1 Guidance on Accident / Injury and recording and reporting process ALL INJURIES (whether notifiable or minor) and dangerous occurrences as defined by the Reporting of Injuries and Dangerous Occurrences Regulations (RIDDOR) 2013 must be reported on the F2508 E form. Injuries to employees whilst they are at work must be reported to the line manager. The line manager or authorised member of staff will report the accident through Health & Safety module on YourHR. Line manager s must then investigate the circumstances of the accident where appropriate and record the information and their findings, including action taken to prevent reoccurrence of the accident. The electronic reporting system is accessed through YourHR, each report will be given a unique reference number, and reports will also identify the corresponding investigation report. When you log in to YourHR certain information is automatically populated and you will be asked if there is an injury, if no injury has occurred select No and you will be directed to the Incident / Near Miss Form. Since the online system is the preferred reporting mechanism, paper forms should not be used, however a copy is available for download from the Zone for exceptional circumstances where access to online reporting is not possible. Completed paper forms should be sent your Directorate Health & Safety Coordinator. Why report? Reporting certain incidents is a legal requirement. The report informs the enforcing authorities (HSE, local authorities and the Office for Rail Regulation (ORR)) about deaths, injuries, occupational diseases and dangerous occurrences, so they can identify where and how risks arise, and whether they need to be investigated. This allows the enforcing authorities to target their work and provide advice about how to avoid work-related deaths, injuries, ill health and accidental loss. What must be reported? Work-related accidents For the purposes of RIDDOR, an accident is a separate, identifiable, unintended incident that causes physical injury. This specifically includes acts of non-consensual violence to people at work. Not all accidents need to be reported, a RIDDOR report is required only when: the accident is work-related; and it results in an injury of a type which is reportable (as listed under Types of reportable injuries ). When deciding if the accident that led to the death or injury is work-related, the key issues to consider are whether the accident was related to: the way the work was organised, carried out or supervised;
2 any machinery, plant, substances or equipment used for work; and the condition of the site or premises where the accident happened. If none of these factors are relevant to the incident, it is likely that a report will not be required. What is an accident? In relation to RIDDOR 2013, an accident is a separate, identifiable, unintended incident, which causes physical injury. This specifically includes acts of non-consensual violence to people at work. Injuries themselves, e.g. feeling a sharp twinge, are not accidents. There must be an identifiable external event that causes the injury, e.g. a falling object striking someone. Cumulative exposures to hazards, which eventually cause injury (e.g. repetitive lifting), are not classed as accidents under RIDDOR What is meant by work related? RIDDOR 2013 only requires you to report accidents if they happen out of or in connection with work. The fact that there is an accident at work premises does not, in itself, mean that the accident is work-related the work activity itself must contribute to the accident. An accident is work-related if any of the following played a significant role: the way the work was carried out any machinery, plant, substances or equipment used for the work or the condition of the site or premises where the accident happened Deaths All deaths to workers and non workers must be reported if they arise from a work-related accident, including: it results from a work accident; a worker sustains an occupational injury; it results from a suicide on a relevant transport system (this is considered to be an accident for the purpose of RIDDOR); or it results from an act of physical violence to a worker. Suicides are not reportable as the death does not result from a work-related accident. What are reportable injuries? The following are reportable under RIDDOR 2013 when they result from a work related accident.
3 The death of any person Injuries to workers which result in over 7 days incapacitation Injuries to non-workers which result in them being taken directly to hospital for treatment Specified injuries to workers The list of specified injuries in RIDDOR 2013 replaces the previous list of major injuries in RIDDOR Specified injuries to workers are: fractures, other than to fingers, thumbs and toes amputation of an arm, hand, finger, thumb, leg, foot or toe permanent loss of sight or reduction in sight crush injuries leading to internal organ damage serious burns (including scalding) which: o covers more than 10% of the body o causes significant damage to the eyes, respiratory system or other vital organs any scalping requiring hospital treatment any loss of consciousness caused by head injury or asphyxia any other injury arising from working in an enclosed space which: o leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours Over-seven-day incapacitation of a worker This is where an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than seven consecutive days (not counting the day of the accident). Accidents must be reported where they result in an employee or self-employed person being away from work, or unable to perform their normal work duties, for more than seven consecutive days as the result of their injury. This seven day period does not include the day of the accident, but does include weekends and rest days. The report must be made within 15 days of the accident. Over-three-day injuries We do not have report over-three-day injuries to the HSE but we must keep a record of them via completion of our corporate F2508 report forms Please ensure that accurate details are provided.
