FOREST SERVICE HANDBOOK NORTHERN REGION (R1) MISSOULA, MONTANA R1 FSH 6709

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1 FOREST SERVICE HANDBOOK NORTHERN REGION (R1) MISSOULA, MONTANA R1 FSH SAFETY AND HEALTH PROGRAM HANDBOOK CHAPTER 30 - ACCIDENT INVESTIGATION AND REPORTING Supplement No.: R Effective Date 7/15/2015 Duration: This supplement is effective until superseded or removed. Approved: Leanne M. Marten, Regional Forester Date Approved: 7/15/2015 Posting Instructions: Handbook supplements are numbered consecutively by Handbook number and calendar year. Post by document; remove the entire document and replace it with this supplement. Retain this transmittal as the first page(s) of this document. Last Change: (4/25/2014) New Document: _30, 15 Pages Superseded Document(s): (06/22/2012) Digest: 32.1 Updates contacts, names, phone numbers, and events for emergency notification, and makes minor editorial changes Updates notification criteria and processes related to reporting to OSHA. 33- Updates the process and procedures for reviews and analyzing mishaps..

2 31 ACCOUNTABILITY 31.1 Chargeable Injuries, Illness, and Fatalities Personal Injuries and Illnesses: Personal injuries and illnesses requiring the establishment of an Office of Worker s Compensation (OWCP) case are charged to the home unit due to the administrative process imposed by the OWCP. Vehicle Accidents: The home unit is charged with vehicle accidents occuring at any location so long as the employee remains under administrative control of the home unit. If, however, the administrative control of the employee shifts to other than the home unit, the vehicle accident is charged to that unit. 32 ACCIDENT NOTIFICATION 32.1 Notification Criteria and Process Vehicle Immediately report all vehicle accidents occurring in a municipality to the local police department. This includes accidents involving only Forest Service vehicles. All vehicle incidents shall be reported into the esafety database (SF91) with documentation. If the civil authority elects not to investigate the accident, the employee involved in the accident is responsible for filing all report forms in accordance with the particular state, county, and city laws. All vehicle accident investigations and claims with employees and the public will be handled by LEI (Law Enforcement and Investigations) Notification Criteria and Process injuries and illness Fatality/Injury/Illness Notification. Under the revised rule, (CFR ) notification to OSHA of work-related fatality as a result of a Forest Service activity shall be reported within eight hours, and work-related in-patient hospitalizations of one employee, amputations or loss of an eye within 24 hours. Units shall report to the Regional Safety and Health Office immediately and the notification will be completed by the Regional Safety and Occupation Health Director to OSHA. Regional Forester and Deputy Regional Foresters shall be given notification. Notification of LEI and Regional Safety and Health Office is required if one or more private citizens die or death is likely as a result of activity on National Forests and Grasslands. P a g e 2

3 Fatality/Injury/Illness Notification NAME/ TITLE OFFICE PHONE CELL PHONE Regional Incident Dispatcher David Goodin, Regional Safety & Occupation Health Director Dave Schmid Deputy Regional Forester Jane Darnell Deputy Regional Forester (DASHO) Leanne Marten Regional Forester Tim Walther Law Enforcement Aircraft Accidents. Report all aircraft accidents to the Regional Aviation Safety Manager, Regional Safety and Health Director, and the local LEI Patrol Captain. Title Office Phone Cell Phone Gary Boyd Regional Aviation Safety Manager If the Regional Aviation Manager cannot be reached, contact the Forest Aviation Manger: For every Forest Service accident in which the potential for claims against the federal government exists, two independent yet coordinated investigations will be performed. LEI will investigate for legal and claims purposes; and the Office of Safety and Occupational Health (OSOH) will investigate for accident prevention and learning purposes. 2. Notification Criteria and Process. Required notifications and investigation levels, based on event severity, are set forth in the following exhibits 01 through 08. P a g e 3

4 32.1 Exhibit 01 ALL EMPLOYEE OCCUPATIONAL INJURY/ILLNESS Minor injury or illness. (First Aid) Subunit head, through the work supervisor District/Forest/Grassland Line Officer notify Forest/Grassland Safety and Health Manager Severe injury or illness beyond first aid. (Days away from work and temporary assignment) OSHA Recordable. Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager Local Unit Reviews- Learning: May request assistance or have RO S&H lead. Serious injury or illness requiring District Line Officer/Forest Supervisor hospitalization or occupational fatality (or Forest/Grassland Safety and Health Manager likely death) to Forest Service employee. Notification with-in 8 to 24 hours of the Regional Safety & Health Director and Deputy Regional Forester LEI Patrol Captain Regional or National Review Learning and/or Investigations. Regional Forester to notify WO. Chainsaw/Crosscut incidents Subunit head, through the work supervisor Forest Safety and Health Manager Forest Chainsaw/Crosscut Coordinator Local Unit Reviews Learning and/or investigations, May request assistance or have RO S&H lead. P a g e 4

