Staff

(last updated June 18, 2018)

The Workplace Incident Reporting and Investigation Administrative procedure is intended to provide the correct investigatory and reporting procedures in the event of a workplace accident/incident. The creation of complete documentation, proper reports and investigations of workplace accidents/incidents will increase our overall readiness to identify and resolve workplace safety issues, reduce workplace injuries and increase efficiency.

Southwest Horizon School Division (SHSD) requires their staff to follow the correct reporting of any workplace incident and injuries and will strive to prevent any potential workplace injuries through implementation of safety and health administrative procedures and programs.

SHSD requires that any workplace accident / incident be reported immediately. This includes incidents involving school staff, students, visitors, volunteers, school sponsored trips, contractors and divisional vehicles.

Response to a Workplace Incident

  1. Stop what you are doing immediately.
  2. Report the injury as soon as practical to your immediate Supervisor; no later than the end of your workday.
  3. If required, seek first aid and/or medical treatment as soon as possible.
  4. The Joint Safety & Health Committee and the immediate Supervisor to the injured worker (s) with guidance from the Divisional Workplace Safety & Health Officer (DWSH) will initiate the incident investigation. They will investigate to determine root cause and will recommend control measures to prevent further incidents.
  5. Non-Teaching staff will complete an Incident Report form.
  6. Western Financial – The appropriate online form will be filled out by the worker designated by the Principal or any immediate Supervisor.
  7. Workers Compensation Board (WCB) Workers Incident form is to be completed by the employee once they have seen a Medical professional.  If necessary the medical professional will be required to fill out a SHSD Occupational Assessment form.
  8. A doctor’s note will be required from the injured staff member for any missed days and to clear the injured employee to return to work.
  9. The documentation collected must be forwarded to the DWSH Officer for follow up.  The DWSH Officer will use the documentation to initiate an investigation and to ensure the corrective actions are sufficient and have been implemented.
  10. The DWSH Officer will enter the online WCB claim upon receiving the documentation.
  11. All accidents/incidents will be discussed at the JSHC meeting to ensure implementation of corrective actions have occurred.

Reporting Process

http://www.westernfgis.ca/incidentreporting/login.aspx?ReturnURL=%2fincidentreporting%2findex.aspx

Login: southwest horizon

Password: rec4

Student Accident or Injury

  • Student accidents are submitted electronically through the Western Financial Group website using the Student Accident Incident Report Online Form.
  • Severe incidents will be reported immediately to the Superintendent who will determine the course of action to be taken.
  • Parents who wish to submit insurance claims for costs associated with a school incident can do so by completing the Blanket Student Accident Insurance Standard Claim form. This form can be printed from the SHSD website, SHSD Workplace Safety and Health Icon, Incident/Accident Reporting and Investigation.

Teaching Staff Accident or Injury

  • Teaching staff accidents are submitted electronically through the Western Financial Group website using the Non-Student Accident Incident Report Online Form.
  • Workplace incidents must be reported as soon as reasonably practicable to the school’s Principal.
  • The treating medical professional will complete the Occupational Health Assessment form if the employee has lost time due to a workplace injury or out of school incident. The Occupational Health Assessment will highlight the working restrictions and aid in the building of your return to work program. The Occupational Health Assessment form can be found on the website under the Workplace Safety and Health icon.
  • The JSHC and the immediate supervisor to the injured teacher (s) with guidance from the DWSH Officer will initiate the incident investigation. They will investigate to determine root cause and will recommend control measures to prevent further incidents.
  • The documentation collected must be forwarded to the DWSH Officer for follow up.  The DWSH Officer will use the documentation to initiate an investigation and to ensure the corrective actions have been implemented and sufficient.
  • Severe incidents will be reported immediately to the Superintendent and DWSH. The DWSH Officer will complete an investigation of the incident.

 

Non-Teaching Staff & Educational Assistant Accident or Injury

  • Non- Teaching staff accidents are submitted electronically through the Western Financial Group website using the Non-Student Accident Incident Report Online Form.

