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MANAGEMENT AND INVESTIGATION OF INCIDENTS
DIOCESAN SCHOOLS SYSTEM (DSS)
Catholic Schools Office Diocese of Broken Bay
OCTOBER 2017
PROCEDURE AND GUIDELINE
1. PURPOSE ...................................................................................................................................... 1
2. SCOPE and APPLICATION ............................................................................................................. 1
3. ABBREVIATIONS........................................................................................................................... 1
4. DEFINITIONS ................................................................................................................................ 2
5. SPECIFIC RESPONSIBILITIES ......................................................................................................... 5
5.1 DIRECTOR, HEAD OF SERVICE, SCHOOL PRINCIPAL, ASSISTANT PRINCIPAL ...................... 5
5.2 WORKERS INCLUDING TEAM LEADERS............................................................................... 7
5.3 VISITORS, VOLUNTEERS, CONTRACTORS ............................................................................ 7
5.4 STUDENTS ........................................................................................................................... 8
5.5 EMPLOYEE WELLBEING AND SAFETY TEAM ....................................................................... 8
5.6 LOCAL WHS COMMITTEE OR HEALTH AND SAFETY REPRESENTATIVE .............................. 8
6. REPORTING INCIDENTS ............................................................................................................... 9
6.1 INCIDENTS TO BE REPORTED / FORMS USED ........................................................................ 9
6.2 TYPES OF INCIDENTS ............................................................................................................ 10
6.2.1 ‘Minor’ Incidents include: .............................................................................................. 10
6.2.2 ‘Serious’ Incidents include: ............................................................................................ 10
6.2.3 Serious incidents also include: Exposures, Dangerous Occurrences and ‘Near Miss’ Incidents ................................................................................................................................. 11
6.2.3.1 Exposure incidents include: .................................................................................. 11
6.2.3.2 Dangerous Occurrence (including Near Miss circumstances) includes: ............... 11
6.2.3.3 Near Miss incidents ............................................................................................... 12
6.2.4 ‘Reportable’ Incidents include: ............................................................................................ 12
7. NOTIFIABLE INCIDENTS ............................................................................................................. 12
7.1 Serious Injury or Illness specifically relating to: ................................................................... 12
7.2 Dangerous Occurrences specifically relating to: .................................................................. 13
7.3 Environmental Incidents ...................................................................................................... 14
7.4 Preserving the site of a notifiable incident .......................................................................... 14
8. GENERAL PROCEDURES ............................................................................................................. 14
8.1 INCIDENT RESPONSE AND NOTIFICATION ........................................................................... 14
When an incident occurs, the following actions must be taken: .............................................. 14
8.2 HOW TO REPORT INCIDENTS AND WHAT TO DO ................................................................ 15
8.3 REPORTING FIRST AID INJURIES IN FIRST AID REGISTER ..................................................... 16
8.4 PREVENTATIVE ACTIONS ...................................................................................................... 16
9. INVESTIGATION OF INCIDENTS ................................................................................................. 17
9.1 GENERAL INVESTIGATION GUIDELINES ............................................................................... 17
9.2 SERIOUS INCIDENTS ............................................................................................................. 17
9.3 NOTIFIABLE INCIDENTS ........................................................................................................ 17
9.4 FACTORS TO CONSIDER WHEN IDENTIFYING CAUSES OF INCIDENTS ................................. 18
10. TRAINING AND SUPPORT ........................................................................................................ 18
11. MONITORING AND REVIEW .................................................................................................... 19
12. FURTHER INFORMATION ......................................................................................................... 19
13. DIOCESAN SCHOOLS SYSTEM RELATED DOCUMENTS ............................................................ 19
14. RELATED LEGISLATION ............................................................................................................ 19
15. DOCUMENT CONTROL / RECORDS MANAGEMENT ................................................................ 19
15.1 REGISTER OF INJURIES ....................................................................................................... 19
15.2 FIRST AID REGISTER ............................................................................................................ 20
SUMMARY OR MINOR, SERIOUS and REPORTABLE INCIDENTS ..................................................... 1
SUMMARY OF PROCEDURES ........................................................................................................... 4
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1. PURPOSE
This guideline and procedure is to ensure all incidents involving injury, illness, exposure, near miss and physical restraint are reported, investigated and recorded in accordance with the requirements of the Work Health and Safety Act 2011, Work Health and Safety Regulation 2017, AS/NZS 4801:2001 Occupational Health and Management Systems – specifications with guidance for use and the Workplace Injury Management and Workers Compensation Act 1998 and associated Regulations.