5 32.1 Exhibit 02 PUBLIC-RELATED INJURY/ILLNESS Serious injury or illness requiring hospitalization individuals (PUBLIC) Fatality (or likely death) one or more private citizens dies (PUBLIC) LEI Patrol Captain Forest/Grasslands Safety and Health Manager LEI has lead on investigation working with Line Officer. LEI Patrol Captain Forest Supervisor Forest Safety and Health Manager Notification with-in 24 hours of the Regional Safety & Health Director and Deputy Regional Forester LEI has lead on investigation working with Line Officer. Regional S&H to notify WO. Property destroy or damage of (PUBLIC) LEI Patrol Captain Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager Notification with-in 24 hours of the Regional Safety & Health Manager and Deputy Regional Forester if over $150,000 dollars LEI has lead on investigation working with Line Officer. P a g e 5

6 32.1 Exhibit 03 FIRE/ALL RISK INCIDENTS/ACCIDENTS Entrapment a situation where personnel are unexpectedly caught in a fire behaviorrelated, life-threatening position where planned escape routes or safety zones are absent, inadequate, or compromised. Entrapment may or may not include deployment of a fire shelter for its intended purpose. Forest Supervisor/District Ranger Forest Safety and Health Manager Notification with-in 24 hours of the Regional Safety & Health Director and Deputy Regional Forester. Regional Director of Fire and Aviation Regional or National Review and Learning (depending on severity) Regional Forester notify WO. Fire Shelter Deployment the removing of a fire shelter from its case and using it as protection against fire. The fire shelter deployment may or may not be associated with entrapment. Any time a fire shelter is deployed (other than for training purposes); regardless of circumstances Serious Wildland Fire Accident an unplanned event or series of events that results in death, injury, occupational illness, or damage to, or loss of, equipment or property wildland fire operations, or a serious accident involves any of the following: One or more fatalities Employee who is inpatient hospitalized as a direct result of, or in support of, wildland fire operations Property or equipment damage of $100,000 or more Consequences that the Designated Agency Safety and Health Official (DASHO) judges to warrant Forest Supervisor Forest Safety and Health Manager Notification with-in 24 hours of the Regional Safety & Health Director and Deputy Regional Forester. Regional Director of Fire and Aviation Regional or National Learning (depending on severity) Regional Forester notify WO. Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager Notification with-in8 or 24 hours of the Regional Safety & Health Director and Deputy Regional Forester Regional Director of Fire and Aviation LEI Patrol Captain Regional or National Learning Review Regional Forester notify WO. P a g e 6

7 32.1 Exhibit 04 AIRCRAFT INCIDENTS/ACCIDENTS Aircraft accidents and incidents Forest Service and contract to Forest Service Aircraft accidents and incidents non Forest Service other Agencies not working on Forest Service projects at the time, for example Fish and Game, USGS Forest Supervisor Forest Safety and Health Manager Notification of the Regional Aviation Safety Manger, Regional Safety & Health Director and Deputy Regional Forester LEI Patrol Captain, LEI for claims investigation All aviation incidents will be investigated by NTSB and USFS will be a party to these incidents investigations. Regional Forester notify WO. Forest Supervisor Forest Safety and Health Manager Notification with-in 24 hours of the Regional Aviation Safety Manager, Regional Safety & Health Manager and Deputy Regional Forester LEI Patrol Captain These aviation accidents will be done by FAA or NTSB Regional S&H notify WO. Private aircraft accidents on National Forests and Grasslands Forest Supervisor Forest Safety and Health Manager Notification with-in 24 hours of the Regional Aviation Safety Manger, Regional Safety & Health Director and Deputy Regional Forester LEI Patrol Captain These aviation accidents will be done by FAA or NTSB Regional S&H notify WO. P a g e 7

8 32.1 Exhibit 05 MOTOR VEHICLE PACK & RIDING STOCK ACCIDENTS/INCIDENTS Total damage up to $1,000 as a result of a motor vehicle accident involving a Government owned, leased, or rented motor vehicle (includes private vehicle on official use) Total damage in excess of $1,000 as a result of a motor vehicle accident involving a Government owned, leased, or rented motor vehicle (includes private vehicle on official use) Injury of pack and/or riding stock involving a Government owned, leased, or rented vehicle in a work related incident Death of pack and/or riding stock involving a Government owned leased, or rented vehicle in a work related incident Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager Forest Fleet LEI Patrol Captain LEI and Local Unit Reviews Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager Forest Fleet LEI Patrol Captain LEI and Local Unit Reviews Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Local Unit Reviews Subunit head (District Ranger) Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Regional Safety & Health Director Local Unit Reviews for Learning and investigations -May request assistance from RO S&H. P a g e 8