 

Minor First Aid Injuries

  • A Incident Report Form must be completed immediately by the injured employee and signed by their immediate supervisor.  The completed form must be forwarded to the DWSH Officer as the Incident Report Form identifies that the injury occurred during work hours and provides information about the incident to the employer in the event that medical attention is required at a later date.

 

Injuries Requiring Medical Care From a Medical Professional

  • Non- Teaching staff accidents are submitted electronically through the Western Financial Group website using the Non-Student Accident Incident Report Online Form.
  • WCB Workers Incident form is to be completed by the employee once they have seen a medical professional.  If necessary, the medical professional will be required to fill out a SHSD Occupational Assessment Form.
  • The treating medical professional will complete the Occupational Health Assessment form if you have lost time due to a workplace injury or out of school incident. The Occupational Health Assessment will highlight the working restrictions and aid in the building of your return to work program. The Occupational Health Assessment Form can be found within the Workplace Safety and Health Icon on SHMB.ca.
  • The documentation collected must be forwarded to the DWSH Officer for follow up.  The DWSH Officer will use the documentation to initiate an investigation and to ensure the corrective actions have been implemented and sufficient.

 

For injuries where a worker has an injury but did not have lost time immediately after the incident

  • For injuries where the non-teaching staff member has an injury but did not have a lost time immediately after the incident and will have lost time due to surgery or treatment at a later date, a WCB workers Incident form is to be completed by the employee once they have seen a medical professional.  If necessary the medical professional will be required to fill out a SHSD Occupational Assessment Form. The form must be returned before the start of their next scheduled shift.
  • The treating medical professional will complete the Occupational Health Assessment form if the employees have lost time due to a workplace injury or out of school incident. The Occupational Health Assessment will highlight the working restrictions and aid in the building of your return to work program.
  • The documentation collected must be forwarded to the DWSH Officer for follow up.  The DWSH Officer will use the documentation to initiate an investigation and to ensure the corrective actions have been implemented and sufficient
  • The JSHC and the immediate supervisor to the injured teacher (s) with guidance from the DWSH Officer will initiate the incident investigation. They will investigate to determine root cause and will recommend control measures to prevent further incidents.

 

School Visitors Accident or Injury

  • School visitor accidents are submitted electronically through the Western Financial Group website using the Non-Student Accident Incident Report Online Form.
  • The JSHC and the immediate supervisor to the injured visitor(s) with guidance from the DWSH Officer will initiate the incident investigation. They will investigate to determine root cause and will recommend control measures to prevent further incidents.
  • Severe incidents will be reported immediately to the Superintendent and DWSH. The DWSH Officer will complete an investigation of the incident.

 

Construction and Trades Accident or Injury

  • Any incidents or accidents are required to be reported directly to the DWSH Officer and an Incident Report Form must be completed. The DWSH Officer will notify the Superintendent and Secretary Treasurer immediately.

 

Divisional Vehicle Accident

  • Vehicle accidents must be reported immediately to your supervisor and to the DWSH Officer. The DWSH Officer will notify the Superintendent and Secretary Treasurer immediately.
  • The employee driving the division vehicle will notify MPI as soon as possible. MPI will notify you if a police report must be completed.
  • The DWSH Officer will investigate and complete an Incident Report Form.
  • The injured worker will complete an Incident Report Form and send it directly to the DWSH Officer.

 

School Bus Accident

  • See School Bus Manual

 

Serious Incident Response and Investigation

If the extent of injury is unclear but it appears that the potential exists that the injury may fall under the serious incident definition, treat the accident as a serious incident.

 

Under Manitoba Regulation 108/88R, section 2, such notification must take place immediately after a serious incident, using “the fastest means of communication available.”

 

The Southwest Horizon School Division defines serious incident in the same way as the Provincial Workplace Safety and Health Division.

