UNIVERSITY POLICY STATEMENT S1/14 ACCIDENT, INCIDENT, DISEASE AND NEAR MISS REPORTING. Summary of changes

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1 UNIVERSITY SAFETY OFFICE 10 Parks Road, Oxford OX1 3PD General Enquiries Tel: +44 (0) Fax: +44 (0) Web: UNIVERSITY POLICY STATEMENT S1/14 ACCIDENT, INCIDENT, DISEASE AND NEAR MISS REPORTING Summary of changes As part of the changes arising from the 2011 Lőfstedt review of health and safety regulations there has been a further revision to accident reporting legislation. _ In the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, which came into force on 1 October 2013, the previous list of major injuries has been replaced by a list of specified injuries and the categories of reportable occupational diseases and dangerous occurrences have been simplified The new regulations have also introduced a significant change to the reporting of cases of cancer or of illness linked to exposure to a biological agent. These are now reportable whenever they occur and not, as previously, when linked to a specific work activity or occupation. University policy has been revised to incorporate these changes and the opportunity has been taken to make some additional minor changes and to emphasise the importance of reporting near-miss incidents. 1. Introduction As part of the University s arrangements for the management of health and safety, all accidents and incidents, i.e. those involving injury, fire, impersonal incidents (non-injury events involving only property damage) and near misses, must be reported promptly to the University Safety Office on fully completed Accident/Incident Report Forms. Cases of suspected occupationally-related ill health should be reported to the University Occupational Health Service. Near misses are incidents that did not result in injury, illness, or damage but which had the potential to do so. Recognizing and reporting these incidents can provide opportunities to learn lessons that prevent future injury or damage. Staff and students should be actively encouraged to report near misses without fear of blame. 2. Accident/incident report forms The University Safety Office issues pads of uniquely numbered multi-part forms to departments and institutions. They should ensure their staff and students understand the importance of completing the forms and know where to find them when needed. Named individuals should be made responsible for their safe keeping and for forwarding completed forms promptly to the Safety Office. This enables the Safety Office to investigate and make any statutory reports to the Health and Safety Executive (HSE) where necessary, to monitor and review accident trends, and to recommend any remedial action. The form also satisfies the requirements of social security and first aid legislation to keep a record of accidents and first aid treatment at work. Page 1 of 8

2 The information on the forms is processed in accordance with the principles of the Data Protection Act It is used only for the purpose of monitoring the University s health and safety performance and discharging other duties under health and safety legislation. 3. Reporting to the Health and Safety Executive Certain categories of injury and disease or other incidents ( dangerous occurrences ) must be reported to the HSE within a period defined by legislation (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, RIDDOR ). The Genetically Modified Organisms (Contained Use) Regulations 2000 require the separate reporting to the HSE of any incident involving a significant and unintended release of genetically modified organisms (including micro-organisms) that presents an immediate or delayed hazard to human health or to the environment. The decision on whether to make a statutory report to the HSE, and the report itself, will be made by the University Safety Office: (a) (b) (c) (d) Any death occurring as a result of work activities must be reported by the quickest possible means and followed up in writing within 10 days. Any specified injury to an employee, or a dangerous occurrence as defined in the Regulations (see Appendix 1), must be reported by the quickest possible means and followed up in writing within 10 days. Accidents to students and to members of the public or other visitors, which arise out of or in connection with work and result in them being taken to hospital for treatment, must also be reported to HSE in this way. If an employee is incapacitated for more than seven consecutive days following an injury at work, a report must be made in writing within 15 days of the accident. Incapacitated means the employee is either absent from work or unable to carry out any work that they would reasonably be expected to normally carry out. Seven consecutive days does not include the day of the accident but does include weekends and any scheduled rest days. Compliance with this reporting timetable relies on prompt reporting to the Safety Office. Departments/institutions are urged to ensure that their local arrangements support this and do not add unnecessary delays (e.g. by requiring additional countersignatures before submitting the forms to the Safety Office). Copies of reports to the HSE are available to the recognised trade unions, as required by the Safety Committees and Safety Representatives Regulations Page 2 of 8

