After Regular Working Hours -- Any University employee involved in an accident, that results in a work-related injury or illness, after regular working hours shall:

  1. Report the occurrence to SMU-Police (Ext. 911) as immediately as possible, but by no later than the end of the regular work shift. Failure to properly report an incident can result in disciplinary action and/or denial of benefits.

  2. The responding Police Officer officer shall:

    • investigate the incident as thoroughly as possible;

    • if the incident/accident involves a SMU employee, the responding police officer shall document the event including the employee’s name, department, the name of the employee’s immediate manager/supervisor.

    • forward a copy of the incident report to SMU-RMEH&S by no later than the end of the officer’s work shift.

  3. If the accident requires emergency medical assistance, the SMU-Police Dispatcher shall notify the appropriate emergency medical services.

5.3 Deaths and/or Multiple Injuries -- - Any incident which results in deaths, or multiple injuries shall be immediately reported to SMU-RMEH&S. RMEH&S shall be responsible for notifying:

  1. The Office of the President;

  2. The Legal Affairs Department; and

  3. Any and all other departments deemed necessary on a need-to-know basis.

  4. RMEHS shall report the incident to the Occupational Safety and Health Administration (OSHA) -- Region VI, within eight (8) hours in accordance with federal regulations.

5.4 Non-Injury Incidents -- Any incident which does not result in injury or illness, but had the potential to do so, shall:

  1. be reported to the department manager or supervisor;

  2. the manager/supervisor shall document the event on the DEPARTMENT INCIDENT LOG;

  3. the manager/supervisor shall evaluate the incident and take the appropriate action to reduce or prevent recurrence. The manager/supervisor should consult with RMEH&S if assistance is required in evaluating and responding to the event.

6.0 Investigation Guidelines

6.1 Accident Scene -- When possible, the accident scene should be preserved and disturbance of any physical evidence should be prevented until the principal investigator(s) arrive. Unless necessary to prevent further damage or injury, clean up or repair activities should commence only after all pertinent information has been collected.

6.2 Witnesses -- The principal investigator(s) shall identify and record the names of all individuals who witnessed the incident. Each witness shall be requested to provide a written statement identifying their account of the accident/incident (see RMEHS.001, Form 1B). The witnesses shall be instructed to forward their written statements to SMU-RMEH&S.

6.3 Photographs -- When feasible, the principal investigator(s) should obtain photographs and or measured diagrams of the accident scene. All photographs and or diagrams shall be forwarded to SMU-RMEH&S for inclusion as part of the permanent record.

6.4 Questioning Injured Employees and/or Witnesses -- When questioning injured employees or witnesses, the investigator(s) shall stress that the purpose of the investigation is to identify facts and not to assign fault. At all times the investigator(s) shall ensure that proper medical treatment and care of any injuries is given priority over questioning of the personnel involved.

6.5 Investigation Findings -- The investigation team shall identify and record the root and contributory causes of the incident. Upon completion of the investigation, the investigation team will identify the appropriate corrective actions, indicate the personnel responsible for implementing the actions and assign a target completion date.

7.0 Accident/Incident Report Forms

7.1 First Report of Accident/Incident -- Department heads, managers and/or supervisors directly responsible for the employee(s) involved in an accident/incident shall:

  1. Complete all sections of the FIRST REPORT OF ACCIDENT/INCIDENT (RMEHS.001, Form 1A), provided by SMU-RMEH&S;

  2. The responsible department head or manager should involve the injured employee and all identified witnesses in the accident investigation and corrective action processes.

  3. The original report forms shall be completed and forwarded to SMU-RMEH&S within 48 hours after the accident/incident has occurred. If additional time is required to complete the investigation, the manager/supervisor shall notify SMU-RMEH&S.

7.2 SMU Police Report of Accident/Incident -- Any accident/incident that requires the response of the SMU Police Department and/or any incident that occurs after regular working hours, the responding officer shall:

  1. Document the accident/incident using the SMU Police Department Incident Report System. If the incident involves and SMU employee, the report shall include the employee’s department and the name of the employee’s immediate manager/supervisor.

  2. Identify any and all witnesses to the incident, providing and address and telephone number where the witness(es) can be contacted by a SMU-RMEH&S representative.

  3. Forward a copy of the Police Department incident report form to the Office of Risk Management Department by no later than the end of the officer’s shift.

7.3 SMU-RMEH&S -- Upon receipt of the SMU Police incident report, RMEH&S shall:

  1. Contact the employee’s manager/supervisor to verify the incident and collect the preliminary information required to establish a workers’ compensation claim with the designated carrier (if required). The manager/supervisor will be instructed to complete the FIRST REPORT OF ACCIDENT/INCIDENT form and forward that document along with any additional report forms or documents pertinent to the accident to RMEH&S. If necessary, copies of all report forms will be forwarded to the manager/supervisor.

  2. Upon receipt of the completed report forms, RMEH&S shall contact the University’s designated workers’ compensation insurance carrier to document a valid claim. RMEH&S shall also classify the incident and injury types and record all pertinent medical and treatment information; and

  3. RMEH&S representatives shall review the investigation findings and proposed corrective actions with the affected department’s manager/supervisor.

7.4 RMEH&S Supplemental Reports -- for all major accidents/incidents (as defined) or when requested by the RMEH&S Director, a supplemental investigation and analysis report maybe required. The report will include professional analysis of the investigation findings and recommendations of corrective actions and any photographs, documents and legal correspondence relevant to the incident.

8.0 Training

SMU-RMEH&S shall make available, on a regular basis, training on accident investigation techniques and procedures. Managers and supervisors shall be provided training on the claims and benefits process of the Workers’ Compensation Program.

Appendix A

Medical Treatment vs. First-Aid Treatment

 

WELCOME

Accident Reports
Online Forms
Contact Us

Accident Reporting
Accident Report Forms
Medical Treatment vs. First Aid
Reporting Procedures

Spirit Point Image

Fire extinguisher training class teaches staff and faculty how to respond in an emergency.