Administrative​ ​Procedure​ ​161​ ​-​ ​Appendix​ ​B

ACCIDENT​ ​AND​ ​INCIDENT​ ​REPORTING

(Incidents​ ​Involving​ ​Accident,​ ​Personal​ ​Injury,​ ​Assaults, Property​ ​Loss,​ ​Damage​ ​or​ ​Theft) Background Timely​ ​reporting​ ​of​ ​accidents​ ​and​ ​incidents​ ​in​ ​a​ ​consistent​ ​manner​ ​is​ ​necessary​ ​to​ ​protect​ ​and safeguard​ ​the​ ​well​ ​being​ ​of​ ​employees,​ ​students,​ ​volunteers​ ​and​ ​visitors,​ ​while​ ​engaged​ ​in District-related​ ​activities,​ ​and​ ​to​ ​appropriately​ ​manage​ ​the​ ​District’s​ ​liability​ ​risk. All​ ​District​ ​employees​ ​have​ ​a​ ​role​ ​to​ ​play​ ​in​ ​risk​ ​management,​ ​including​ ​implementing​ ​safe practices​ ​in​ ​the​ ​work​ ​and​ ​school​ ​environment,​ ​and​ ​taking​ ​action​ ​in​ ​accordance​ ​with​ ​these practices.​ ​The​ ​goal​ ​of​ ​risk​ ​management​ ​in​ ​the​ ​District​ ​is​ ​to​ ​protect​ ​employees,​ ​students, volunteers,​ ​and​ ​visitors​ ​from​ ​injury​ ​and,​ ​as​ ​well,​ ​to​ ​minimize​ ​the​ ​loss​ ​of​ ​property.​ ​An​ ​integral​ ​part of​ ​risk​ ​management​ ​is​ ​to​ ​learn​ ​from​ ​accidents​ ​or​ ​incidents​ ​that​ ​take​ ​place​ ​so​ ​that​ ​future​ ​similar incidents​ ​can​ ​be​ ​minimized​ ​or​ ​eliminated,​ ​where​ ​possible.​ ​Principals,​ ​non-school​ ​based department​ ​heads​ ​and​ ​other​ ​supervisory​ ​staff​ ​are,​ ​therefore,​ ​responsible​ ​for​ ​investigating​ ​the cause​ ​of​ ​an​ ​accident​ ​or​ ​incident,​ ​and​ ​taking​ ​appropriate​ ​actions​ ​that​ ​might​ ​be​ ​necessary​ ​to mitigate​ ​a​ ​recurrence.​ ​This​ ​includes​ ​reporting​ ​and​ ​taking​ ​care​ ​of​ ​any​ ​repair​ ​or​ ​maintenance items​ ​that​ ​may​ ​present​ ​physical​ ​hazards​ ​(e.g.,​ ​removing​ ​broken​ ​glass​ ​from​ ​playground, repairing​ ​damaged​ ​step,​ ​securing​ ​loose​ ​components​ ​on​ ​playground​ ​structure,​ ​etc.). Procedures 1. The​ ​Chief​ ​Superintendent​ ​delegates​ ​to​ ​the​ ​Superintendent,​ ​Finance​ ​and​ ​Business /Secretary-Treasurer​ ​or​ ​designate,​ ​responsibility​ ​for​ ​developing​ ​procedures​ ​for​ ​the​ ​reporting, monitoring​ ​and​ ​tracking​ ​of​ ​accidents/incidents​ ​involving​ ​employees,​ ​students,​ ​volunteers, and​ ​visitors​ ​while​ ​on​ ​District​ ​property​ ​or​ ​off-site​ ​locations,​ ​while​ ​engaged​ ​in​ ​District​ ​or school-related​ ​activities. 2. Accident​ ​and​ ​Incident​ ​Reporting: 2.1

