Incident Reporting for University Employees

Reporting a workplace incident

1. Get medical help

The University of Ottawa is responsible for providing first aid. Seek further medical care (campus clinic, hospital, family doctor, medical specialists, etc.) if you require additional treatment.

Emergencies should be reported to Protection Services at ext. 5411 or 613-562-5411. Maintain security of the incident scene until otherwise instructed by university officials. This may include restricting access to, or use of, an area or equipment. The purpose is to ensure that all aspects of the incident can be considered as soon as, and as close to, reasonably possible.

2. Document

Formally declare the injury, illness, hazard or concern to your supervisor and the University using the uOttawa accident/incident reporting form. An investigation will be conducted and associated records maintained.

3. Report to appropriate authorities

Situations involving medical care or lost time from work must be reported by the University of Ottawa to the Workplace Safety and Insurance Board (WSIB). Similarly, the university must report critical injuries and occupational illnesses to the Ministry of Labour, Immigration, Training and Skills Development (MLITSD). There are strict timelines to submit such reports.

Situations may also require notification to other external regulatory agencies, insurers, etc.

4. Work together

All parties must work together to:

help a worker return to work safely and at the appropriate time
safely restore the scene to pre-incident state
identify the cause of the situation and implement corrective action
fulfil organizational responsibilities

Refer to the Incident management procedure (PDF) for additional information.

Completing an online incident form

Guide to completing an online accident, incident, occupational illness or near miss form

The Accident, Incident, Occupational Illness or Near Miss report is used to declare work-related accidents, illnesses and incidents. The information submitted is used by:

Supervisors and managers to follow-up and take corrective action to prevent future incidents from occurring;
Health and Wellness sector at Human Resources to complete form(s) for the Workplace Safety and Insurance Board (WSIB) (where required);
Office of the Chief Risk Officer to manage institutional occupational health and safety data and regulatory reporting to the Ministry of Labour, Immigration, Training and Skills Development (where required).

Frequently asked questions

Section	Information Required
Details of the Injury	Choose: Was the injury critical or fatal? Did the person receive first aid? Did the person see a doctor? Provide the name and address of the doctor and clinic
Event Details	Add the event category for every situation that occurred. Use the plus sign located at the top right of the window to add and save the entry. Select the category of the event. Select the specific event. If there is only one event, click on the save icon, located at the top-right of the box. Multiple events may be added for a single report. For example, a laceration caused by a scalpel or syringe may result in secondary exposure to a biological material (e.g., blood). If the event is similar, click on the down arrow next to the plus sign and click “save and copy” to create another entry. To cancel an entry, click on the red “x”. To delete a saved entry, select the saved entry and click on the red trach can icon, located in the top-right of the box
Injury Information	Add the injury category for every injury sustained. Use the plus sign located at the top right of the window to add and save the entry. Select the region category. Select the specific part of the body. Specify the location on the part of the body. If there is only one injury, click on the save icon, located at the top-right of the box. Multiple injuries may be added for a single report. For example, a trip and fall may result in injuries to the knee, wrist and hand. This would result in 3 entries. If the event is similar, click on the down arrow next to the plus sign and click “save and copy” to create another entry. To cancel an entry, click on the red “x”. To delete a saved entry, select the saved entry and click on the red trach can icon, located in the top-right of the box.
Details of the Occurrence	Provide: The date and time of the occurrence. The date and time of the injury (note: this may be different from the date of the occurrence, if the injury develops following the incident). The date and time of any interruption from work (if any). The date and time of the return to work (if any). A written description of the injury, including any feelings, functional abilities, etc. For example, “a bruise to the upper part of the right arm resulting in pain when I lift my arm.” The date and time the occurrence was reported to the university. The name of the university representative (usually, your supervisor) to whom the occurrence was reported. A description of how the occurrence took place. Tell the story of how the occurrence evolved. Consider the events pre-incident, during the incident, and post-incident. The factors having contributed to the occurrence. The corrective measures to prevent the incident from repeating.
Hazardous Substances	Add all hazardous substances involved in the incident (e.g., those in which a person was exposed to, spilled, etc.). Use the plus sign located at the top right of the window to add and save the entry. Add the name, quantity, concentration of any hazardous substance. The protective equipment worn at the time of the occurrence. If there is only one hazardous substance, click on the save icon, located at the top-right of the box. Multiple hazardous substances may be added for a single report. If the hazardous material is similar, click on the down arrow next to the plus sign and click “save and copy” to create another entry. To cancel an entry, click on the red “x”. To delete a saved entry, select the saved entry and click on the red trach can icon, located in the top-right of the box.
Location	Provide: The building or location where the incident occurred. A precise location, if applicable. The room number, if applicable. Any additional details about the location. Be as specific as possible.
Stakeholders	Click on “add stakeholder” located at the top-right of the box. Add to the case: The injured person The supervisor Add additional stakeholders, where relevant, including: Witness(es) Facility manager Health, Safety and Risk Manager Etc. Save the entry using the save icon on the top-right of the pop-up box. Additional stakeholders may be added, dependent on the situation. To modify a stakeholder, click on the entry to modify, then save. To delete a stakeholder, check the box beside their name, then click “delete” on the top-left of the box
Files	Click on “add file” to attach all relevant files to the case, including: Photos of the incident scene Witness statements Safety data sheet of hazardous material A work procedure related to the incident A report from the first aider Save the entry using the save icon on the top-right of the pop-up box. Additional files may be added, dependent on the situation. To modify a file, click on the entry to modify, then save. To delete a file, check the box beside the file name, then click “delete” on the top-left of the box.
Review and Submit	Review the information declared and submit the report. A confirmation number will be provided to confirm your receipt of the report. The report will be triaged and you will receive a follow-up to the report.