Effective management and investigation of these incidents reduces the risks to workers and allows the Diocesan Schools System (DSS) to determine measures that can be implemented to prevent similar incidents.
2. SCOPE and APPLICATION
These procedures apply to all Diocesan Schools System workers, visitors, volunteers, contractors and students involved in incidents whilst:
present in any building or grounds owned, occupied or managed by the Diocesan Schools System; or
in the course of, or as a result of any work related, educational or Diocesan Schools System endorsed activity wherever its location.
Contractors
Where a contractor is engaged by the Diocesan Schools System they may complete their own organisation’s Incident Report form, however the Diocesan Schools System Incident Report form must also be completed. The details of the incident are to be retained in the Diocesan Schools System ‘Register of Injuries’.
The Contractor’s employer is responsible for investigating the contributing factors relating to areas where they have control as an employer. The Diocesan Schools System is responsible for investigating the contributing factors where we have control (e.g.) as a building owner and / or where the Diocesan Schools System owns the property, plant or equipment.
All workers should be aware of this procedure and cooperate with the management and investigation of incidents, which is essential to our WHS Safety Management System.
3. ABBREVIATIONS
CCI – Catholic Church Insurances
CSO – Catholic Schools Office
DSS – Diocesan Schools System
EPA – Environment Protection Authority
EWS – Employee Wellbeing and Safety
WHS - Work Health and Safety
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4. DEFINITIONS
Physical restraint: all incidents involving physical restraint must be reported on the DSS ‘Student’ Incident report form and reported to the Team Leader Pastoral Care & Student Wellbeing in Education Services. Physical restraint does not relate to WHS or Child Protection however they are ‘Reportable’ Incidents to Education Services via EWS.
Dangerous Occurrence (including Near Miss circumstances): an incident where a workplace exposes a worker or any other person to a serious risk to a person’s health or safety emanating from an immediate or imminent exposure to:
(a) an uncontrolled escape, spillage or leakage of a substance, or
(b) an uncontrolled implosion, explosion or fire, or
(c) an uncontrolled escape of gas or steam, or
(d) an uncontrolled escape of a pressurised substance, or
(e) electric shock, or
(f) the fall or release from a height of any plant, substance or thing, or
(g) the collapse, overturning, failure or malfunction of, or damage to, any plant required to be licensed or registered; or
(h) the collapse or partial collapse of a building or structure.
Exposure: any exposure to blood or bodily fluids, chemicals or toxic substances which result in any ill-effect or require the person to seek first aid or medical attention.
Incident: any unplanned event / occurrence that leads to, or might have led to, injury or illness to people (including psychological health), danger to health and / or damage to property, plant material or the environment. For the purpose of these procedures, the term ‘incident’ is used to include injuries, illnesses, exposures, near misses and physical restraint.
Injury: any harm suffered, which may be physical or emotional pain and suffering, damage to reputation or dignity, loss of a legal right, breach of contract, or damage to real or personal property.
Illness: Poor health, sickness, resulting from disease of body or mind.
Life threatening: an injury involving a substantial risk of death; loss or substantial impairment of the function of a bodily member, organ, or mental faculty that is likely to be permanent; or an obvious disfigurement that is likely to be permanent.
Medical practitioner: a doctor registered with the Medical Board of Australia, through the Register of Practitioners, Australian Health Practitioner Regulation Agency (AHPRA)
Minor Incidents: a workplace injury, illness, exposure, near miss or physical restraint that is non-life threatening. It includes a workplace injury, illness or exposure that is adequately treated by a qualified first aid person and does not result in lost time, or require ongoing medical attention or transport to hospital. (i.e.) person with headache requiring short rest,
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small cut or graze to knee requiring a band aid from first aider, splinter in finger.
