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Reporting Incidents

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Toolbox Talk: Reporting Incidents

Date: [DATE] Duration: [DURATION] minutes Presenter: [PRESENTER NAME] Location: [LOCATION]

Objective

To educate employees on the importance of promptly reporting workplace incidents and the procedures to follow, ensuring compliance with safety regulations and preventing future occurrences.

Introduction

Reporting incidents in the workplace is crucial for maintaining a safe environment and preventing future accidents. It helps in identifying hazards, understanding their causes, and implementing corrective measures. According to the Canada Occupational Health and Safety Regulations, employers are required to report certain types of incidents within specific time frames to ensure proper investigation and response [1].

Presenter Note: Engage the audience by asking if anyone has personal experience related to reporting incidents.

Key Points

  • Timely Reporting: Incidents must be reported as soon as possible to ensure timely investigation and corrective action [2].
  • Types of Incidents: Includes accidents, occupational diseases, and hazardous occurrences that result in serious injury or potential harm [2].
  • Investigation Requirement: Employers must appoint a qualified person to investigate reported incidents and notify the workplace committee or health and safety representative [2].
  • Documentation: Written reports must be submitted to the appropriate authorities, detailing the incident and corrective measures taken [3].
  • Record Keeping: Employers are required to keep records of incidents for a specified period to ensure compliance and facilitate future reference [4].

Hazard Identification

Common hazards related to incident reporting include:

  • Delayed Reporting: Can lead to inadequate investigation and unresolved hazards.
  • Incomplete Information: Missing details can hinder effective corrective actions.
  • Lack of Awareness: Employees may not know what constitutes a reportable incident.

Presenter Note: Encourage participants to share any additional hazards they've encountered.

Control Measures

  • Training: Regular training sessions on incident reporting procedures and requirements.
  • Clear Procedures: Establish clear, accessible procedures for reporting incidents.
  • Communication: Ensure open lines of communication between employees and management.
  • Monitoring: Regularly review and update reporting procedures to ensure effectiveness.

Safe Work Procedures

  1. Recognize and identify the incident.
  2. Report the incident to a supervisor or designated safety officer immediately.
  3. Document the incident details accurately and completely.
  4. Participate in the investigation process if required.
  5. Follow up on corrective actions and ensure they are implemented.

Presenter Note: If possible, demonstrate the safe work procedure or use visual aids.

Personal Protective Equipment (PPE) Requirements

  • Not applicable for reporting procedures.

Real-World Example or Case Study

A recent incident involved a minor injury that was not reported immediately, leading to a delay in addressing the underlying hazard. This resulted in a similar incident occurring later, which could have been prevented with timely reporting and corrective action.

Presenter Note: Ask participants if they can relate this example to their own experiences.

Group Discussion

Discuss the following questions:

  1. What challenges have you faced in reporting incidents?
  2. How can we improve our current reporting procedures?
  3. What are the consequences of not reporting incidents promptly?

Presenter Note: Encourage active participation and facilitate the discussion.

Emergency Procedures

  1. Ensure immediate safety of all personnel.
  2. Report the incident to the designated safety officer.
  3. Follow emergency response procedures as outlined in the safety plan.
  4. Assist in the investigation and documentation process.

Questions and Answers

[Encourage participants to ask questions]

  • Q: What should I do if I'm unsure whether an incident is reportable?

A: Report it to your supervisor for clarification.

  • Q: How soon should incidents be reported?

A: As soon as possible, ideally within 24 hours [2].

  • Q: Who is responsible for investigating incidents?

A: A qualified person appointed by the employer [2].

Summary

  • Timely and accurate incident reporting is crucial for workplace safety.
  • Understand the types of incidents that must be reported.
  • Follow established procedures for reporting and documentation.
  • Participate in investigations and corrective actions.

Action Items

  1. Review and familiarize yourself with the incident reporting procedures.
  2. Attend regular training sessions on safety and reporting.
  3. Encourage open communication about safety concerns and incidents.

Remember: "Safety starts with you. Report incidents promptly!"

Report all hazards, near-misses, and incidents to your supervisor immediately.

