Policy on the reporting of accidents, dangerous occurrences and occupational ill health CONTENT PAGE 1. Introduction 2 2. University policy 2 3. Procedures and guidance 2 3.1 All accidents requiring first aid 3.2 Dangerous occurrences 3.3 Occupational health 3.4 Statutory reporting obligations under RIDDOR 3.5 Records and statistics 3.6 Application to contractors and visitors 3.7 Completion of Accident Report Form 4. Definitions 5 5. References 6 Appendices Appendix 1; Accident Report Form (ARF) 7 Appendix 2, Near Miss / Dangerous Occurrence Report Form 10 1
1. Introduction 1.1 Regulation 5 of the Management of Health and Safety at Work Regulations 1999 requires employers to plan, organise, control, monitor and review their health and safety arrangements. Reporting and investigating workplace accidents and ill health, forms an essential part of this process. 1.2 Hazards are present in all workplaces and risk control measures are put in place to minimise the identified risks and to prevent accidents and cases of ill health. The fact that an accident, dangerous occurrence or near miss has occurred may indicate that the existing risk control measures were inadequate. 2. University policy 2.1 It is the policy of Loughborough University to ensure that all injuries, occupational diseases and dangerous occurrences which are reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (as amended) (RIDDOR) 1995, are reported to the Health and Safety Executive s (HSE) Incident Contact Centre (ICC) by the most appropriate means. 2.2 The initial report of an injury, disease or dangerous occurrence will indicate to the Health and Safety (H&S) office, the seriousness of the incident or accident and an appropriate investigation will be carried out. Those incidents or accidents resulting in serious personal injury or significant loss or damage to property will be investigated. (The University s internal accident investigation procedure and guidance is available upon request from the H&S office). 2.3 The University will ensure that incidents and accidents are reported to the H&S office on an Accident Report Form (ARF) which is downloadable from; www.lboro.ac.uk/admin/hse/forms/forms.html. (Also see Appendix 1). 3 Procedures and guidance 3.1 All accidents requiring first aid 3.1.1 It is the responsibility of Heads of Schools and Heads of Support Services to ensure that all accidents requiring first aid treatment are reported on an ARF and submitted to the H&S office without delay. Where accidents occur and students are injured in or adjacent to Halls of Residence, it is the responsibility of Hall Wardens or Sub Wardens to report. 3.2 Dangerous Occurrences Dangerous occurrences should be reported on the separate Near Miss / Dangerous Occurrence Report Form. (Downloadable from; www.lboro.ac.uk/admin/hse/forms/forms.html. (Also see Appendix 2)). 2
The form can be used by anyone to report a near miss or dangerous occurrence. It can also be filled out by someone acting on another person s behalf. Once completed, the form should be forwarded as quickly as possible to the Departmental Safety Officer or School Safety Officer for investigation and signing. The reporting person shall forward the form to the H&S office as soon as possible after the incident, even if all details are not immediately available. The reporting of near misses is encouraged. A near miss is not the same as a dangerous occurrence. Dangerous occurrences are statutorily reportable under RIDDOR. Reporting and investigating near misses is part of the University s lessons learned mechanism. Learning from things that had the potential to go wrong, even though there had been no injury or loss involved. 3.3 Occupational health Any employee who believes they are suffering from ill health attributable to their work should report it to the Occupational Health Advisor, (OHA), (in confidence where necessary). Any manager who considers that an employee is suffering from a work related illness or disease should also report this directly to the OHA. Contact the OHA on 222851 or email; T.J.Ellis@lboro.ac.uk. Certain occupational illness and diseases are reportable to the HSE. The OHA shall investigate all cases and, where necessary refer the case to the University s Occupational Health Physician for further investigation. Where appropriate the OHA shall make the necessary statutory reports to the HSE on form F2508A. 3.4 Statutory reporting obligations under RIDDOR 3.4.1 Deaths and major injuries must be notified to the HSE forthwith using the quickest practicable means. (A list of major injuries is given in Schedule 1 of RIDDOR). A further written report must be made to the HSE within 10 days. 3.4.2 Employers are required to report injuries that lead to a worker being incapacitated for more than seven consecutive days as the result of an occupational accident or injury, (not counting the day of the accident but including weekends and rest days). The report must be made within 15 days of the accident. Employer s must keep a record of any accident where the worker has been incapacitated for more than three consecutive days. 3.4.3 Injuries to members of the public or people who are not at work, which arise out of or in connection with work activity and which result in the injured person being taken to hospital from the scene of an accident for treatment, are reportable. Injuries must be reported forthwith by the quickest practicable means. A further written report must be made to the HSE within 10 days. 3
