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UCOP Incident Reporting April 2009 UCOP Safety Meeting.

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Presentation on theme: "UCOP Incident Reporting April 2009 UCOP Safety Meeting."— Presentation transcript:

1 UCOP Incident Reporting April 2009 UCOP Safety Meeting

2 University of California Incident Reporting System Three years ago – UC System assessed how incidents were reported at UC campuses & medical centers Need a single unified system for the entire University of California system: Web based Uniform terminology Common reporting elements

3 April 2009 UCOP Safety Meeting Web Based Incident Reporting Program Based on UC Irvine’s web based system Allows the reporting of any incident Access to anyone who wants to report an incident Allowance for anonymity Immediate notification upon submittal of an incident No training required to report an incident

4 April 2009 UCOP Safety Meeting Web Based Incident Reporting Program June, 2009 – Targeted pilot launch date for: UCOP UC Riverside UC Irvine Summer, Target for system-wide roll-out

5 April 2009 UCOP Safety Meeting Links to UCOP Web Based Incident Reporting On the main UCOP webpage under “Quick Links” UCOP EH&S webpage at: Additional links from other UCOP webpages will be established in the future EH&S

6 April 2009 UCOP Safety Meeting Online Reporting - Unrestricted Access to Report These 7 Categories Exposure Injury/Illness Near Miss Safety Concern Vehicle Collision Property Damage Release to the Environment Definitions of Each Category–Next 3 Slides

7 April 2009 UCOP Safety Meeting Definitions of Incident Categories Exposure – Injury/illness as a result of exposure to harmful conditions, chemicals, airborne particulates, temperature extremes, etc. Injury – Physical harm or damage to the body Illness – Acute or chronic illness or disease caused by inhalation, absorption, ingestion, or direct contact

8 April 2009 UCOP Safety Meeting Definitions of Incident Categories Near Miss – No property damage or personal injury, but given a slight shift in time or position, damage and/or injury could have occurred Safety Concern – Concerns regarding hazards in the workplace or on a campus Vehicle Collision – Event involving a motor vehicle in transport

9 April 2009 UCOP Safety Meeting Definitions of Incident Categories Property Damage – Undesired event that results in property damage Release to the Environment – Spill, leak, or discharge to the environment (groundwater, soil, or air) These 2 categories are most likely to be reported by a campus or medical center

10 April 2009 UCOP Safety Meeting Online Incident Reporting Process Reported event will flow through a trained “gatekeeper” Validate category & basic information Each category - Automatically notifies the selected designated program Facilitate quicker response time Eliminate duplicate reporting/handling/input

11 April 2009 UCOP Safety Meeting When Should You Report Immediately, but not later than 24 hours after initial discovery Certain types of incidents are required to be reported to Cal/OSHA: Serious injuries or fatalities must be reported as soon as possible, but not longer than 8-hours after initial discovery 24 Hours 8 Hours

12 April 2009 UCOP Safety Meeting Why Should You Report Prevention – Raises safety awareness Tracking – Able to associate activities with other incidents Correction – Receive technical assistance Claims Management – Provides better & timely documents which results in better management of claims Regulatory Requirement – Reporting may be required by a regulatory agency (Cal/OSHA, Cal/EPA, Bay Area Air Quality Management, etc.

13 April 2009 UCOP Safety Meeting Incident Reporting - Initial Screen The 4 blue colored fields (Campus Location, Date of Incident, Time, & Incident Category) are the only required fields. All other fields are optional Can submit an incident report anonymously Print out summary at the end of submittal

14 April 2009 UCOP Safety Meeting Selection of Incident Category Select one of the seven categories Directed to specific additional entry screens based on the category selected

15 April 2009 UCOP Safety Meeting Paper Incident Report Form Once web based pilot is launched - Can use the web based reporting in lieu of the paper Incident Report form (right) University of California INCIDENT REPORT Section #1 EMPLOYEE INFORMATION: Employee Completes This Section Campus: ______________________________________ Last four digits of social security number: ____________ Name PRINT: _______________________________________________________________Sex _ Male _ Female Home Address: __________________________________ City: __________________________Zip: ___________ Home Phone: ____________________________________ Work Phone:_________________________________ Department: ______________________________ Job Title: ___________________________________________ Work Hours: ____________________________ Hours Worked per Week: _______________________________ Employment Type _ full-time _ part-time _ regular _ temporary _ seasonal _student _ volunteer _ appointment Do you have other employment? _ yes _ no If so, where _____________________________________________ INCIDENT INFORMATION Date of Incident _____________________ Time of Incident: ___________________ Address/Bldg, name & room # of incident: __________________________________________________________ Zip Code __________________________ State all parts of body and type of injuries involve (e.g. bruised right elbow) ____________________________________________________________________________________________ Describe how incident occurred: ____________________________________________________________________________________________ Was incident reported? _ yes _ no If “yes” to whom? _____________________________________________________ Date reported: ________________________________ Were there witnesses? _ yes _ no _ unknown Name of Witness #1 (First and Last): _____________________________________________________________ Witness #1 Phone Number: _____________________________________________________________________ Name of Witness #2 (First and Last): ______________________________________________________________ Witness #2 Phone Number: _____________________________________________________________________ Is this a new injury? _yes _no If “yes” indicate date, If “no”, please indicate date of original injury ____________________________________________________________________________________________

16 April 2009 UCOP Safety Meeting In Closing System facilitates more consistent entry of information with uniform terminology & common reporting elements Reporting system results in: Greater awareness of safety issues; Quicker response time; Improved communication between Human Resources, Risk Services, & Dept. Safety Officers; Streamline conversion of incidents to claims; and Ability to generate reports & conduct root cause analysis


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