Safety powered by SALUS

4 source record(s)

Sources used for this answer

[1] Canada Occupational Health and Safety Regulations (SOR/86-304)

Page 181

Open source document

Source excerpt

## Written Reports 15.8 (1) The employer shall make a report in writing, without delay, in the form set out in Schedule I to this Part setting out the information required by that form, including the results of the investigation referred to in paragraph 15.4 1 ( )(a), where that investigation discloses that the hazardous occurrence resulted in any one of the following circumstances: - (a) a disabling injury to an employee; - (b) an electric shock, toxic atmosphere or oxygen deficient atmosphere that caused an employee to lose consciousness; - (c) the implementation of rescue, revival or other similar emergency procedures; or - (d) a fire or an explosion. - (2) The employer shall submit a copy of the report referred to in subsection ( 1 ) - (a) without delay, to the work place committee or the health and safety representative; and - (b) within 14 days after the hazardous occurrence, to the Head of Compliance and Enforcement. SOR/89-479, s. 1; SOR/94-263, s. 59; SOR/2002-208, s. 33; SOR/2014-148, s. 9; SOR/ 2019-246, s. 115(F); SOR/2021-118, s. 6. - 15.9 If an accident referred to in subsection 15.4 2 ( ) results in a circumstance referred to in subsection 15.8 1 ( ), the employer shall, within 14 days after the receipt of the police report of the accident, submit a copy of that report to the Head of Compliance and Enforcement. SOR/89-479, s. 1; SOR/2002-208, s. 38; SOR/2014-148, s. 10; SOR/2021-118, s. 6. ## Annual Report 15.10 (1) Every employer shall, not later than March 1 in each year, submit to the Head of Compliance and Enforcement a written report setting out the number of accidents, occupational diseases and other hazardous occurrences of which the employer is aware affecting any employee in the course of employment during the 12 month period ending on December 31 of the preceding year. - (2) The report shall be in the form set out in Schedule II to this Part, cont…

[2] Canada Occupational Health and Safety Regulations (SOR/86-304)

Page 182

Open source document

Source excerpt

form and be accompanied by a copy of any report made in accordance with subsection 19.8 1 ( ). SOR/89-479, s. 1; SOR/2005-401, s. 1; SOR/2021-118, s. 6. ## Retention of Reports and Records 15.11 Every employer shall keep a copy of - (a) each report submitted under section 15.9 or subsection 15.10 1 ( ) for a period of 10 years following the submission of the report to the Head of Compliance and Enforcement; and - (b) the record or report referred to in subsection 15.6 1 ( ), 15.7 1 ( ) or 15.8 1 ( ) for a period of 10 years following the hazardous occurrence. SOR/89-479, s. 1; SOR/2002-208, s. 38; SOR/2014-148, s. 11; SOR/2021-118, s. 6. ## SCHEDULE I (Section 15.8) HAZARDOUS OCCURRENCE INVESTIGATION REPORT FORM GRAPHIC IS NOT DISPLAYED, SEE SOR/ 89 479, -S. 1 ; SOR/ 2002 208, -SS. 34, 38 SOR/89-479, s. 1; SOR/2002-208, ss. 34, 38. ## SCHEDULE II (Section 15.10) EMPLOYER'S ANNUAL HAZARDOUS OCCURRENCE REPORT FORM GRAPHIC IS NOT DISPLAYED, SEE SOR/ 89 479, -S. 1 SOR/89-479, s. 1. ## PART XVI ## First Aid ## Interpretation 16.1 The definitions in this section apply in this Part. ambulance response time means the time required for an ambulance with qualified persons and emergency medical equipment to reach the work place from the d'une copie de tout rapport établi en vertu du paragraphe 19.8 1 ( ). DORS/89-479, art. 1; DORS/2005-401, art. 1; DORS/2021-118, art. 6. ## Conservation des rapports et des registres ## 15.11 L'employeur doit conserver : - a) d'une part, un exemplaire de chacun des rapports présentés conformément à l'article 15.9 ou au paragraphe 15.10 1 ( ) pendant les dix ans suivant leur présentation au chef de la conformité et de l'application; - b) d'autre part, un exemplaire des registres ou rapports visés aux paragraphes 15.6 1 ( ), 15.7 1 ( ) et 15.8 1 ( ) pendant les 10 ans suivant la date où s'est produite la situation comportant des risques. DORS/89-479, art. 1; DORS…