3 4. Occupational ill health Cases of suspected occupationally-related ill health should be reported without delay to the University Occupational Health Service. The Service will aim to establish a diagnosis, in conjunction with the individual s medical advisers if necessary. Incidents suspected of giving rise directly to such cases (e.g. a spillage or release of hazardous substances, or a specific manual handling incident) should be reported to the Safety Office on an Accident/Incident Report Form. Some occupational diseases in employees (see Appendix 1) are reportable to the HSE if the University receives a written diagnosis from a registered medical practitioner. A doctor would normally make such a disclosure to an employer only with the individual s informed consent. The reporting system required by RIDDOR and by this policy statement does not alter this aspect of the normal ethical considerations in a doctor-patient relationship. There may be occasions when an individual s consent is withheld and an Occupational Physician may make an anonymised report to the Safety Office so that a potentially hazardous environment can be assessed without compromising an individual s confidentiality. (Some types of occupationally-related ill health may indicate a breakdown in control measures, which may adversely affect other individuals in the same environment.) 5. Investigation of accidents and incidents The University Safety Office may investigate accidents or incidents where reporting to the HSE is required and will also investigate reports of occupational ill health that suggest a deficiency in control measures. This is not intended to preclude local investigations, which should be carried out by departmental safety personnel or other relevant staff with the help of area/divisional safety officers where required. 6. Review of accidents and incidents Departments and institutions are expected to review accidents and incidents at departmental safety committee meetings, in order to identify trends and possible improvements to working practices. In doing this, care should be taken not to compromise the principles of data protection and personal details should be anonymised as necessary. The University Safety Office will notify the head of department/institution and the relevant head of division or Pro-Vice-Chancellor when a RIDDOR report has been made to the HSE. A summary report will be made each term to the Health and Safety Management Sub- Committee. 7. Action following a serious incident Following any specified injury to staff, students, members of the public or other visitors, including contractors, or any dangerous occurrence (see Appendix 1 for definitions) arrange for first aid assistance, or the emergency services if necessary immediately notify the University Safety Office (tel.(2)70811, fax (2)70816) out of normal office hours contact the Security Centre Control Room (tel.(2)89999) and Page 3 of 8

4 they will contact a member of the Safety Office as soon as possible, complete an Accident/Incident Report Form. Send the top (white) form to the University Safety Office, 10 Parks Road, Oxford OX1 3PD and retain the yellow copy in departmental records. do not disturb the scene of the incident except to deal with continuing risk to people or property in case investigation by the HSE, the University Safety Office or trade union safety representatives is required. The Safety Office will make the necessary arrangements for such investigations. 8. Action following other incidents Minor injuries, spillages, fires, explosions and near misses should be reported without undue delay to the Safety Office on an Accident/Incident Report Form. Cases of suspected occupational disease should be reported directly to the University Occupational Health Service. See Appendix 1 for further details. THIS STATEMENT FORMS PART OF THE UNIVERSITY SAFETY POLICY. UNIVERSITY POLICY NOTE S2/12 IS WITHDRAWN. PLEASE AMEND THE INDEX. October 2013 A Kendall CIRC: A, C, H, O, S: Heads, DSO1s, DSO2s, Admins, DDSO1s, DDSO2s, List V. Page 4 of 8

5 Appendix 1 DEFINITIONS AND ACTIONS REQUIRED 1. Specified injuries Specified injuries are defined as follows and they should be reported to the Safety Office without delay: (a) (b) fractures, other than to fingers, thumbs and toes amputations (c) any injury likely to lead to permanent loss of sight or reduction in sight (d) any crush injury to the head or torso causing damage to the brain or internal organs (e) (f) serious burns (including scalding) which cover more than 10% of the body or which cause significant damage to the eyes, respiratory system or other vital organs any scalping (separation of the skin from the head) requiring hospital treatment (g) any loss of consciousness caused by head injury or asphyxia (h) any other injury arising from working in an enclosed space which leads to hypothermia or heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours. 2. Dangerous occurrences Dangerous occurrences relevant to the University are as follows and they should be reported to the Safety Office without delay: (a) (b) Lifting equipment: The collapse, overturning or failure of any load-bearing part of any lifting equipment, other than an accessory for lifting. Pressure systems: The failure of any closed vessel, its protective devices or of any associated pipework forming part of a pressure system, where that failure could Page 5 of 8

