Safety Procedure Accident/Incident Investigation: Effective Date: March 1, 2007 Updated: July 2012

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SAFETY PROCEDURE

ACCIDENT/INCIDENT INVESTIGATION

EFFECTIVE DATE: March 1, 2007 UPDATED: July 2012

1. PURPOSE

The purpose of this procedure is to identify the duties, roles and responsibilities of
workplace parties so that an effective and immediate accident/incident investigation
and reporting process is in place. This will include identifying all contributing factors of
the accident/incidents and hazardous situations and making the necessary
recommendations to prevent the accident/incident from recurring.

2. SCOPE

 Review annually reports of the following injury/incident types to determine any


investigation needs:

o First Aid
o Health Care
o Near Miss

 Definitions

o First Aid - When an employee, as a result of an accident in the workplace


receives on-site first aid assistance. Includes cleaning minor cuts, scrapes or
scratches; treating a minor burn, applying bandages and/or dressings, cold
compress, cold pack, ice bag, and splints.
o Health Care – An injury that results in attention received from a recognized
health care provider but that does not result in time away from scheduled
work or a wage loss
o Near Miss – An event that under different circumstances could have resulted
in physical harm to an individual or damage to the environment, equipment,
property and/or material
The following categories of accident/incidents require an immediate
investigation as they may produce a loss to people, equipment, material and
environment:
o Fatality – An injury that results in loss of life
o Critical Injury – As defined in the Ontario Regulation 834/90 it is a critical
injury if the injury places life in jeopardy; produces unconsciousness; results
in substantial loss of blood; involves the fracture of a leg, or arm but not a
finger or toe; involves the amputation of a leg, arm, hand, or foot but not a
finger or toe; consists of burns to a major portion of the body; or
causes the loss of sight in an eye.
o Lost Time – A work related injury that results in the injured employee missing
scheduled time from work resulting in a wage loss
o Property Damage - When there is significant property damage, a value of
$250 is suggested as a general guideline to be used by a supervisor,
although other factors could impact on the need and level of investigation and
reporting
o Occupational Illness – A condition that results from exposure in a workplace
to a physical, chemical or biological agent that normal physiological
mechanisms are affected and the health of the worker is impaired
o Environmental Release – An accidental discharge of a physical, biological or
chemical substance into the workplace and/or community
o Fire/Explosion – An event where undesired combustion occurs

3. COMMUNICATION

The results and corrective action taken for the accident/incidents will be
communicated to the employees in a number of ways:
 Minutes of the health and safety committee meetings
 Postings on the safety bulletin boards
 Follow up on Action Plan completed by the supervisor/leader to affected
individuals

Notification requirements are the responsibility of Occupational Health and Safety(as


outlined below) to notify the following:

External
 Ministry of Labour (MoL) - must be notified immediately by phone, of any
fatalities or critical injuries, with this to be followed by a written investigation
report within 48 hours.
 Ministry of Labour (MoL) - Fire and Explosion – immediately if it results in an
injury.
 Ministry of Environment (MoE) – Chemical releases – immediately.
 Federal - Dangerous goods (spills) – Immediately
 Workplace Safety & Insurance Board (WSIB) – within 3 days or upon first
becoming aware of, any accident that causes injury which results in Health Care
or Lost Time
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Internal
 Joint Occupational Health and Safety Committee
 Wellness Information Coordinator, Rehabilitation Services - when an accident
causes injury that results in Health Care or Lost Time. An Employees Report of
Accidental Injury or Industrial Disease (FORM 7) must/will be sent to the
Workplace Safety and Insurance Board (WSIB) within 3 days of the accident or
upon first becoming aware by the Wellness Information Coordinator
 Corporate Insurance Administrator, Human Resources – property, vehicle and/or
equipment damage

4. ROLES & RESPONSIBILITIES

Supervisor (Investigator) Responsibilities


 The supervisor in the area where it happened investigates the accident/incident
and completes the investigation report within 24 hours of the accident/incident or
hazardous situation. Fax the completed Accident/Incident Investigation Report to
519-661-2079 (ext 82079 on campus).
 In the case of personal injury the supervisor ensures that the injured employee(s)
receive immediate and appropriate first aid and/or health care.
 Reports those injuries that result in critical injury to Occupational Health & Safety
(OHS) immediately by calling ext 82198. During non-business hours the
supervisor should call Campus Community Police Services at ext 83300 or 911
from a campus phone.
 In conducting the accident/incident investigation and completing the
Accident/Incident Investigation Report, the supervisor must ensure the following
has been completed:

o Assessment of the Scene


i) Inspection of the site, equipment, material that were involved in
the accident/incident
ii) Site must be secured especially in the case of a critical injury
iii) Use of photographs, sketches, drawings of the accident/incident
scene indicating sizes, distances, and weights of objects as
appropriate

o Interviewing
i) Interview employee(s) involved
ii) Interview any eyewitnesses
iii) Interview outside experts if applicable i.e. suppliers, equipment
designers
iv) Interviews must be documented
v) Interviews should be conducted as soon as possible
vi) Interviews should be conducted one-on-one in a quiet place

o Identifying the contributing factors


i) Factors to consider are people, equipment, material,
environment, process

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o Write the report

i) Record all findings of the accident/incident investigation on the


standard investigation reporting form ensuring that all
requirements of the written investigation procedure are captured
ii) Accident/Incident Investigation Report forms are available online
at:
http://www.uwo.ca/humanresources/docandform/forms/ohs/aiir.
pdf
iii) Copies of the completed Accident/Incident Investigation form
are distributed as per the distribution list on the form