In​ ​accordance​ ​with​ ​this​ ​Administrative​ ​Procedure​ ​and​ ​the​ ​reporting​ ​procedures contained​ ​in​ ​District’s​ ​Risk​ ​Management​ ​Manual,​ ​Module​ ​15:​ ​Reporting​ ​Procedures, principals​ ​and​ ​non-school​ ​based​ ​department​ ​heads​ ​and​ ​other​ ​supervisory​ ​staff​ ​shall expeditiously​ ​report​ ​to​ ​the​ ​Manager,​ ​Business​ ​Services,​ ​through​ ​the​ ​Electronic Accident​ ​and​ ​Incident​ ​Reporting​ ​System​ ​(EARS)​ ​accessible​ ​on​ ​the​ ​District​ ​intranet website,​ ​the​ ​following: 2.1.1

All​ ​accidents​ ​in​ ​school​ ​or​ ​District​ ​buildings,​ ​on​ ​school​ ​grounds,​ ​or​ ​at​ ​off-site locations​ ​(for​ ​school​ ​or​ ​District​ ​activities)​ ​that​ ​resulted​ ​in​ ​personal​ ​injury, however​ ​slight​ ​it​ ​may​ ​appear​ ​at​ ​the​ ​time,​ ​of​ ​employees,​ ​students,​ ​volunteers or​ ​visitors​ ​(in​ ​the​ ​case​ ​of​ ​employee​ ​or​ ​volunteer​ ​injuries,​ ​a​ ​Workers’ Compensation​ ​Board​ ​(WCB)​ ​form​ ​may​​ ​also​ ​be​ ​required​ ​–​ ​see​ ​WCB explanation​ ​below);

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2.1.2

All​ ​incidents​ ​(assaults,​ ​threatened​ ​violence,​ ​allegations​ ​of​ ​wrong​ ​doing,​ ​etc.) or​ ​occurrence​ ​of​ ​a​ ​serious​ ​nature​ ​or​ ​with​ ​the​ ​potential​ ​to​ ​cause​ ​injury​ ​that occurs​ ​on​ ​District​ ​property​ ​(or​ ​during​ ​school​ ​or​ ​District​ ​activities​ ​off-site) which​ ​involve​ ​or​ ​affect​ ​employees,​ ​students,​ ​volunteers,​ ​visitors,​ ​and/or​ ​the well-being​ ​of​ ​the​ ​school;

2.1.3

Any​ ​accident,​ ​incident​ ​or​ ​occurrence​ ​where​ ​the​ ​individual’s​ ​reaction​ ​(including that​ ​of​ ​parents​ ​and​ ​guardians)​ ​suggests​ ​that​ ​legal​ ​action​ ​against​ ​the​ ​District could​ ​be​ ​possible;

2.1.4

Any​ ​damage,​ ​loss​ ​or​ ​theft​ ​of​ ​District​ ​property​ ​(which​ ​includes​ ​school property),​ ​including​ ​building​ ​structures,​ ​contents,​ ​and​ ​District-owned​ ​vehicles; and,

2.1.5

Environmental​ ​accidents/incidents​ ​such​ ​as​ ​chemical​ ​spills,​ ​asbestos contamination,​ ​etc.

2.2

The​ ​required​ ​electronic​ ​Accident​ ​and​ ​Incident​ ​Form​ ​(Form​ ​161-1)​ ​(as​ ​detailed​ ​in​ ​the Risk​ ​Management​ ​manual,​ ​Module​ ​15​ ​–​ ​Reporting​ ​Procedures)​​ ​shall​ ​be​ ​used​ ​for​ ​all reports​ ​completed.​ ​Where​ ​an​ ​accident​ ​or​ ​incident​ ​involves​ ​the​ ​injury​ ​of​ ​a​ ​student,​ ​the parents​ ​or​ ​guardians​ ​shall​ ​be​ ​notified​ ​immediately.

2.3

The​ ​required​ ​electronic​ ​forms​ ​for​ ​damage,​ ​loss​ ​or​ ​theft​ ​of​ ​District​ ​property,​ ​WCB claims,​ ​automobile​ ​accidents,​ ​near-miss​ ​Hazard​ ​Reports,​ ​and​ ​for​ ​environmental accidents​ ​or​ ​incidents​ ​are​ ​also​ ​available​ ​through​ ​the​ ​Electronic​ ​Accident/Incident Reporting​ ​System​ ​(EARS).