6 cause the death of any person. (c) Overhead electric lines: Incidents where any plant or equipment unintentionally comes into contact with an uninsulated overhead electric line in which the voltage exceeds 200 volts; or which comes into close proximity with such an electric line such that it causes an electrical discharge. (d) Electrical incidents causing explosion or fire: Any explosion or fire caused by an electrical short circuit or overload (including those resulting from accidental damage to the electrical plant) which either results in the stoppage of the plant involved for more than 24 hours or causes a significant risk of death. (e) (f) (g) Explosives: Certain incidents involving explosives. Biological agents: Any accident or incident which results in, or could have resulted in, the release or escape of a biological agent likely to cause severe human infection or illness (i.e. biological agents in Hazard Group 3). Radiation generators (i.e. any electrical equipment emitting ionising radiation and containing components operating at a potential difference of more than 5 kv): The malfunction of a radiation generator or its ancillary equipment used in fixed or mobile industrial radiography, or the processing of products by irradiation, which causes it to fail to de-energise at the end of the intended exposure period; or malfunction of equipment used in fixed or mobile industrial radiography or gamma irradiation that causes a radioactive source to fail to return to its safe position by the normal means at the end of the intended exposure period. (h) Diving operations: The failure or endangering of diving equipment, the trapping of a diver, an explosion near a diver or an uncontrolled ascent or decompression. (i) (j) Collapse of scaffolding: The complete or partial collapse (including falling, buckling or overturning) of a substantial part of any scaffold more than 5 metres in height; or any supporting part of any slung or suspended scaffold which causes a working platform to fall (whether or not in use); or any part of any scaffold in circumstances such that there would be a significant risk of drowning to a person falling from the scaffold. Structural collapse: The unintentional collapse or partial collapse of any structure, which involves a fall of more than 5 tonnes of material; or any floor or wall of any place of work arising from, or in connection with, ongoing construction work (including demolition, refurbishment and maintenance), whether above or below ground; the unintentional collapse or partial collapse of any falsework. (k) Explosion or fire: any unintentional explosion or fire in any plant or premises which results in the stoppage of that plant or the suspension of normal work in those Page 6 of 8

7 premises for more than 24 hours. (l) Carriage of dangerous substances: any incident involving a vehicle carrying a dangerous substance where there was an uncontrolled release or escape of the dangerous substance, or a fire which involved the dangerous substance. (m) Release of flammable liquids and gases: The sudden, unintentional and uncontrolled release inside a building of 100 kilograms or more of a flammable liquid; or of 10 kilograms or more of a flammable liquid at a temperature above its normal boiling point; or of 10 kilograms or more of a flammable gas; or the release in the open air of 500 kilograms or more of a flammable liquid or gas. (n) Hazardous escapes of substances: the unintentional release or escape of any substance which could cause personal injury to any person other than through the combustion of flammable liquids or gases. 3. Minor injuries These comprise all injuries not listed in 1 above. In the event of any such injury to staff, students, members of the public or other visitors (including contractors) arrange for first aid assistance as soon as possible, complete an Accident/Incident Report Form return the top copy to the University Safety Office and retain the yellow part in departmental records. 4. Other incidents, including fires Following an incident that has not resulted in injury (e.g. a fire, explosion, major spillage or release of hazardous substances, including biological agents) make the situation safe, arranging for the emergency services to attend if necessary if necessary, immediately notify the University Safety Office (tel.(2)70811, fax (2)70816) or, out of normal office hours, the Security Centre Control Room (tel.(2)89999) as soon as possible, complete an Accident/Incident Report Form send the top copy to the University Safety Office and retain the yellow part in departmental records. Page 7 of 8

8 5. Near misses Near misses are incidents or accidents that could potentially have caused serious injury or serious property damage. Staff and students should be actively encouraged to report near misses without fear of blame. Recognizing and reporting near miss incidents can provide opportunities to learn lessons that prevent future injury accidents or other losses. as soon as possible, complete an Accident/Incident Report Form send the top copy to the University Safety Office and retain the yellow part in departmental records. 6. Occupational diseases Cases of cancer must be reported where there is an established causal link between the type of cancer diagnosed, and the hazards to which the person has been exposed through work. These hazards include all known human carcinogens and mutagens, including ionising radiation. All diseases and any acute illness needing medical treatment that are attributable to a work-related exposure to a biological agent must be reported whenever there is reasonable evidence to suggest that a work-related exposure was the likely cause of the disease. Reporting of the following diseases is required only if the diseases are associated with particular work activities specified in the Regulations: carpal tunnel syndrome, cramp of the hand or forearm, occupational dermatitis, hand arm vibration syndrome, occupational asthma, and tendonitis or tenosynovitis. report all cases of suspected occupationally related ill health to the University Occupational Health Service report any incidents suspected of giving rise to such cases (e.g. a spillage or release of hazardous substances, or a specific manual handling incident) to the Safety Office on an Accident/Incident Report Form. Page 8 of 8