9 32.1 Exhibit 06 ACCIDENTAL PROPERTY DAMAGE Damage of $350 to $1,000 to Government property Damage in excess of $1,000 to less than $100,000 to Government property Property damage, excluding forest fires, of $100,000 or more Subunit Manager (District Ranger) LEI Patrol Captain Local Unit with LEI for claims Subunit Manager (District Ranger) Forest Safety and Health Manager Forest Supervisor LEI Patrol Captain Local Unit with LEI for claims Subunit Manager (District Ranger) Forest Safety and Health Manager Regional Safety & Health Director Deputy Regional Forester LEI Patrol Captain Regional Review and/or LEI for claims P a g e 9

10 32.1 Exhibit 07 CONTRACTORS ACCIDENTAL INCIDENTS Damage of property involving a Government owned, lease, or rented vehicle in a work related incident Severe injury or illness including broken bones, eye injuries, poisoning, burns, chemical contamination or hospitalization Serious injury or illness requiring hospitalization of individual or Fatality of a Contractor on Forest Service project Subunit Manager (District Ranger) Subunit Contracting Officer Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Local Unit Reviews as necessary, LEI for claims Subunit Manager (District Ranger) Subunit Contracting Officer Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Local Unit Reviews as necessary, LEI for claims Subunit Manager (District Ranger) Subunit Contracting Officer Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Notification with-in 24 hours of the Regional Safety & Health Director and Deputy Regional Forester Regional S&H to notify WO Company to notify OSHA P a g e 10

11 32.1 Exhibit 08 HAZARDOUS MATERIALS/PESTICIDE ACCIDENT Release of a reportable quantity of a hazardous substance into the environment. Fire, breakage, spillage, or suspected contamination from a shipment material. Release of a reportable quantity of a hazardous substance into the environment Accidental dumping or spillage of 5 gallons of pesticide concentrate or mix. Adverse effects of pesticide use on humans, fish, birds, wildlife, farm animals, trees and crops, homes, and other components of the environment Subunit Manager (District Ranger) Forest Supervisor Forest Safety and Health Manager LEI Patrol Captain Notify RO Engineering, Hazardous Materials (HazMat) Coordinator and Regional Health & Safety Director. Local Unit LEI lead on claims Subunit Manager (District Ranger) Forest Safety and Health Manager Forest Supervisor Regional Health & Safety Director Regional S&PF Pesticide Coordinator Regional Hazardous Materials Coordinator LEI Patrol Captain Local Unit Reviews and Regional S&PF Pesticide Coordinator P a g e 11

12 33 REVIEW AND ANALYZING MISHAPS procedures 33.1 Initial Procedures Reviews shall be conducted for all incidents, mishaps or accidents, regardless of severity, require some degree of review. The depth of the review may vary depending on the nature of the incident. Every mishap shall be analyzed, reviewed or investigated to the extent necessary to determine the facts, conditions, and background factors. In order to provide necessary documentation and reveal factual information to be applied as appropriate preventative measures. Each Forest/Grasslands/District within the Northern Region shall conduct mishap reviews, unless the incident or accident meets specific criteria requiring a Chief s or Regional team. The Unit may contact their Forest/Grasslands Safety Manager or Regional Safety and Occupational Health Director for assistance. All incident or accident forms( CA-1 for personal injuries and CA-2 for illnesses) shall be entered into the esafety database by the employee or capable employee and then reviewed by their supervisor. The Forest/Grasslands Safety Manager shall complete the final review. Documentation shall be reviewed within ten days from the incident by the Safety Manager. Accurate data on treatment(s), days off, and light duty must be recorded and updated to maintain a current OSHA log. All mishap/accident reviews, analysis and investigations shall be downloaded into the esafety program by the unit Safety Manager. Supervisor and employees shall to forward all Office of Worker s Compensation Program (OWCP) claims and other cases involving costs immediately to the Albuquerque Service Center (ASC). Unit Line Officers and Safety Managers shall be notified of mishaps and accidents occurring on all-risk incidents. Incident Teams assigned to units shall follow the delegation of authority and notify appropriate unit personnel Multiagency Investigations Joint reviews and investigations will be conducted for multijurisdictional accidents. Such reviews shall be administered by all agencies involved with the accident. The degree of Forest Service participation shall depend on the circumstances of the accident. The Regional Office of Safety and Health shall coordinate with the involved Forest Service unit, the appropriate Washington Office staffs, and other agency headquarters (FSM ). Accidents involving more than one agency will require a collaboratively developed delegation of authority that is signed by each of the respective agencies. (Reference USDA Memorandum of Understanding (MOU) 04/20/2015) 33.3 Chief s Office (CRP) Coordinated Response Protocol Team A Chief s Office CRP team may review any incident or mishap/accident. Accidents involving single and multiple employee fatalities or hospitalization of three or more employees, and aircraft accidents shall be done by the Chief s Office unless the Regional Forester and Chief make the decision to allow the region to review the mishap Region, Station, and Area Investigations The Regional Forester shall appoint a team for any serious incident or accident that is not being investigated by the Chief s Office. This includes single fatalities, serious injuries, high profile and high risk mishaps or illnesses, major property damage, aircraft incidents, forests or grasslands in need of assistance and incidents with serious potential not investigated by the P a g e 12