o Make recommendations for corrective action

i) Responsibilities must be assigned (investigators, management,


technical personnel) for completion of the Action Plan
ii) Record on Accident/Incident Investigation Report form under
Action Plan
iii) Recommendations should focus on the corrective action(s) to all
the contributing factors identified
iv) Recommendations should specify What, Why and How the
corrective actions will be completed

o Ensure recommendations are acted upon

i) Assign responsibility for the follow-up of the corrective action(s)


ii) Record on Action Plan section of the Accident/Incident
Investigation Report form
iii) Detail what has been done, who has completed the actions and
when the actions were completed

o Ensure the recommendations are communicated to employees by either the


work unit or university

 Please note that when a department fails to report the accident/incident within
the required time, any fines levied by the WSIB will be charged to that
department.

Management (Department Chair or Unit Head) Responsibilities


 Ensures that completed Accident/Incident Investigation reports are faxed to 519-
661-2079 (ext 82079 on campus), (Rm 4159, SSB) within one working day.
 Reviews all Accident/Incident Investigation Reports for his/her department and
identifies the causes or contributing factors. Ensures all corrective actions have
been taken to prevent recurrence and have been communicated to all employees
in the work area. Utilizes Occupational Health and Safety (OHS) resources as
needed to ensure that such actions are completed. Other service units may need
to be contacted to assist in implementing corrective actions.

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 Assists or works in cooperation with OHS and/or the local health and safety
committee and/or the Joint Occupational Health and Safety Committee as
needed to correct or address identified matters of health and safety within his/her
department.

Joint Occupational Health & Safety Committee Responsibilities


 Reviews and analyzes accident/incident, details identifying areas of concern and
makes recommendations to administration as necessary on matters of health
and safety.
 The certified worker member will participate in the investigation of all "critical
injury" accidents
 Assists as needed in the implementation of corrective actions.

Occupational Health & Safety Responsibilities


 Reviews all Accident/Incident Investigation Reports and follows up as
appropriate/required. Ensures that recommendations are appropriate and that
preventative and corrective actions have been taken. Assists or provide direction
as needed for the implementation of corrective actions.
 Ensures reports are distributed to any areas requiring information for subsequent
follow up of additional corrective action or for injury treatment and rehabilitation
and/or accommodation purposes.
 If an accident results in a "critical injury”, OHS will immediately notify the
following:
o Ministry of Labour (MoL) - Within 48 hours, will send a written report to the
Ministry of Labour.
o Joint Occupational Health and Safety Committee certified worker member or
the worker representative for the appropriate employee bargaining
association (i.e. Staff,Faculty,PMA,CUPE 2361,CUPE 2692 etc.). If
bargaining unit representative cannot be reached, the management certified
member is contacted.
o Co-chairs of the JOHSC
 Director of Occupational Health and Safety or designate will take part in the
investigation of critical incidents or fatality and provides necessary support and
assistance as required.

Employee Responsibilities
 Immediately reports to supervisor any work related injury/illness. This includes
accidents such as cuts, puncture wounds, needle stick injuries, sprains and
burns as well as those that are of a gradual onset (chronic) i.e. back pain,
repetitive strain.
 Immediately reports to supervisor any "near miss" events and/or unsafe work
situations and provide necessary details to the supervisor.
 If an employee has to leave the workplace due to a work related injury or illness,
he/she is advised to go first to Workplace Health Services during normal working
5
hours (8:30 am - 4:00 pm). Alternate medical attention should be sought outside
these hours.
In the case of an emergency, the employee or person providing assistance must
contact the supervisor as soon as possible following the treatment of the injury.
 If an employee has restrictions in performing regular job duties and requires
workplace accommodation, he/she must provide the Rehabilitation Coordinator in
Rehabilitation Services with documentation indicating the nature and duration of
the restrictions. Further documentation may be requested by the Rehabilitation
Coordinator upon written consent of the employee.

Workplace Health Services Responsibilities


 Administers first aid measures as necessary and determines need and arranges
for treatment referrals as needed.
 Refers employees to the Rehabilitation Coordinator who will arrange and
coordinate accommodation in the workplace as needed. Subject to the
employee's written consent, provides an initial medical report to the
Rehabilitation Coordinator in Rehabilitation Services.
 Arranges for follow up medical assessments of ill/injured employee.

Rehabilitation Services
 Reviews the Accident/Incident Investigation Report(s) for the purpose of
determining the need for rehabilitation and/or accommodation assessment.
 Consults with Workplace Health Services and other Health Care
Professionals to review medical reports and refers employee for clinical
assistance.
 Refers corrective actions and follow up to the Health and Safety Consultants.
 Completes and forwards necessary documentation and any other supporting
correspondence to the Workplace Safety and Insurance Board within 3
working days of being notified of a work-related accident/illness.

5. TRAINING
 As part of their health and safety accountabilities, all supervisors must complete
the mandatory Faculty/Supervisor Responsibilities Course where they are
trained on how to properly conduct these investigations. This training must be
completed upon being hired or after a promotion into a supervisory position.
 The supervisor may involve others and is encouraged to seek advice on
corrective measures and other input as needed from Occupational Health &
Safety (OHS) and/or Rehabilitation Services and/or Workplace Health Services.
These areas have personnel with extensive training and/or licensed
professionals in health and safety, ergonomics and physical health/medicine.

6. EVALUATION

This procedure will be reviewed on an annual basis or if an investigation


identifies that revisions are required by OHS.

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