Contents Document Review and Approval... 2 1. Purpose and Scope... 3 2. Procedure... 3 2.1 Injury, Illness and OSH Incident Classification... 3 2.2 Recordable and Reportable Incidents... 4 2.3 Incident Reporting... 4 2.4 Reportable Incidents... 4 2.5 Site Preservation... 4 2.6 Incident Investigation... 5 2.7 Incident Investigation Team... 5 2.8 Incident Investigation Report... 5 2.9 Reporting... 6 3. Responsibilities... 6 3.1 School Principal... 6 3.2 Nominated OSH Officer... 6 3.3 Employees... 6 3.4 Students, Contractors and Visitors... 7 4. Definitions... 7 5. Related Documents... 8 6. Document Review and History... 9 ppendix 1: OSH Incident Flowchart... 10 Appendix 2: List of Reportable Dangerous Occurrences... 11 Appendix 3: List of Reportable Serious Injuries... 12 Appendix 4: List of Reportable Occupational Illnesses... 13 OHS incident Reporting & Investigation Procedure, v 2.0 Page 1 of 16
Document Review and Approval OHS Incident Reporting & Investigation Procedure, v 2.0 Page 2 of 16
1. Purpose and Scope The purpose of this procedure is to provide guidance on the process for recording, reporting and investigating OSH incidents. Prompt reporting of hazards and incidents is encouraged to facilitate the development of a proactive health and safety culture where actions are implemented to prevent incidents occurring. This procedure applies to all employees, contractors, students and visitors. 2. Procedure 2.1 Injury, Illness and OSH Incident Classification Injuries, illnesses and OSH incidents must be classified for recording, notification and reporting purposes according to the severity of the incident. According to the OSHAD-SF Mechanism 11.0 Incident Notification, Investigation and Reporting- V 3.0- July 2016 are classified as follows: Lost Time Injury: o o o o Fatality Permanent Total Disability Permanent Partial Disability Lost Workday Case Serious Dangerous Occurrence (refer to Appendix 2 Schedule A) Serious Injury (refer to Appendix 3 Schedule B) Serious Occupational Illness/Disease (refer to Appendix 3 Schedule C) Restricted Workday Case Medical Treatment Case First Aid Injury Equipment/Property Damage Near Miss OHS Incident Reporting & Investigation Procedure, v 2.0 Page 3 of 16
2.2 Recordable and Reportable Incidents All OSH incidents classified in Section 2.1 Injury, Illness and OSH Incident Classification should be recorded even though they may not need to be reported to ensure prompt investigation, to review control measures and to enable the collection of OSH data. A reportable incident is one that must be reported to ADEC OSH Section within a specified time frame (see Section 2.4 Reportable Incidents). 2.3 Incident Reporting OSHAD-SF Form G Serious OSH Incident Notification should be used to officially report all reportable incidents involving employees, students, contractors or visitors. Form G must be completed and submitted within 24 hours of a reportable incident occurring (see section 2.4 below). Requirements for incident reporting must be communicated to all employees through the school OSH induction process and to contractors, students and visitors through other appropriate means. 2.4 Reportable Incidents The following incidents require reporting to ADEC OSH Section. These include: Fatality (within 24 hours). Reportable dangerous occurrence (within 3 working days) see Appendix 2 Reportable serious injury (within 3 working days) see Appendix 3 Reportable occupational illness/disease (within 3 working days) see Appendix 4 The OSH Officer or School Principal must notify ADEC OSH Section immediately via Emergency Contact Hotline (51620 6666), then complete and submit OSHAD-SF Form G within 24 hours. Other relevant authorities (e.g. Civil Defense) will also need to be notified. 2.5 Site Preservation The site where a reportable incident has occurred must not be disturbed until the relevant authorities (e.g. Police, Civil Defense) arrive on site. However, necessary steps may be taken to: Protect the health and safety of persons; Assist an injured person involved in an incident; Prevent further damage to property or the environment. OHS Incident Reporting & Investigation Procedure, v 2.0 Page 4 of 16
2.6 Incident Investigation All work related incidents, including near misses and dangerous occurrences must be investigated. The purpose of the investigation is to identify root causes and prevent future incidents, not to assign blame. The investigation must be documented, take place as soon as practicable after the incident occurs and be proportional to the seriousness of the incident. 2.7 Incident Investigation Team The size and composition of the investigation team will depend on the seriousness and/or complexity of the incident. The OSH Officer will assemble a team which will usually include the School Principal (or their delegate) and a representative from the OSH committee, those affected by the incident and, if required, a specialist from ADEC OSH Section. 