Near Miss: an unplanned event that did not result in injury, illness or damage but had the potential to do so. Only a fortunate break in the chain of events prevented an injury or damage.
Non- life threatening: any incident that is not life threatening.
Notifiable Incidents: serious hazards and incidents which are required to be reported to the statutory authority, SafeWork NSW. A "notifiable incident" under section 35 of the Work Health and Safety Act 2011 relates to:
the death of a person, or
a serious incident, injury or illness of a person, or
a dangerous occurrence
Preventative Actions: an action taken to reduce or eliminate the probability of specific undesirable events from happening in the future.
Reasonably practicable: includes having regard to the following in relation to ensuring health and safety:
the likelihood of the hazard or risk eventuating;
the degree of harm that would result if the hazard or risk eventuated;
what the person concerned knows or ought to reasonably know, about the hazard or risk and any ways of eliminating or reducing the hazard or risk;
the availability and suitability of ways to eliminate or reduce the hazard or risk;
the cost of eliminating or reducing the hazard or risk.
Register of Injuries: each Diocesan Schools System Incident Report form once completed forms the ‘Register of Injuries’. It is a record of workplace injuries, illnesses, exposures, near misses sustained by workers regardless of whether there has been a claim for compensation. The register of injuries must be kept in a confidential file by each individual workplace. The Register must also contain records of any student ‘physical restraint’ incident.
Reportable Incidents: includes any incident involving ‘physical restraint’. These are not ‘serious’ or ‘notifiable’ incidents (refer to those definitions which are more serious) however physical restraint incidents must be ‘reported’ via a Student Incident report form, to the Team Leader Pastoral Care & Student Wellbeing, Education Services.
School activities: excursions and events / activities such as sport, playground activity.
School executive: includes Assistant Principal and / or Principal
Serious Incidents: a serious injury or illness, exposure or dangerous occurrence (near miss)
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Serious injury or illness: includes an injury or illness resulting in:
a) death
b) immediate treatment as an in-patient in a hospital, or
c) immediate treatment for:
(i) the amputation of any part of his or her body, or
(ii) a serious head injury (wounds, altered consciousness, clear fluid leaking from ears, eyes or nose, black eyes or bruises behind the ears, vision changes, nausea, vomiting).
(iii) a serious eye injury, or
(iv) a serious burn, or
(v) the separation of his or her skin from an underlying tissue (such as de-gloving or scalping), or
(vi) a spinal injury, or
(vii) the loss of a bodily function (including loss of consciousness even for a second), or
(viii) serious lacerations, or;
d) medical treatment within 48 hours of exposure to a substance, and includes any other
injury or illness prescribed by the WHS regulations;
e) an injury or illness to any person requiring secondary medical attention following first aid and / or medical treatment or hospitalisation whether life threatening or not and / or time lost from work;
f) an exposure to a substance / chemical requiring first aid or medical treatment;
g) a serious near miss or incident where it is likely that a death could have occurred or where medical treatment and / or lost time would be required (i.e.) psychological intervention / counselling. (i.e.) person is psychologically affected by witnessing a serious incident, or was the person who avoided injury by action taken from a circumstance (i.e.) ducked to avoid being hit by a ladder being carried by someone;
h) there is serious facial injury where the nose and / or teeth are broken or dislodged;
i) a person sustains a spinal injury, broken bones or lacerations requiring sutures;
j) a person sustains an electric shock;
k) it is necessary to transport a person to hospital;
l) medical attention is provided on site by an ambulance officer or health care professional or similar treatment is reported by the student, visitor, volunteer, contractor or worker at a later date;
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m) a person has to leave the workplace early as a consequence of an incident;
n) parents or caregivers are advised to take a student to a doctor for precautionary reasons;
o) a student is injured outside of school hours but where staff may still be on duty and exercising a duty of care (e.g. while on excursions);
p) an incident occurs during the use of a school facility by a community user / group;
q) a transport accident of any kind, where students and teachers are being transported to a school organised activity;
r) when a workplace manager or delegate considers it appropriate to do so bearing in mind any potential for legal proceedings to result.
