COLLEGE PROCEDURE PROCEDURE TYPE: Employment-Related PROCEDURE TITLE: Accident Reporting PROCEDURE NO.: EMPL-301.1 RESPONSIBILITY: Chief Administrative Officer APPROVED BY: Durham College Leadership Team (DCLT) EFFECTIVE DATE: February 2016 REVISED DATE(S): REVIEW DATE: February 2019 1. Introduction This operating procedure has been developed to provide direction to assure proper communication and reporting of accidents occurring in the workplace and/or arising from work duties, as required by the Ontario Occupational Health and Safety Act (OHSA) and the Workplace Safety and Insurance Board (WSIB). 2. Definitions 2.1 Reportable Incidents For purposes of incident reporting within the college, a reportable incident is one that: (a) Results in personal injury (including injuries requiring first aid or an occupational illness, lost time from work or property damage); (b) Involves a fire or explosion; (c) Occurs to any person on college premises; (d) Occurs to a college employee in the course of his or her work either on or off college premises; (e) Occurs to a student during the course of her or his classroom, laboratory or field work; Page 1 of 6
(f) Occurs to a student during the course of a work placement (either paid or unpaid), which forms part of his or her college curriculum; or (g) Occurs during the course of athletic activities taking place on college premises or off college premises when under the sponsorship of the college. 2.2 Critical injury As defined in Ontario regulation 834 (R.R.O.1990) a critical injury is an injury of a serious nature that: (a) Places life in jeopardy; (b) Produces unconsciousness; (c) Results in substantial loss of blood; (d) Involves the fracture of a leg or arm but not a finger or toe; (e) Involves the amputation of a leg, arm, hand or foot but not a finger or toe; (f) Consists of burns to a major portion of the body; or (g) Causes the loss of sight in an eye. 2.3 Occupational illness An occupational illness is a condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the normal physiological mechanisms are affected and the health of the worker is impaired thereby, and includes an occupational disease for which a worker is entitled to benefits under the Workplace Safety and Insurance Act, 1997. Occupational illness normally develops over a period of time and the diagnosis of an occupational illness should be made by a qualified physician. 3. Procedure 3.1 Legislative requirements 3.1.1. Where a person is killed or critically injured from any cause at a workplace the following must be immediately notified by telephone or other direct means and a written report prepared within 48 hours: (a) A Ministry of Labour inspector; Page 2 of 6
(b) The Joint Health and Safety Committee; and (c) The trade union, if any. These reporting requirements must be followed for employees, students and visitors. 3.1.2 Where a person is disabled from performing his or her usual work or requires medical attention because of an accident, explosion or fire, the following must be notified in writing within four days: (a) A Ministry of Labour inspector; (b) The Joint Health and Safety Committee; and (c) The trade union, if any. These reporting requirements must be followed for employees only. 3.1.3. Where an employee is involved in an incident, which requires health care (from a physician), results in lost time from work, or an occupational illness or disease, it must be reported to the WSIB. This includes accidents to employees or students that take place outside Ontario when the individual is engaged in college business and receiving salary to do so. This reporting is done by the Human Resources department on the WSIB Form 7. 3.1.4. Where a student suffers a work-related injury or illness during an unpaid work placement (as part of their requirements for a diploma), WSIB reporting requirements apply. Any such incidents must be reported promptly (within 24 hours) to the student's department and to the Manager, Insurance and Risk Management. 4. Roles and responsibilities 4.1 Reporting procedure for employees 4.1.1 All college employees are responsible for ensuring that all accidents/incidents, involving themselves, their students or guests are reported according to this procedure. 4.1.2. All reportable incidents must be reported within 24 hours using the online Durham College Accident/Injury Report Form. Should electronic reporting be unavailable, hard copies of this form are available in all first aid boxes, from department and school offices, the Campus Health Centre, Human Resources and the Security/Main Reception area in the Gordon Willey Building. 4.1.3. If the online form is used, distribution occurs automatically, with a copy sent to Human Resources; the injured party; and the injured party s Page 3 of 6