2.8 Incident Investigation Report The investigation should be coordinated by the OSH Officer and formally documented in a report which must include: 1) Type of incident; 2) Details of the injured person (gender, occupation, training, experience); 3) Details of the location; 4) Details of the event (completed OSHAD-SF - Form G); 5) Evidence collected (witness interviews, photographs, etc); 6) Actual and potential consequences of the incident; 7) Details of the investigation outcome (e.g. maintenance records, risk assessments, emergency plans); 8) Recommendations for preventing a recurrence of a similar incident (action plan prioritized with target dates and person responsible); 9) The person responsible for the investigation; and 10) The root cause of the incident. On completion of the investigation, the OSH Officer must ensure findings of the investigation, including any corrective actions are communicated to employees and other relevant stakeholders. Additionally, risk assessments should be reviewed and updated. Any corrective actions taken as a result of the incident investigation should be reviewed for suitability through consultation with affected stakeholders (employees, contractors, etc). OHS Incident Reporting & Investigation Procedure, v 2.0 Page 5 of 16
2.9 Reporting For all reportable incidents, the investigation report (completed above) along with the OSHAD-SF - Form G 1, must be submitted through ALADAA application within 30 days of the date of the incident. Refer to Appendix A for OSH Incident reporting Flowchart. ADEC OSH Section will review the investigation report and supporting documentation to ensure the investigation has been completed appropriately. Corrective actions may be taken if the incident investigation is found to be inappropriate or incomplete. Additionally, ADEC OSH Section may conduct an investigation for any incident if deemed necessary. A copy of the School OSH Incident Register must be submitted to ADEC OSH Section on an annual basis along with the school s annual OSH Assessment. Details regarding submission dates will be provided by ADEC OSH Section. 3. Responsibilities 3.1 School Principal Ensure the relevant authorities are notified of a reportable incident within 24 hours using ALADAA Database. Review the outcomes of any incident investigation and ensuring sufficient and appropriate resources are allocated to any actions intended to prevent recurrence. 3.2 Nominated OSH Officer Investigate or assist investigation of OSH incidents. Submit reports through ALADAA database within required timeframes. Communicate outcomes of incident investigations to concerned stakeholders. Follow up and review actions implemented to ensure they are suitable. Review and update risk assessments in consultation with relevant others. 3.3 Employees Immediately inform the OSH Officer or your supervisor of any OSH incident. Complete an incident report and forward it to the OSH Officer. Participate in incident investigations where necessary. OHS Incident Reporting & Investigation Procedure, v 2.0 Page 6 of 16
3.4 Students, Contractors and Visitors Immediately report any OSH incident to your supervisor or OSH Officer. 4. Definitions First Aid: First Aid Injury: Fatality (Work- Related): Lost Time Injury: Lost Workday Case: Medical Treatment Case: Near Miss: Recordable Incident: Reportable Incident: Any immediate (one-time) care or treatment given to a person suffering from an illness or injury, until professional medical care can be provided. Such treatment may be considered first aid even though provided by a health-care professional. Is a minor work-related injury or illness that calls for only simple First Aid treatment and does not call for follow-up treatment by a health-care professional. First aid injuries do not result in lost time from work or work restrictions. Work-Related Fatality is a death resulting from an injury or illness, regardless of the time intervening between injury and death. Any absence from work resulting in work related fatalities, permanent total disabilities, and permanent partial disabilities and lost workday cases. A work related injury or illness that results in an injured person temporarily unable to perform any regular job or restricted work activity on a subsequent scheduled workday or shift. Medical Treatment Case (MTC) is a work-related injury or illness that calls for medication, treatment, or medical check that is administered by a health-care professional and that goes beyond first aid case. Medical treatment case does not result in lost time from work beyond the date of the injury. An unplanned event, event series or condition that occurred at the workplace which, although not resulting in an injury or illness, had the potential to do so. All work related OSH incidents, whether reportable to ADEC or not. Use OSH Incident Register Template to record them. A work related incident consisting of or resulting in: Fatality; Reportable serious injury; Reportable dangerous occurrence; Reportable occupational illness/disease; Major or moderate environment incident. A reportable incident must first be reported to the Education Sector Regulatory Authority within 24 hours using OSHAD-SF - Form G, within (a) 24 hrs for fatalities or (b) within 3 working days for other serious incidents. Then investigated and the findings of the investigation reported to the Education Sector Regulatory Authority within 30 days using OSHAD-SF - Form G 1. OHS Incident Reporting & Investigation Procedure, v 2.0 Page 7 of 16