13 Chief s Office or a Washington Office-appointed team (FSM 6704), or is delegated back to the Region by the Washington Office Forests and Grasslands If it is found that criminal activity has taken place, the safety review will report to LEI and meet with the Line Officer to evaluate the system safety, risk management and latent conditions that exist at the work site that may have contributed to an incident or mishap/accident. A course of action should be determined in order to eliminate recurrence risk. Prevention efforts may be applied at the district, forest or grassland level. Incident or accident investigations shall be fact-finding, not fault-finding, in order to promote learning and provide preventative measures to lower recurrence or reducing future accidents. A copy of the reviews / investigation shall be forwarded to the appropriate Safety and Health Manager. A Lessons Learned Summary should also be a part of this documentation. The Safety Manager shall review the case for final signature and place into the esafety database Responsibilities for Mishap Reviews 1) Line Officers, Staff Officers and Supervisors shall support and ensure: a) The medical needs of the parties involved in the accident and to the welfare of those employees affected by the event are attended to. b) Accidents (injuries, damage to property, equipment and vehicles, etc.) and near-miss events are reported within established time lines and reviews are conducted to determine factors, systemic organization weaknesses that could have led up to these events and seek out opportunities for learning, or organizational improvement. All shall be documented and included for final review by the Line Officer. c) Encourages employees to report accidents and near miss events without fear of reprisal in order to foster an organizational culture of trust and reporting. d) Safety mishap reviews and analysis of mishaps are not used as the basis for employee disciplinary action. e) Leadership engagement and employee involvement are foundational to learning to prevent future mishaps. f) Provide all initial documentation and evidence to the supervisor, fact-finding team depending on the severity of the mishap, once their reviews commence. g) Correct any deficiencies/organizational weaknesses identified by the mishap review 2) Regional Safety Director : a) Recommend learning procedures and team makeup for mishap reviews and when indepth analysis and/or investigation are needed. P a g e 13

14 b) Facilitate communication of findings and corrective actions to appropriate officials and affected employees. c) Assist units in coordinating a Learning Analysis and reviews when appropriate. d) Communicate with unit Line Officer, Regional Forester staff and unit Safety Manager the need and improvements of reviews and follow-up to enhance prevention. e) Set-up briefings and meetings facilitate communication and coordinate with OSHA, other regions and agencies. 3) Supervisor Responsibilities: a) Ensure that all accidents involving their employees are entered into esafety within 72 hours of the event. (Note: If both the injured employee and direct supervisor are on deployed assignments, such as wildfire, they will make every attempt to work with the local staff or local Safety Manager to enter the mishap event into esafety within 72 Hours) b) In consultation with their line officers and unit safety managers, ensure that all employee accidents are reviewed / investigated and relevant information is documented (which shall be attached to the CA1 or CA2 in esafety) for learning all causes and findings and to prevent future recurrence. c) Contact the ASC Workers Comp. Group to arrange for preparation of the Occupational Workers Compensation Package which is critical for payment of employee medical costs. This should be done with-in 48 hours. d) Will not use information contained in safety reports or reviews as the basis for employee discipline. 4) Employee Responsibilities: a) Within 24 hours, report all accidents and near-miss events to their supervisor or other management official. b) Contact the ASC Workers Comp Group to arrange for preparation of the Occupational Workers Compensation Package which is critical for payment of employee medical costs. c) Enter accident information into esafety within 72 hours following an accident. 5) Forest/Unit Safety Managers: a) Notify the Regional Safety and Health Office and Line Officer of all serious and significant mishaps/accidents. P a g e 14

15 b) Work with Line Officers and employees to report all mishaps, accidents and near-miss events. c) Assist Line Officers and supervisors conduct analysis and reviews of all mishaps and near miss events, upon notification of such events. d) Assist with attachment of reports into esafety, and promptly do all reviews in the esafety reporting system. P a g e 15