3. Workers’​ ​Compensation​ ​Board​ ​(WCB)​ ​Claims 3.1

3.2

In​ ​addition​ ​to​ ​completing​ ​an​ ​Accident​ ​or​ ​Incident​ ​Report​ ​Form​ ​(Form​ ​161-1)​ ​for​ ​all accidents​ ​and​ ​injuries​ ​sustained​ ​while​ ​undertaking​ ​District​ ​work-related​ ​activities,​ ​an accident​ ​or​ ​incident​ ​involving​ ​volunteers​ ​or​ ​employees​ ​in​ ​the​ ​following​ ​job​ ​categories shall​ ​be​ ​reported​ ​through​ ​the​ ​Electronic​ ​Accident/incident​ ​Reporting​ ​System​ ​(EARS) to​ ​the​ ​Manager,​ ​Business​ ​Services​ ​within​ ​72​ ​hours​ ​from​ ​the​ ​time​ ​of​ ​the​ ​accident​ ​or incident​ ​in​ ​order​ ​to​ ​appropriately​ ​document​ ​WCB​ ​claims: 3.1.1

Superintendents;

3.1.2

Exempt​ ​employees;

3.1.3

Support​ ​employees​ ​(including​ ​caretaking​ ​and​ ​maintenance​ ​employees);​ ​and

3.1.4

Certificated​ ​teaching​ ​employees​ ​who​ ​are​ ​either​ ​Career​ ​Technology​ ​Studies (CTS)​ ​teachers​ ​or​ ​who​ ​are​ ​in​ ​administrative​ ​positions,​ ​including​ ​principals, vice-principals,​ ​assistant​ ​principals,​ ​supervisors,​ ​consultants​ ​and​ ​counsellors,

To​ ​document​ ​claims,​ ​both​ ​a​ ​WCB​ ​Employers​ ​Report​ ​of​ ​Injury​ ​or​ ​Occupational Disease​ ​is​ ​required​ ​to​ ​be​ ​completed​ ​(using​ ​EARS)​ ​and​ ​forwarded​ ​to​ ​the​ ​Manager, Business​ ​Services,​ ​in​ ​cases​ ​when​ ​one​ ​or​ ​more​ ​of​ ​the​ ​following​ ​circumstances​ ​has occurred: 3.2.1

An​ ​injured​ ​employee​ ​in​ ​the​ ​above​ ​categories​ ​has​ ​received​ ​medical​ ​treatment; and/or,

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3.2.2

When​ ​the​ ​employee​ ​takes​ ​time​ ​off​ ​of​ ​work​ ​beyond​ ​the​ ​day​ ​of​ ​the​ ​accident; and/or,

3.2.3

When​ ​the​ ​employee’s​ ​injury​ ​requires​ ​the​ ​assignment​ ​of​ ​fewer​ ​or​ ​different work​ ​duties.

3.3

The​ ​employee​ ​injured​ ​must​ ​also​ ​complete​ ​a​ ​WCB​ ​Workers​ ​Report​ ​of​ ​Injury​ ​or Occupational​ ​Disease.​ ​District​ ​employees​ ​under​ ​the​ ​Canadian​ ​Union​ ​of​ ​Public Employees​ ​(CUPE)​ ​collective​ ​agreement​ ​must​ ​immediately​ ​report​ ​to​ ​the​ ​secretary, Caretaking​ ​Services​ ​and​ ​follow​ ​the​ ​reporting​ ​process​ ​outlined​ ​by​ ​the​ ​Caretaking Supervisor.​ ​All​ ​other​ ​WCB​ ​eligible​ ​employees​ ​or​ ​volunteers​ ​shall​ ​report​ ​injuries​ ​or lost​ ​time​ ​to​ ​their​ ​immediate​ ​supervisor​ ​who​ ​shall​ ​ensure​ ​the​ ​appropriate​ ​WCB​ ​forms are​ ​completed​ ​and​ ​submitted​ ​(using​ ​EARS).​ ​The​ ​Manager,​ ​Business​ ​Services​ ​will provide​ ​the​ ​documents​ ​to​ ​the​ ​Superintendent,​ ​Human​ ​Resources​ ​who​ ​will​ ​submit​ ​the reports​ ​to​ ​WCB.