Serious Dangerous Occurrence: Serious OSH Injury: Serious Occupational Illness/Disease: A significant incident arising out of or in the course of work that did not result in serious injuries and/or fatalities but had the potential to have done so. Refer to Appendix 2: Schedule A. OSH injuries requiring notification to SRAs (ADEC OSH Section). Refer to Appendix 3: Schedule B. Any work-related abnormal condition or disorder, other than an injury, which is mainly caused by exposure to environmental factors associated with the employment. It includes acute and chronic illness or diseases that may be caused by repetitive motion, inhalation, infectious organisms, absorption, ingestion or direct contact. Refer to Appendix 4: Schedule C Restricted Workday Case (Light Duties): Work-Related: Is a work related injury or illness that results in limitations on work activity that prevent an individual from doing any task from his/her normal job or from doing all of the job for any part of the day. An illness or injury is considered work related if: it occurs on the way to or from work; it occurs at work; or arises from a work practice; or arises from the conditions in a workplace; or By an employee during and by reason of carrying out their duties. This includes, but is not limited to, illness or injuries to any person present at an entity controlled site, including direct employees, contractors, visitors, customers, and members of the public. Injuries include the recurrence, aggravation or exacerbation of previous workrelated injuries. For example, a person had previously had a work-related knee injury and the injury happens again because of work, the new injury shall be reported. 5. Related Documents OSHAD-SF 2016, v3.0- Element 07 Monitoring, Investigation and Reporting OSHAD-SF 2016, v3.0- Mechanism 11.0- Incident Notification, Investigation and Reporting OSHAD-SF 2016, v3.0- Form G Serious OSH Incident Notification OSHAD-SF 2016, v3.0- Form G 1 Serious OSH Incident investigation OSHAD-SF 2016, v3.0- Form G 2 Non- Serious OSH Incident investigation ALADAA Application OSH Incident Register OHS Incident Reporting & Investigation Procedure, v 2.0 Page 8 of 16
6. Document Review and History This procedure will be reviewed at the frequency outlined in the OSH Document Control Procedure. The amendment history is listed in the following table. Version Number Date of Issue Details of Amendments 1.0 1 September 2013 Document created. 1.1 15 July 2014 Title change. Update definitions, Appendices. 2.0 21 Sep 2016 AD EHSMS RF changes to OSHAD-SF EHS changes to OSH Remove Mechanism 6.0 and replace it with Mechanism 11.0 as per OSHAD-SF 2016, v3.0 OHS Incident Reporting & Investigation Procedure, v 2.0 Page 9 of 16
ppendix 1: OSH Incident Flowchart Using ALADAA Incident at school Apply first aid and call 999 if required Is the incident REPORTABLE to ADEC OSH Section? Complete OSHAD-SF Form G2 Non Serious OHS Incident Investigation Using ALADAA Conduct investigation & implement corrective action NO The following serious incidents must be notified: Fatality (notify within 24 hours) Serious injury (notify within 3 working days). E.g.: o Injured person needs immediate medical treatment for (example): Fracture Loss of consciousness Serious head injury Serious eye injury Exposure to a hazardous material Penetration injury Electric shock/burn Spinal injury Serious laceration Dislocation of joint YES Call ADEC OSH Section Emergency Line 02 615 6999 Preserve site Complete OSHAD Form G Serious OHS Incident Notification Using ALADAA Record in Serious Dangerous Occurrence (notify within 3 working days). E.g. fire, collapse of equipment/building, fall from heights INCIDENT REGISTER Examples: Near Miss Hazard First Aid injury Medical Treatment Case Equipment/Property Damage Serious Occupational Illness/disease (notify within 3 working days). E.g. Poisoning NOTE: Refer to OSHAD-SF Mechanism 11.0 Incident Notification, Investigation and Reporting- V 3.0- July 2016 for further details. Within 30 days Investigate, complete OSHAD Form G1 Serious OHS Incident Investigation Using ALADAA Implement corrective action Review OHS Incident Reporting & Investigation Procedure, v 2.0 Page 10 of 16
Appendix 2: List of Reportable Dangerous Occurrences Source: OSHAD-SF Mechanism 11.0 Incident Notification, Investigation and Reporting- V 3.0- July 2016 OHS Incident Reporting & Investigation Procedure, v 2.0 Page 11 of 16
Appendix 3: List of Reportable Serious Injuries Source: OSHAD-SF Mechanism 11.0 Incident Notification, Investigation and Reporting- V 3.0- July 2016 OHS Incident Reporting & Investigation Procedure, v 2.0 Page 12 of 16
Appendix 4: List of Reportable Occupational Illnesses OHS Incident Reporting & Investigation Procedure, v 2.0 Page 13 of 16
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Source: OSHAD-SF Mechanism 11.0 Incident Notification, Investigation and Reporting- V 3.0- July 2016 OHS Incident Reporting & Investigation Procedure, v 2.0 Page 16 of 16