Section	Information Required
Details of the Incident	Using the dropdown menu, select the category of the incident.
Details of the Occurrence	Provide: The date and time of the occurrence. The date and time the occurrence was reported to the university. The name of the university representative (usually, your supervisor) to whom the occurrence was reported. A description of how the occurrence took place. Tell the story of how the occurrence evolved. Consider the events pre-incident, during the incident, and post-incident. The factors having contributed to the occurrence. The corrective measures to prevent the incident from repeating.
Hazardous Substances	Add all hazardous substances involved in the incident (e.g., those in which a person was exposed to, spilled, etc.). Use the plus sign located at the top right of the window to add and save the entry. Add the name, quantity, concentration of any hazardous substance. The protective equipment worn at the time of the occurrence. If there is only one hazardous substance, click on the save icon, located at the top-right of the box. Multiple hazardous substances may be added for a single report. If the hazardous material is similar, click on the down arrow next to the plus sign and click “save and copy” to create another entry. To cancel an entry, click on the red “x”. To delete a saved entry, select the saved entry and click on the red trach can icon, located in the top-right of the box.
Location	Provide: The building or location where the incident occurred. A precise location, if applicable. The room number, if applicable. Any additional details about the location. Be as specific as possible.
Stakeholders	Click on “add stakeholder” located at the top-right of the box. Add to the case: The reporter of the incident The supervisor Add additional stakeholders, where relevant, including: Witness(es) Facility manager Health, Safety and Risk Manager Etc. Save the entry using the save icon on the top-right of the pop-up box. Additional stakeholders may be added, dependent on the situation. To modify a stakeholder, click on the entry to modify, then save. To delete a stakeholder, check the box beside their name, then click “delete” on the top-left of the box.
Files	Click on “add file” to attach all relevant files to the case, including: Photos of the incident scene Witness statements Safety data sheet of hazardous material A work procedure related to the incident A report from the first aider Save the entry using the save icon on the top-right of the pop-up box. Additional files may be added, dependent on the situation. To modify a file, click on the entry to modify, then save. To delete a file, check the box beside the file name, then click “delete” on the top-left of the box.
Review and Submit	Review the information declared and submit the report. A confirmation number will be provided to confirm your receipt of the report. The report will be triaged and you will receive a follow-up to the report.

Section	Information Required
Details of the Occupational Illness	Provide: The date and time of the first appearance of the occupational illness. A description of the occupational illness.
Details of the Occurrence	Provide: The date and time of the occurrence. The date and time the occurrence was reported to the university. The name of the university representative (usually, your supervisor) to whom the occurrence was reported. A description of how the occurrence took place. Tell the story of how the occurrence evolved. Consider the events pre-incident, during the incident, and post-incident. The factors having contributed to the occurrence. The corrective measures to prevent the incident from repeating.
Hazardous Substances	Add all hazardous substances involved in the incident (e.g., those in which a person was exposed). Use the plus sign located at the top right of the window to add and save the entry. Add the name, quantity, concentration of any hazardous substance. The protective equipment worn at the time of the occurrence. If there is only one hazardous substance, click on the save icon, located at the top-right of the box. Multiple hazardous substances may be added for a single report. If the hazardous material is similar, click on the down arrow next to the plus sign and click “save and copy” to create another entry. To cancel an entry, click on the red “x”. To delete a saved entry, select the saved entry and click on the red trach can icon, located in the top-right of the box.
Location	Provide: The building or location where the incident occurred. A precise location, if applicable. The room number, if applicable. Any additional details about the location. Be as specific as possible.
Stakeholders	Click on “add stakeholder” located at the top-right of the box. Add to the case: The injured person The supervisor Add additional stakeholders, where relevant, including: Witness(es) Facility manager Health, Safety and Risk Manager Etc. Save the entry using the save icon on the top-right of the pop-up box. Additional stakeholders may be added, dependent on the situation. To modify a stakeholder, click on the entry to modify, then save. To delete a stakeholder, check the box beside their name, then click “delete” on the top-left of the box.
Files	Click on “add file” to attach all relevant files to the case, including: Photos of the incident scene Witness statements Safety data sheet of hazardous material A work procedure related to the incident A report from the first aider Save the entry using the save icon on the top-right of the pop-up box. Additional files may be added, dependent on the situation. To modify a file, click on the entry to modify, then save. To delete a file, check the box beside the file name, then click “delete” on the top-left of the box.
Review and Submit	Review the information declared and submit the report. A confirmation number will be provided to confirm your receipt of the report. The report will be triaged and you will receive a follow-up to the report.

Incident Reporting for University Employees

Reporting a workplace incident

1. Get medical help

2. Document

3. Report to appropriate authorities

4. Work together

Completing an online incident form

Guide to completing an online accident, incident, occupational illness or near miss form

Frequently asked questions

Who can complete the report? arrow_drop_down

When must the report be completed? arrow_drop_down

Exception

Higher priority advisements arrow_drop_down

Who receives the report? arrow_drop_down

Case classification arrow_drop_down

Accident case arrow_drop_down

Incident and near miss cases arrow_drop_down

Occupational illness case arrow_drop_down