 

 Definition: "serious incident"

2.6 In sections 2.7 to 2.9, "serious incident" means an incident

(a) in which a worker is killed;

(b) in which a worker suffers

(i) an injury resulting from electrical contact,

(ii) unconsciousness as the result of a concussion,

(iii) a fracture of his or her skull, spine, pelvis, arm, leg, hand or foot,

(iv) amputation of an arm, leg, hand, foot, finger or toe,

(v) third degree burns,

(vi) permanent or temporary loss of sight,

  (vii) a cut or laceration that requires medical treatment at a hospital as defined in The Health Services Insurance Act, or

(viii) asphyxiation or poisoning; or

(c) that involves

  (i) the collapse or structural failure of a building, structure, crane, hoist, lift, temporary support system or excavation,

(ii) an explosion, fire or flood,

(iii) an uncontrolled spill or escape of a hazardous substance, or

(iv) the failure of an atmosphere-supplying respirator.

 

1. When notified of a Serious incident, the Supervisor shall immediately proceed to the accident scene and ensure that the area is secured and remains undisturbed until released by a Provincial Safety and Health Officer.

2. The Supervisor will contact the Executive Team, Divisional Workplace Safety & Health Officer and the Safety and Health Representative so that a joint investigation can be conducted of the accident with that person once the injured team member is removed from the scene and it is safe to enter the accident area. Follow the steps outlined for conducting an accident investigation found on the last page with the heading JSHC – Investigation.

3. The Superintendent or Secretary Treasurer will call to report the serious incident to Manitoba Labour and Immigration – Workplace Safety and Health Division. Tell the operator that you are reporting a serious incident. You will need to provide:

  1. The name of the injured worker
  2. Time of the accident.

An Officer will call you back, so be sure that you leave a number you can easily be reached on. Keep detailed notes as to the times of all calls, the name of the Officer(s) you talk to and details of the discussions.

4. If the root cause(s) of the accident and corrective action(s) are identified, review these once the Officer calls you back. Have the safety committee representative present to talk with the Officer to confirm what has taken place. Often the Officer will release the scene if the safety committee member confirms that the accident investigation has been completed and corrective actions have been agreed on to remove any unsafe conditions.

5. If the Officer agrees with the corrective actions, they will release the accident scene and make arrangements to investigate the following day. If the Officer decides to investigate immediately, the accident scene must then remain secured until the Officer has completed their investigation. Continue to follow-up to ensure the accident scene remains secured and nothing is moved. Arrange to have copies of all relevant documentation such as training records, maintenance records, work procedures, etc. available for the Officer when they arrive. 

 

Joint Safety and Health Committee – Investigation

1. Contact the immediate Supervisor of the location where the incident occurred and the Safety and Health Representative so that a joint investigation can be conducted (even if the injured worker is not available). The DWSH Officer can be contacted if they would like assistance during the investigation. Complete the Accident Investigation form to gather all available information such as:

  • How did accident occur?
  • Names of witnesses.
  • Objects, equipment, parts or substances involved in accident.
  • Maintenance records.
  • Is there a safe work procedure for the work being performed?
  • Was procedure being followed?
  • Did worker receive safety training for work being performed?

2. Identify root causes.

3. Determine and implement temporary or, if possible, long term corrective measures to address root causes before re-starting the process.

4. Complete an Incident Investigation form and provide copies to the immediate supervisor and the DWSH Officer.

5. Ensure that copies of all records reviewed (training records, maintenance records, work procedures, toolbox talks, equipment drawings) are attached to the accident investigation.

6. Schedule follow-up meeting to review effectiveness of the temporary and long term corrective measures implemented.

 

 

 

 

 

 

Acknowledgment and Agreement

I, ________________________________________________ acknowledge that I have read and understand the Incident Reporting & Investigating Administrative Procedure of Southwest Horizon School Division. I agree to adhere to this administrative procedure and will ensure that employees working under my direction adhere to this administrative procedure. I understand that if I violate the rules set forth by this administrative procedure, I may face disciplinary action up to and including termination of employment.

Name:

____________________________________

Signature:

____________________________________

Date:

____________________________________

Witness:

____________________________________