3.4

Teaching​ ​employees,​ ​other​ ​than​ ​certificated​ ​employees​ ​in​ ​positions​ ​listed​ ​directly above,​ ​are​ ​not​ ​eligible​ ​for​ ​Workers’​ ​Compensation​ ​claims​ ​under​ ​the​ ​terms​ ​of​ ​the Workers’​ ​Compensation​ ​Act.

4. Investigations 4.1

For​ ​more​ ​serious​ ​accidents/incidents​ ​and/or​ ​for​ ​WCB​ ​claims,​ ​and/or​ ​Occupational Health​ ​and​ ​Safety​ ​Act,​ ​Regulation​ ​and​ ​Code​ ​situations,​ ​and/or​ ​situations​ ​involving (or​ ​potentially​ ​involving)​ ​litigation​ ​against​ ​the​ ​District,​ ​more​ ​detailed​ ​investigation​ ​of the​ ​facts​ ​and​ ​circumstances​ ​may​ ​be​ ​required.​ ​The​ ​Occupational​ ​Health​ ​and​ ​Safety manual​ ​-​ ​Section​ ​12​ ​–​ ​Accident/Incident​ ​Reporting​ ​and​ ​Investigation,​ ​contains​ ​an Appendix​ ​that​ ​provides​ ​guidelines​ ​for​ ​conducting​ ​investigations.​ ​Supervisory superintendents​ ​and/or​ ​the​ ​Manager,​ ​Business​ ​Services​ ​may​ ​direct​ ​principals​ ​or non-school​ ​based​ ​department​ ​heads​ ​or​ ​other​ ​supervisory​ ​staff​ ​to​ ​conduct​ ​further investigation​ ​of​ ​any​ ​accident​ ​or​ ​incident​ ​or​ ​other​ ​situations​ ​noted​ ​above​ ​and​ ​report the​ ​results​ ​of​ ​that​ ​investigation​ ​expeditiously.

5. Insurance​ ​Claims​ ​and​ ​Legal​ ​Matters 5.1

The​ ​District’s​ ​liability​ ​interests​ ​are​ ​protected,​ ​in​ ​part,​ ​through​ ​its​ ​insurance​ ​carrier​ ​and the​ ​provisions​ ​of​ ​its​ ​insurance​ ​policies.​ ​The​ ​Secretary-Treasurer​ ​delegates​ ​to​ ​the Manager,​ ​Business​ ​Services​ ​the​ ​responsibility​ ​to: 5.1.1

Report​ ​accidents​ ​and​ ​incidents​ ​to​ ​the​ ​District’s​ ​insurance​ ​broker​ ​in compliance​ ​with​ ​the​ ​insurance​ ​policies;

5.1.2

Follow​ ​up​ ​with​ ​a​ ​Principal​ ​or​ ​a​ ​non-school-based​ ​department​ ​head,​ ​to​ ​ensure that​ ​appropriate​ ​action​ ​has​ ​been,​ ​or​ ​will​ ​be,​ ​taken​ ​to​ ​prevent​ ​recurrences, including​ ​cases​ ​where​ ​repairs​ ​and​ ​maintenance​ ​are​ ​required,​ ​and​ ​where​ ​risk management​ ​practices​ ​need​ ​to​ ​be​ ​strengthened;

5.1.3

Maintain​ ​records​ ​to​ ​support​ ​insurance​ ​claims​ ​made​ ​by​ ​the​ ​District,​ ​and​ ​to assist​ ​in​ ​defending​ ​against​ ​claims​ ​advanced​ ​against​ ​the​ ​District;

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5.1.4

Ensure​ ​that​ ​appropriate​ ​superintendents​ ​and​ ​other​ ​supervisory​ ​employees, and​ ​employees​ ​directly​ ​involved​ ​are​ ​advised​ ​of​ ​any​ ​developments,​ ​where appropriate,​ ​in​ ​individual​ ​cases;​ ​and,

5.1.5

Make​ ​whatever​ ​arrangements​ ​may​ ​be​ ​necessary​ ​for​ ​meetings​ ​and consultations​ ​concerning​ ​the​ ​matter,​ ​particularly​ ​when​ ​the​ ​District’s​ ​insurance company​ ​appoints​ ​an​ ​adjuster​ ​to​ ​investigate​ ​an​ ​accident/incident,​ ​and​ ​needs to​ ​interview​ ​witnesses​ ​(e.g.,​ ​students​ ​and​ ​employees).