4 For further guidance is available on the HSE website PART A About you and your organisation Full name of the person reporting the accident along with Job Title and contact details and address will appear on screen automatically once you log in to YourHR. Part B About the Injury event Complete the requested information for time and date, all boxes are mandatory, drop down options appear to assist completion. Identify the Directorate and Service, all fields must be completed, you can not proceed to the next screen unless the required information is completed. Include the full postal address and postcode. Part C - About where the injury happened The first section of Part C asks where the injury occurred, accident, select the options from the drop down selections, Select the Main Industry of the site of the injury, e.g. Government administrative functions etc, Main Activity select Education and form the sub Activity select Secondary School. Part C- About the injured person Select the option from the action button and fill in the required information for the injured party. If there is more than one injured party, separate forms must be completed. Where the injured party is not an employee, select the option and associated fields which will open and must be completed. Part D About the injury This section classifies the injury to determine whether the incident should be reported to the Health and Safety Executive (HSE) under RIDDOR From the drop down boxes select and complete the information, all sections must be completed before proceeding to the final section. Part E About the accident From the drop down box select the type e.g. Slip, trip, fall on same level. Part G What happened
5 Select the work process that was being undertaken at the time of the accident, e.g. Sport or Artistic activity and the main factors involved. Describe what happened, provide as much factual detail as you can, do not make assumptions. Detail the main industry, activity, work process and main factor that resulted in the incident (see guidance and categories below). What type of work was being carried out at the time of the incident? The name of any substance, type of machine involved. The events that led to the incident. Part played by individuals. Determine the cause to identify possible improvements to prevent re-occurrence. Attach an investigation record with associated documentation (diagrams and photographs where applicable). Apply remedial action(s) across the service not only where the accident/incident occurred. Is the injury HSE reportable, select Yes or No, if Yes the injury will be reported by the HSW Team. You will be asked if an investigation is required, if this accident is subject to further investigation you should select "Yes" to the Is an Investigation Report required? When you select "Yes" an Investigation Report will automatically be created and linked to this injury report. After "Yes" has been selected you will no longer be able to change this back to "No" as the linked Investigation Report has now already been created. The Investigation Report Reference Number will be displayed and also cross referenced on the accident form. Once all sections are complete, submit the form which will be sent to the HSW account where it will be reviewed by the HSW Team. A copy of the form will also be sent to those submitting the form. Reportable Dangerous Occurrence Dangerous occurrences are certain, specified near-miss events (incidents with the potential to cause harm.) Not all such events require reporting. The 27 categories of dangerous occurrences that are relevant to most workplaces are: Lifting equipment 1. The collapse, overturning or failure of any load-bearing part of any lifting equipment, other than an accessory for lifting. Pressure systems 2. The failure of any closed vessel or of any associated pipework (other than a pipeline) forming part of a pressure system as defined by regulation 2(1) of the Pressure Systems Safety Regulations 2000(1), where that
6 failure could cause the death of any person. Overhead electric lines 3. Any plant or equipment unintentionally coming into (a) contact with an uninsulated overhead electric line in which the voltage exceeds 200 volts; or (b) close proximity with such an electric line, such that it causes an electrical discharge. Electrical incidents causing explosion or fire 4. Any explosion or fire caused by an electrical short circuit or overload (including those resulting from accidental damage to the electrical plant) which either (a) results in the stoppage of the plant involved for more than 24 hours; or (b) causes a significant risk of death. Explosives 5. Any unintentional (a) fire, explosion or ignition at a site where the manufacture or storage of explosives requires a licence or registration, as the case may be, under regulation 9, 10 or 11 of the Manufacture and Storage of Explosives Regulations 2005; or (b) explosion or ignition of explosives (unless caused by the unintentional discharge of a weapon, where, apart from that unintentional discharge, the weapon and explosives functioned as they were designed to), except where a fail-safe device or safe system of work prevented any person being endangered as a result of the fire, explosion or ignition. 6. The misfire of explosives (other than at a mine or quarry, inside a well or involving a weapon) except where a fail-safe device or safe system of work prevented any person being endangered as a result of the misfire. 7. Any explosion, discharge or intentional fire or ignition which causes any injury to a person requiring first-aid or medical treatment, other than at a mine or quarry. 8. (1) The projection of material beyond the boundary of the site on which the explosives are being used, or beyond the danger zone of the site, which caused or might have caused injury, except at a quarry. (2) In this paragraph, danger zone means the area from which persons have been excluded or forbidden to enter to avoid being endangered by any explosion or ignition of explosives. 9. The failure of shots to cause the intended extent of collapse or direction of fall of a structure in any demolition operation. Biological agents 10. Any accident or incident which results or could have resulted in the release or escape of a biological agent likely to cause severe human infection or illness.
