1. Incident Reporting Procedure

2. Incident Reporting Procedure
This Incident Reporting and Investigation program describes responsibilities and procedures for reporting and investigating incidents / near-miss incidents.
Reporting procedures include spills, releases, injuries, occupational illnesses, equipment or property damage, transportation incidents, fires or explosions and security issues
The intent of investigations shall be to determine the causes of incidents and to make corrective and preventive actions to prevent similar incidents.
This procedure shall be initiated immediately after the incident situation is under control.

3. Incident Reporting Procedure
Definitions
Incident –
Any unplanned event or near miss occurring inside the facility boundaries affecting employees, processes, contractor employees, or visitors. Off-site events involving Company products or equipment in transit or at customer sites shall also be considered incidents.
Incident Owner –
The manager, supervisor or designated person responsible for the facility, area or activity where the incident occurred.

4. Incident Reporting Procedure
Definitions
OSHA Recordable Cases –
All work related illnesses and deaths, and those work related injuries which result in:
Loss of consciousness,
Restriction of work or motion, transfer to another job, or require medical treatment beyond first aid and/or use of prescription medications.
Initial Notification–
A brief communication providing basic details of an incident

5. Incident Reporting Procedure
Definitions
Investigation Team –
The Investigation Team consists of personnel who shall investigate and analyze the incident.
If an incident involves contractor personnel, then non- involved contractor employees may be included as team members.
Management personnel knowledgeable of investigation methodologies and techniques shall be included in the incident investigation.

6. Incident Reporting Procedure
Definitions
First Aid –
Any treatment and subsequent observation of minor scratches, cuts, burns, splinters, and so forth, which do not ordinarily require medical care or use of prescription medications. Such treatment and observation are considered first aid even though provided by a physician or registered professional personnel.

7. Incident Reporting Procedure
Responsibilities
All personnel are responsible for:
Notifying their immediate supervisor of all incidents immediately.
Participate in generating the initial notification
Participating in incident investigations as needed.
Participate in generating the investigation report
Completing corrective and preventive actions as assigned.

8. Incident Reporting Procedure
Responsibilities
Facility Manager or Shift Leader, or Control Room Operator is responsible for:
Being the Incident Owner for all incidents that occur within their area of responsibility.
Documenting initial incident details.
Contacting regulatory agencies if necessary.
Assigning personnel to the incident investigation team.
Leading and conducting incident investigations.
Communicating with Maintenance when design issues or equipment failures may be involved in the incident.
Defining and recommending corrective and preventive actions.
Verifying all corrective and preventative actions assigned during the incident investigation are completed.
Communicate to employees incident summaries.

9. Incident Reporting Procedure
Investigation
An Incident Investigation shall begin immediately after securing the scene.
If the area is quarantined, the investigation shall not commence until release of the quarantine.
Documents associated with the incident should be attached to incident file.
The Investigation Team shall produce an Investigation report including corrective and preventive actions.

10. Incident Reporting Procedure
Report Approval & Closure 
An Incident Report is ready for approval and closure when the investigation is completed, the root cause has been identified and corrective actions have been implemented.
The Facility Manager is responsible for final closure of the incident record.

11. Incident Reporting Procedure
Preparation
An effective incident investigation starts before an incident occurs with a well designed investigation procedure. The following information will provide guidance when conducting an investigation. 
ORGANIZE AN INVESTIGATION TEAM.
As few as two or as many as four employees.
The size of the team may vary based on the type of incident.
Must include at least one employee of supervisor responsibility.

12. Incident Reporting Procedure
Preparation
ASSEMBLE AN INVESTIGATION KIT.
This kit may include a camera, paper/pens, reporting forms and any information such as notes on investigation.
SECURE THE ACCIDENT SCENE.
Asses the situation to prevent additional accidents from occurring based on hazards.
Attend to any immediate medical emergencies.
Preserve any evidence at the scene. DO NOT ENTER AN ACCIDENT SCENE UNTIL IT HAS BEEN CLEARED FOR SAFETY.

13. Incident Reporting Procedure
Investigation
Identify and collect evidence –
This must be done quickly.
Identify contributing factors –
Can include procedure violations or employee knowledge.
Photograph the accident scene –
Take pictures necessary to reconstruct the scene. Take close and long range.
Sketch the accident scene –
Will provide information that a photo will not.

14. Incident Reporting Procedure
Investigation
Write notes –
Notes should be written as soon as possible while information is fresh. Consider who, what, when, where, how and why.
Interview affected parties or witnesses –
Prepare interview questions. Ask questions but let the employees describe their observations. Take notes during the interview. Get facts, don’t assign blame or criticize. Don’t focus on expense of the damages or legal issues. End the interview on a positive note.

15. Incident Reporting Procedure
Review and Root Cause
REVIEW ALL EVIDENCE.
This will include all information collected
DETERMINE THE ROOT CAUSE.
To determine the root cause, you must first identify contributing factors (symptoms). As an example, an employee’s action may have caused the accident, but why did the employee perform this action.
This could have been the result of procedural violations or lack of training.

16. Incident Reporting Procedure
Corrective Actions
DEVELOP CORRECTIVE AND PREVENTIVE ACTIONS.
A root cause may be a mechanical problem or personnel issue.
Corrective and preventive actions are implemented to eliminate or reduce the chance of another accident.
Actions are determined by the following methods; input from employees, hazard assessments, safety committees.  

17. Incident Reporting Procedure
Communication
 COMMUNICATE RESULTS.
To effectively communicate the findings of the investigation, a final report must be completed.
The Company will communicate investigation reports through a safety meeting.