supervisor. Copies of the paper form should be distributed as noted at the bottom of the form. In the case of a student, the fourth copy goes to the department/school in which the student is registered. 4.1.4. In case of a critical injury the priority is to obtain prompt treatment for the individual involved. Call Campus Security at ext. 2400 and the Campus Health Centre at ext. 3037. After appropriate treatment has been given, complete the Accident/Injury Report Form and inform Human Resources by telephone that a critical injury has occurred. 4.1.5. The Human Resources department is responsible for informing the Ministry of Labour, the Joint Health and Safety Committee, and the union, if any, of a critical injury. 4.1.6. The Human Resources department is responsible for reporting an employee injury that requires health care (from a physician) to WSIB and follow up of all WSIB claims. 4.1.7. The Human Resources department is responsible for preparing a monthly report to the Joint Health and Safety Committee on all workplace accidents/incidents involving college employees. 4.1.8. In the case of an accident involving an employee, the supervisor is responsible for promptly investigating the circumstances of the accident and preparing a written report on the accident, including any steps to be taken to prevent a recurrence. In investigating the accident, the supervisor, should, if possible, inform the worker co-chair of the Joint Health and Safety Committee to assist in the investigation. This report is to be sent to the Joint Health and Safety Committee and the supervisor where the employee works. 4.1.9. Any injury to any other person on the college campus shall be investigated at the discretion of either co-chair of the Joint Health and Safety Committee. The committee shall review the circumstances of the accident and make any recommendations for preventive measures to the appropriate person in the college. 4.1.10. The Human Resources department shall keep and maintain statistics on all employee accidents/incidents and prepare regular monthly reports to be provided to the Joint Health and Safety Committee and to the Board of Governors. 4.2 Reporting procedure for students 4.2.1. Students are responsible for ensuring that all accident/incidents in which they are involved are reported to their instructor or person in charge of the area where the accident occurs. Page 4 of 6
4.2.2. In the case of an accident to a student during the course of classroom instruction, laboratory work or off-campus instructional activity, the supervisor of the activity is responsible for promptly investigating the circumstances of the accident and preparing a written report on the accident, including any steps to be taken to prevent a recurrence. The report is to be sent to the manager, Insurance and Risk Management and the dean of the school in which the student is registered. 4.2.3. In the case of a student on a work placement, the department in which the student is registered shall request the placement employer provide a written report of the circumstances of the accident, including any steps to be taken to prevent a recurrence. This report shall be sent to the manager, Insurance and Risk Management and to the dean of the school in which the student is registered. Refer to the fourth requirement under the legislated requirements. 4.2.4. Any injury taking place during the course of college-sponsored athletic activities shall be investigated by the director of Athletics and a report prepared on the circumstances. An accident/injury report must also be filled out at the time of the occurrence. In case of a critical injury, the Human Resources department shall be immediately informed. A copy of the report shall be sent to the manager, Insurance and Risk Management. 4.2.5. In the case of a student who is on campus, not engaged in classroom or athletics activities, any injury is to be reported to Campus Security who will take a report and submit it through the Incident Report System. The Office of Campus Safety will forward a copy of this report to Insurance and Risk Management. 4.3 Insurance and Risk Management reporting procedure Where required, the manager, Insurance and Risk Management will file the necessary forms with WSIB and the Ministry of Training, Colleges and Universities (MTCU) and make the initial contact with the ministry s designated insurance company The manager, Insurance and Risk Management shall keep and maintain statistics on all student, contractor and guest accident/incidents and prepare monthly summary reports to be provided to the Joint Health and Safety Committee. 5. Accessibility and AODA considerations Durham College s commitment to accessibility and AODA standards has been considered in the development of this procedure and it adheres to the principles Page 5 of 6
outlined in the AODA standards and Durham College Accessibility Policy (ADMIN- 203). 6. Related policies, procedures and directives Durham College Health and Safety Policy EMPL-301 Durham College Student Unpaid Work Placement Risk and Injury Management Policy ACAD - 119 Durham College Student Unpaid Work Placement Risk and Injury Management Procedure ACAD 119.1 Occupational Health and Safety Act Workplace Safety and Insurance Act Page 6 of 6