7 Radiation generators and radiography 11. (1) The malfunction of (a)a radiation generator or its ancillary equipment used in fixed or mobile industrial radiography, the irradiation of food or the processing of products by irradiation, which causes it to fail to de-energise at the end of the intended exposure period; or (b) equipment used in fixed or mobile industrial radiography or gamma irradiation, which causes a radioactive source to fail to return to its safe position by the normal means at the end of the intended exposure period. (2) In this paragraph, radiation generator means any electrical equipment emitting ionising radiation and containing components operating at a potential difference of more than 5kV. Breathing apparatus 12. The malfunction of breathing apparatus (a) where the malfunction causes a significant risk of personal injury to the user; or (b) during testing immediately prior to use, where the malfunction would have caused a significant risk to the health and safety of the user had it occurred during use, other than at a mine. Diving operations 13. The failure, damaging or endangering of (a) any life support equipment, including control panels, hoses and breathing apparatus; or (b) the dive platform, or any failure of the dive platform to remain on station, which causes a significant risk of personal injury to a diver. 14. The failure or endangering of any lifting equipment associated with a diving operation. 15. The trapping of a diver. 16. Any explosion in the vicinity of a diver. 17. Any uncontrolled ascent or any omitted decompression which causes a significant risk of personal injury to a diver. Collapse of scaffolding 18. The complete or partial collapse (including falling, buckling or overturning) of (a) a substantial part of any scaffold more than 5 metres in height; (b) any supporting part of any slung or suspended scaffold which causes a working platform to fall (whether or not in use); or (c) any part of any scaffold in circumstances such that there would be a significant risk of drowning to a person
8 falling from the scaffold. Train collisions 19. The collision of a train with any other train or vehicle, other than a collision reportable under Part 5 of this Schedule, which could have caused the death, or specified injury, of any person. Wells 20. In relation to a well (other than a well sunk for the purpose of the abstraction of water) (a) a blow-out (which includes any uncontrolled flow of well-fluids from a well); (b) the coming into operation of a blow-out prevention or diversion system to control flow of well-fluids where normal control procedures fail; (c) the detection of hydrogen sulphide at a well or in samples of well-fluids where the responsible person did not anticipate its presence in the reservoir drawn on by the well; (d) the taking of precautionary measures additional to any contained in the original drilling programme where a planned minimum separation distance between adjacent wells was not maintained; or (e) the mechanical failure of any part of a well whose purpose is to prevent or limit the effect of the unintentional release of fluids from a well or a reservoir being drawn on by a well, or whose failure would cause or contribute to such a release. Pipelines or pipeline works 21. In relation to a pipeline or pipeline works (a) any damage to, accidental or uncontrolled release from or inrush of anything into a pipeline; (b) the failure of any pipeline isolation device, associated equipment or system; or (c) the failure of equipment involved with pipeline works, which could cause personal injury to any person, or which results in the pipeline being shut down for more than 24 hours. 22. The unintentional change in position of a pipeline, or in the subsoil or seabed in the vicinity, which requires immediate attention to safeguard the pipeline s integrity or safety. PART 2DANGEROUS OCCURENCES REPORTABLE EXCEPT IN RELATION TO AN OFFSHORE WORKPLACE Structural collapse 23. The unintentional collapse or partial collapse of (a)any structure, which involves a fall of more than 5 tonnes of material; or (b)any floor or wall of any place of work,
9 arising from, or in connection with, ongoing construction work (including demolition, refurbishment and maintenance), whether above or below ground. 24. The unintentional collapse or partial collapse of any falsework. Explosion or fire 25. 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 premises, for more than 24 hours. Release of flammable liquids and gases 26. The sudden, unintentional and uncontrolled release (a)inside a building (i) of 100 kilograms or more of a flammable liquid; (ii) of 10 kilograms or more of a flammable liquid at a temperature above its normal boiling point; (iii) of 10 kilograms or more of a flammable gas; or (b) in the open air, of 500 kilograms or more of a flammable liquid or gas. Hazardous escapes of substances 27. 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. Reportable occupational diseases We must report occupational diseases when a written diagnosis from a doctor is received for an employee who is suffering from one of these conditions, where they have been doing the work activities listed for that illness. Reportable diseases are: Carpal Tunnel Syndrome: where the person s work involves regular use of percussive or vibrating tools Cramp of the hand or forearm: where the person s work involves prolonged periods of repetitive movement of the fingers, hand or arm Occupational dermatitis: where the person s work involves significant or regular exposure to a known skin sensitiser or irritant Hand Arm Vibration Syndrome: where the person s work involves regular use of percussive or vibrating tools, or holding materials subject to percussive processes, or processes causing vibration Occupational asthma: where the person s work involves significant or regular exposure to a known respiratory sensitiser
10 Tendonitis or tenosynovitis: in the hand or forearm, where the person s work is physically demanding and involves frequent, repetitive movements A reportable disease must be diagnosed by a doctor. Diagnosis includes identifying any new symptoms, or any significant worsening of existing symptoms. Employees are required to provide the diagnosis in writing to their employer. Gas Incidents When a distributor, filler, importer or supplier of flammable gas learns, either directly or indirectly, that someone has died or suffered a major injury in connection with the gas that they have distributed, filled, imported or supplied, this must be reported to the HSE. A gas engineer, registered with the Gas Safe Register, must provide details of any gas appliances or fittings that they consider to be dangerous to the extent that people could die or suffer a major injury. This may be due to the design, construction, installation, modification or servicing, and could result in: an accidental leakage of gas; inadequate combustion of gas; or inadequate removal of products of the combustion of gas. Reporting arrangements to the HSE The Health and Safety Executive (HSE) enforces all ACC workplaces in relation to health and safety legislation. The HSW Team will report all reportable accidents and Dangerous Occurrences. The deadline by which an over-seven-day injury must be reported is 15 days after the accident. Health & Safety Reports The reporting module will allow nominated staff to run reports for their respective Directorate, options are available to allow filtering to tailor reports to suit Directorates.