[3] Canada Occupational Health and Safety Regulations (SOR/86-304)

Page 180

Open source document

Source excerpt

- (d) the permanent impairment of a body function of an employee; - (e) an explosion; - (f) damage to a boiler or pressure vessel that results in fire or the rupture of the boiler or pressure vessel; or - (g) any damage to an elevating device that renders it unserviceable, or a free fall of an elevating device. SOR/89-479, s. 1; SOR/94-263, s. 57; SOR/2002-208, s. 38; SOR/2014-148, s. 8; SOR/ 2019-246, s. 113; SOR/2021-118, s. 6. ## Records 15.6 (1) The employer shall, within 72 hours after a hazardous occurrence referred to in paragraph 15.5 (f) or (g), record in writing - (a) a description of the hazardous occurrence and the date, time and location of the occurrence; - (b) the causes of the occurrence; and - (c) the corrective measures taken or the reason for not taking corrective measures. - (2) The employer shall, without delay, submit a copy of the record referred to in subsection ( 1 ) to the work place committee or the health and safety representative. SOR/89-479, s. 1; SOR/94-263, s. 58; SOR/2002-208, s. 32. ## Minor Injury Records 15.7 (1) Every employer shall keep a record of each minor injury of which the employer is aware that is sustained by an employee in the course of employment. - (2) A record kept pursuant to subsection ( 1 ) shall contain - (a) the date, time and location of the occurrence that resulted in the minor injury; - (b) the name of the employee affected; - (c) a brief description of the minor injury; and - (d) the causes of the minor injury. SOR/89-479, s. 1; SOR/2019-246, s. 114(E). - d) une altération permanente d'une fonction de l'organisme chez un employé; - e) une explosion; - f) l'endommagement d'une chaudière ou d'un appareil sous pression qui a provoqué un incendie ou la rupture de la chaudière ou du réservoir; - g) l'endommagement d'un appareil élévateur le rendant inutilisable ou la chute libre d'un appareil élévateur. - DORS/89-479, art. 1; DORS/94-263,…

[4] Canada Occupational Health and Safety Regulations (SOR/86-304)

Page 179

Open source document

Source excerpt

employee shall, without delay, report the accident or other occurrence to the employer. SOR/89-479, s. 1; SOR/2019-246, s. 110. ## Investigations 15.4 (1) Where an employer becomes aware of an accident, occupational disease or other hazardous occurrence affecting any of his employees in the course of employment, the employer shall, without delay, - (a) appoint a qualified person to carry out an investigation of the hazardous occurrence; - (b) notify the work place committee or the health and safety representative of the hazardous occurrence and of the name of the person appointed to investigate it; and - (c) take necessary measures to prevent a recurrence of the hazardous occurrence. - (2) Where the hazardous occurrence referred to in subsection ( 1 ) is an accident involving a motor vehicle on a public road that is investigated by a police authority, the investigation referred to in paragraph ( 1 )(a) shall be carried out by obtaining from the appropriate police authority a copy of its report respecting the accident. - (3) As soon as feasible after receipt of the report referred to in subsection ( 2 ), the employer shall provide a copy of the report to the work place committee or the health and safety representative. SOR/89-479, s. 1; SOR/94-263, s. 56; SOR/2002-208, s. 31; SOR/2019-246, s. 111. ## Telephone or Fax Reports [SOR/2019-246, s. 112] 15.5 The employer shall report to the Head of Compliance and Enforcement, by telephone or fax, the date, time, location and nature of any accident, occupational disease or other hazardous occurrence referred to in section 15.4 that had one of the following results, as soon as feasible but not later than 24 hours after becoming aware of that result: - (a) the death of an employee; - (b) a disabling injury to two or more employees; - (c) the loss by an employee of a body member or a part thereof or the complete loss of the usefulness of a body member or a part thereof; être la c…

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