Employees,​ ​students​ ​and​ ​volunteers​ ​(including​ ​School​ ​Councils)​ ​are​ ​generally covered​ ​by​ ​District​ ​liability​ ​insurance​ ​policies​ ​when​ ​those​ ​individuals​ ​are​ ​acting appropriately​ ​on​ ​behalf​ ​of​ ​the​ ​District.​ ​Individual​ ​employees​ ​shall​ ​not​ ​attempt​ ​to address​ ​liability​ ​questions​ ​or​ ​concerns​ ​directed​ ​to​ ​them​ ​about​ ​an​ ​accident/incident. Questions​ ​or​ ​concerns​ ​about​ ​liability​ ​relating​ ​to​ ​an​ ​accident/incident​ ​are​ ​to​ ​be directed​ ​to​ ​the​ ​Manager,​ ​Business​ ​Services. 6. Confidentiality​ ​of​ ​Accident/Incident​ ​Report​ ​Information 5.2

6.1

The​ ​names​ ​of​ ​employees,​ ​students,​ ​volunteers,​ ​etc.​ ​involved​ ​in​ ​any​ ​accident​ ​or​ ​injury shall​ ​not​ ​be​ ​released​ ​to​ ​the​ ​public,​ ​including​ ​to​ ​any​ ​individual​ ​with​ ​a​ ​potential​ ​legal claim,​ ​without​ ​the​ ​prior​ ​approval​ ​of​ ​the​ ​Chief​ ​Superintendent​ ​or​ ​the​ ​Superintendent, Finance​ ​and​ ​Business/Secretary-Treasurer,​ ​upon​ ​consultation​ ​with​ ​appropriate​ ​legal counsel.​ ​Additionally,​ ​any​ ​release​ ​will​ ​comply,​ ​where​ ​applicable,​ ​with​ ​Freedom​ ​of Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act​ ​requirements.

6.2

Media​ ​statements​ ​by​ ​District​ ​employees​ ​concerning​ ​accidents,​ ​public​ ​damage,​ ​or concerns​ ​about​ ​public​ ​health​ ​and​ ​safety​ ​shall​ ​only​ ​be​ ​made​ ​by​ ​the​ ​Chief Superintendent,​ ​or​ ​the​ ​Superintendent,​ ​Finance​ ​and​ ​Business/Secretary-Treasurer, or​ ​the​ ​designate​ ​of​ ​either.

Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

Section​ ​18,​ ​20,​ ​45,45.1,​ ​60,​ ​61,​ ​113​ ​School​ ​Act Alberta​ ​Health​ ​Act Emergency​ ​Medical​ ​Aid​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act Health​ ​Information​ ​Act Occupational​ ​Health​ ​and​ ​Safety​ ​Act Personal​ ​Information​ ​Protection​ ​Act Public​ ​Health​ ​Act Workers’​ ​Compensation​ ​Act Alberta​ ​Fire​ ​Commissioner’s​ ​Regulation Communicable​ ​Disease​ ​Regulation​ ​238/1985 Occupational​ ​Health​ ​and​ ​Safety​ ​Code Occupational​ ​Health​ ​and​ ​Safety​ ​Regulations Canadian​ ​Standards​ ​Association​ ​(CSA)​ ​Standards City​ ​of​ ​Calgary​ ​Fire​ ​Department​ ​Regulations

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​4​ ​of​ ​4

accident and incident reporting

Apr 12, 2016 - 3.1.4 Certificated teaching employees who are either Career Technology Studies. (CTS) teachers or who are in administrative positions, ...
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