Effective Date: October 20, 2004 Supersedes /Amends: VRS-42/October 1, 1997 Originating Office: Office of the Vice-President, Services Policy Number: VPS-42 SCOPE This policy applies to all employees, students and visitors at any on-campus or off-campus location at which work, study or any other University-sanctioned activity is being conducted. PURPOSE This policy sets out guidelines and procedures for the reporting and investigation of injuries and incidents involving members of the University community or visitors. Injuries and incidents must be reported and investigated in order to fulfill legal requirements, ascertain compliance with applicable safety regulations, and assist the University in taking steps to remedy hazardous conditions to prevent recurrence. The University is subject to the provisions of the Act Respecting Occupational Health and Safety and the Act Respecting Industrial Accidents and Occupational Diseases, and their regulations. DEFINITIONS For the purpose of this policy, the following definitions apply: employee - a person who under a contract of lease of personal service or contract of apprenticeship, even without remuneration, carries out work for an employer. (Certain exceptions are provided for in the Act Respecting Occupational Health and Safety.) Students performing a non-remuneration internship for a company or an institution as part of their academic curriculum are considered to be employees of the University. contract worker - an employee working for another employer but carrying out work on premises owned or leased by Concordia University. student - an individual who has contracted with and is registered at the University for an academic purpose.
POLICY Page 2 of 7 visitor - an individual who is present on University premises whether owned or leased who is neither an employee nor a registered student. accident - a sudden and unforeseen event attributable to any factor which caused (a) an injury to a member of the University community while he or she was carrying out University-sanctioned activities or (b) material damage to University property. incident - an event or a situation attributable to any factor which could cause (a) an injury or illness to a member of the University community or (b) material damage to University property. injury - an injury arising out of or in the course of an accident, or a disease, suffered by an employee or a student as a result of the work/study environment or activities performed in the course of employment/study. occupational disease a disease contracted out of or in the course of work and characteristic of that work, or directly related to the risks particular to that work, suffered by an employee or a student as a result of the work/study environment or activities performed in the course of employment/study. workplace - any place in or at which a member of the University community is required to be present in the course of work or study. Internal Reporting 1. All injuries, incidents, or occupational diseases involving employees, contract workers or students and visitors shall be reported by the individual(s) involved, before leaving the premises, either to the Supervisor or Department Head, or an authorized representative. In the case of a visitor, injuries should be reported to the Security Department. Any member of the community who observes an injury or incident shall report it to the Security Department or the Environmental Health and Safety Office. The Department Head, Supervisor or authorized representative, or the Security Officer shall submit a written report to the Environmental Health and Safety Office on a University
Page 3 of 7 Injury (Accident)/Incident/Occupational Disease Report (IIODR) form within twentyfour hours. 2. The Environmental Health and Safety Office shall transmit copies of the IIODR to: - The Supervisor or Department Head - The Department Safety Officer - The Area or Departmental Health and Safety Committee External Reporting 3. Serious injuries having caused: the death of an employee; injury of an employee with probable time loss of ten or more consecutive working days; injury to several employees with probable time loss of one or more working days; or material damage of $50,000 or more; shall be reported immediately, by the most rapid means possible, to the Environmental Health and Safety Office or to the Security Department. 4. The Environmental Health and Safety Office shall report all serious incidents as outlined in the Act Respecting Occupational Health and Safety (Section 62) by the most rapid means of communication and within 24 hours to the Commission de la santé et de la sécurité du travail du Québec (CSST) and to the Central Advisory Health and Safety Committee. 5. The scene of a serious injury shall remain unchanged until it has been investigated by a CSST inspector, except in cases where leaving the site unchanged could cause further injuries or damages.
Investigation Page 4 of 7 6. The primary responsibility for investigation of an injury or incident lies with the Department Head or an authorized representative, which may include a Safety Officer or the Area Health and Safety Committee. 7. The department head or an authorized representative is responsible for writing the investigation report, which shall include: an account of the injury or incident; recommendations for remedial actions to prevent recurrence; and the names of departments, services, and persons to which the recommendations have been forwarded for follow-up. A copy of the investigation report shall be sent to the Environmental Health and Safety Office. 8. The Environmental Health and Safety Office may investigate any injury or incident occurring on University premises or during University sanctioned activities. 9. The Central Advisory Health and Safety Committee and Departmental or Area Health and Safety Committees shall receive reports of investigations carried out by the Environmental Health and Safety Office and other parties, and may inquire about injury or hazardous circumstances that have caused, could have caused or may cause an injury or an occupational disease. The Committee may submit appropriate recommendations to the University Administration. Register of accidents, incidents and investigations 10. The Environmental Health and Safety Office shall keep a register of all reported injuries or incidents, and the investigations of these. This register shall be presented to the Central Advisory Health and Safety Committee for review at least annually, as requested and as otherwise required by legislation.
Page 5 of 7 11. Departments Heads and Area Safety Committees existing within the various departments shall keep and review registers of all injuries or incidents occurring within their respective departments. 12. The Security Department shall keep a register of injuries investigated by its staff and provide copies of these reports to the Environmental Health and Safety Office.
Page 6 of 7 APPENDIX A Reporting Procedures for Injury/Incident Reporting and Investigation Policy Responsibilities of employees and students 1. An employee or student who is a victim of an injury or who has contracted an occupational disease shall: a. Immediately report the injury to their Supervisor or Instructor following the occurrence; b. Complete and sign a University Injury (Accident)/Incident/Occupational Disease Report (IIODR) form as soon as possible following the occurrence. (Other documents may be required for processing salary replacement or insurance claims); c. In the case of a University employee requiring medical attention, the employee is to inform the physician that the injury/illness is work related, if appropriate; d. If the supervisor/instructor is not present the injury is to be reported to Security before leaving the premises. Responsibilities of Instructors, Supervisors and Department Heads 2. An Instructor, Supervisor or Department Head shall: a. Ensure that the victim gets immediate medical attention if required. If the victim is a University employee, send him/her to the physician or clinic of their choice with a Temporary Work Assignment form to be signed by the physician, if appropriate; b. In the case of an injury requiring medical intervention, immediately call the Environmental Health and Safety Office (or the Security Department, after hours); c. Obtain the names of any witnesses;
Page 7 of 7 d. Ensure that employees and students under their supervision, who are victims of an injury or incident, or who have contracted an occupational disease, complete and sign an IIODR form as soon as possible following the occurrence. Verify that the information contained in the IIODR form is accurate and co-sign it; e. Investigate the injury. May use the incident investigation form available from the Environmental Health and Safety Office and prepare an investigation report, as outlined in Paragraph 3.2 of the Policy; f. Submit copies of the IIODR form, and the Investigation Report, as required. Procedures for injuries and incidents involving visitors 3. All injuries and incidents involving visitors must be reported to the Environmental Health and Safety Office or to the Security Department immediately, by a staff member or student who has witnessed or become aware of the injury or incident. 4. An IIODR form should be completed by the person reporting the injury or incident, and, whenever possible, be signed by the victim. Copies of the form should be distributed as required.