3.4.4 Certain specified dangerous occurrences, which involve major accident potential, are reportable, even where personal injury has not occurred. A list of dangerous occurrences is given in Part 1of Schedule 2 of RIDDOR. Dangerous occurrences must be reported forthwith by the quickest practicable means. A further written report must be made to the HSE within 10 days. 3.4.5 Certain specified occupational diseases must be reported to the HSE forthwith, if, in respect of an employee, a written diagnosis of one of the occupational diseases, (listed in Column 1, Part I of Schedule 3 of RIDDOR), is received from a doctor, and the affected employee s current job involves the corresponding work activity, (listed in Column 2, Part I of Schedule 3 of RIDDOR). 3.4.6 The Health and Safety Manager has been appointed by the Chief Operating Officer to give notification to the HSE where statutorily reportable accidents, dangerous occurrences and occupational ill-health occur. It is important therefore, that all relevant information is passed to the H&S office as soon as possible, by completing the relevant form, and in more serious cases, informing the H&S office by telephone, fax or email in advance of the completion of the form. (Contact the H&S office by telephone on; 01509 222181, fax; 01509 223904 or email; HSE@lboro.ac.uk). 3.4.7 In the event of accidents occurring outside normal working hours, or during the absence of officers in the H&S office, relevant information regarding major incidents must be telephoned to the LU Security Service, who in turn will oversee the notification arrangements in accordance with procedures agreed between the Health and Safety Manager and the LU Security Service Manager. (Contact the LU Security Service by telephone on; 222141, or email; gatehouse@lboro.ac.uk). 3.5 Records and statistics 3.5.1 Detailed records of all accidents, dangerous occurrences and reportable occupational health illnesses are maintained by the H&S office. Data on nonreportable ill-health is maintained by the OHA. Accident statistics are reported to every meeting of the University Health, Safety & Environment Committee. Occupational health statistics are reported to the same committee on an annual basis. 3.5.2 Under the Social Security (Claims and Payments) Regulations 1979, an accident record must be maintained. Records maintained for the purposes of RIDDOR fulfil this requirement. 4
3.6 Application to contractors and visitors 3.6.1 Contractors, visitors, and self- employed persons, whilst on University premises, must report all accidents, near misses and dangerous occurrences to the H&S office, via the Department or Support Service for which they are temporarily employed or visiting. If a contractor or self- employed person uses their own accident report form, it should be sent to the H&S office attached to the relevant University form. 3.7 Completion of an Accident Report Form (ARF) 3.7.1 The form can be used by anyone to report an accident, or case of ill health. It can also be filled out by someone acting on another person s behalf. Once completed, the ARF should be forwarded as quickly as possible to the Departmental Safety Officer or School Safety Officer for investigation and signing. (See Appendix 1). The reporting person shall forward the signed ARF to the University H&S office as soon as possible after the incident, even if all details are not immediately available. 3.7.2 The ARF should normally be completed and submitted to the H&S office within 24 hours of accidents and dangerous incidents occurring. In the case of occupational ill-health, the form should be completed immediately a written confirmation of diagnosis of reportable occupational ill-health, relating to academic or work activities, has been received. 3.7.3 Departments and support services should indicate whether the reported incident caused any absence from work. However, it may not be practicable for departments to complete the relevant section of the report accurately in respect of lost time injuries, therefore the form should be submitted in accordance with the above instructions, even though all details may not be immediately available. Departments should subsequently advise the H&S office by telephone or email immediately the information relating to absence from work becomes available. The H&S office will then complete the outstanding section of the form and also liaise with the Finance Office in respect of lost time injuries and occupational ill-health. 3.7.4 Either an electronic version or hard copy of the ARF, is the preferred method for Departments and Support Services to report accidents, near misses and dangerous occurrences to the H&S office 4. Definitions 4.1 Accident Any unplanned event that results in personal injury or damage to property, plant or equipment. 5
4.2 Incident Any event or occurrence which might disrupt or interfere with normal operations e.g. false activation of the fire alarm system, malicious damage. 4.3 Near misses Any unplanned event or chain of events in which personal injury or damage to property, plant or equipment has only been avoided by chance. 4.4 Hazard The potential to cause harm, including ill health and injury, damage to property, plant or the environment or increased liabilities. 4.5 Risk the probability or chance that a hazard will lead to harm. 4.6 Harm Injury, ill health to people and effects on the University. 4.7 Incapacitated a worker is absent, or is unable to do work that they would reasonably be expected to do as part of their normal work. 5 References A Guide to the Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995 (as amended) (RIDDOR) - L73 HSE Books ISBN 0 7176 64597 Reporting accidents and incidents at work a brief guide to the Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) INDG 453 HSE Books ISBN 0 7176 64603 The Management of Health and Safety at Work Regulations 1999 Approved Code of Practice and guidance - L21 HSE Books ISBN 0 7176 2488 1 HSE priced and free publications are available by mail order from; HSE Books, PO Box 1999, Sudbury Suffolk CO10 2WA Tel 01787 881165, Fax 01787 313995, Email; hsebooks@prolog.uk.com, or, Many HSE publications are free to download from; http://books.hse.gov.uk/hse/public/home.jsf 6
Appendix 1: Accident Report Form L.U.Ref Dept Code Accident Coding Lost Time Incident Date rec. Kind Type R2158 Report to H&E Absence Report of an accident or case of occupational ill-health This form can be used by anyone to report an accident, or case of ill health. It can be completed by the individual or their representative. Once completed, the accident report form (ARF) should be forwarded immediately to the DSO/SSO, for investigation and signing. The DSO shall forward the signed ARF to the University Health and Safety Office as soon as possible after the incident, even if all details are not immediately available. 1. Date of accident 2. Injured persons Dept/Section/Hall 3. Personal details: Name of injured or ill person Title Forename(s) Surname Age Sex: M / F Current residential address including post code Phone numbers Category of person (Staff):(tick one box) Academic and related Cleaning/ Domestic Security Student Visitor Administrative Grounds/ Gardening Technical Contractor Catering Maintenance Other staff Contractors employer & address Phone/Fax 4. Description and severity of injury/ illness e.g. fracture, cut finger, dermatitis, and location state L/R 7
Severity (tick appropriate box) Absence for first aid treatment only More than 7 day absence* Less than 7 days absence Major injury * Absence not yet known Fatality * * Statutorily reportable incidents University Health and Safety Office to be notified immediately by telephone (ext. 222180/222181) or email hse@lboro.ac.uk 5. Treatment Description of local first aid treatment given Name of person providing first aid Other medical treatment 6. Details of accident: Date Time Location (Building/Room/Area) What was the injured person doing? What caused injury? Names and addresses of witnesses: Person supervising work ( for Contractor include LU Project Co-ordinator) Incident reported to (Title, initials, surname) 8
On the day of the accident between what hours was the injured person expected to work? From To Actual hours worked From To 8. Preventative action taken and comments by DSO/SSO (continue on separate sheet if necessary) I hereby allow/do not allow (delete as appropriate) a copy of the information contained within this report to be communicated to a third party, including line management and official Trade Union representatives Signature of injured person Signature of person reporting (IP s representative) Signature of Head of Department or their representative. 9
Appendix 2 ; Near Miss / Dangerous Occurrence Report Form This form may be used by any member of staff, student, visitor or member of the public. It should be used to bring to the attention of the University any near miss or dangerous occurrence arising out of work being undertaken at or on behalf of the University which could have resulted in injury. The form must not be used for reporting accidents where people were injured. The University accident report form should be used in such cases. Date of incident Time of incident Location: (Please be as accurate as possible) Name of person reporting: (Leave blank if you prefer but adding contact details will give us the opportunity to feed back where possible). Title... Forename(s). Surname.. Current residential address.......post Code.. Description of incident: Please use this space to record the near-miss or incident, or to make a comment or suggestions for improvement. Why do you consider the near-miss or incident dangerous? What immediate action have you taken following the near-miss or incident to prevent a similar occurrence? Please forward this completed form to the (address on next page). Form received by:.. Date:. Action taken: 10
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