Workplace (cost centre) name: This is identified on the Employee (Worker) Incident Report only and refers to the name of the school or CSO office area. It is required for the Workers Compensation Insurers - Catholic Church Insurance (CCI) purpose.
5. SPECIFIC RESPONSIBILITIES
5.1 DIRECTOR, HEAD OF SERVICE, SCHOOL PRINCIPAL, ASSISTANT PRINCIPAL
It is the responsibility of the Director, Head of Service, School Principal, Assistant Principal, to ensure that all serious incidents involving workers, students, visitors, volunteers and contractors in their area of responsibility, are reported, investigated and preventive action recommended and implemented.
To fulfil this responsibility they must:
ensure that all incidents in which they are involved, or in areas for which they have responsibility are reported as soon as reasonably practicable and ideally immediately following the incident;
stop the activity that was being undertaken when the injury, illness, exposure or near-miss occurred, if required and safe to do so;
warn others in the immediate vicinity of the hazard;
communicate the risks to any persons in the immediate vicinity;
provide or make arrangements for first aid treatment and where appropriate the notification of an ambulance;
access the Incident Report form via the EWS website;
complete all the fields on the form to the best of their knowledge;
either complete the form by hand, or complete the form online, and if the person is unable to complete the form, Director, head of service, school executive should consult with the person to establish details of the incident and complete the form to the best of their knowledge in relation to the incident;
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ensure serious incidents in their area of responsibility are investigated and keep up to date with their progress;
ensure the incident area is cordoned off and any equipment quarantined in securing the area, if required;
provide appropriate resources to manage and investigate serious incidents;
assist with the investigation of serious incidents;
ensure investigation recommendations are completed and implemented;
immediately report all serious incidents on the completed Incident Report form to the Employee Wellbeing and Safety Team via email [email protected] within 24 hours;
where a ‘notifiable incident’ has occurred, immediately notify the WHS Officer and as far is reasonably practicable, ensure that the site where the incident occurred is not disturbed, until a SafeWork NSW Inspector arrives onsite or directs otherwise;
ensure that the workers, in their area of responsibility are informed about these procedures and guidelines and encouraged to undertake any actions required;
ensure that appropriate workers receive suitable training and can demonstrate competency to carry out their role in incident reporting, investigation and record keeping;
upon receipt of any incident report form from a worker, visitor, volunteer, contractor or student, review the report and provide an appropriate response in the ‘preventative action’ section and sign where applicable;
notify parents or caregivers of any injury incurred by a school student. The notification should be made as soon as possible after the incident occurs;
notify the parents or caregivers, either by phone or in writing / email and include the following:
- Confirmation that the student was involved in an incident together with a description of the nature of the incident;
- Details of any injuries sustained by the student;
- Details of any action taken following the incident (e.g.) first aid, calling an ambulance;
maintain regular contact with the injured person regarding the ongoing management of the injury. For worker incidents consult with the Employee Wellbeing and Safety team;
ensure that hard copies of the incident report forms are retained in a confidential ‘Register of Injuries’ folder, kept by the Director, Head of Service or School Principal, for a minimum of 30 years from date of last entry;
ensure that the local WHS committee or health and safety representative have been
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advised of all serious incidents.
5.2 WORKERS INCLUDING TEAM LEADERS
Each worker including team leaders must:
• ensure that all incidents in which they are involved, or in areas for which they have responsibility are reported as soon as reasonably practicable and ideally immediately following the incident to their team leader, head of service or school principal;
• stop the activity that was being undertaken when the injury, illness, exposure or near-miss occurred, if safe to do so;
• warn others in the immediate vicinity of the hazard;
• provide or make arrangements for first aid treatment;
• access the Incident Report form via the EWS website;
• either complete the form by hand, or online, and if the person is unable to complete the form, the team leader, Head of Service, senior administration person or first aider should consult with the person to establish details of the incident and complete all fields on the form to the best of their knowledge in relation to the incident;
• ensure that if completing the form online, or if a hard copy, hand deliver or scan and / or send it per email, to their team leader (who forwards to head of service), head of service, school principal as soon as possible and ideally immediately following the incident, to enable completion of section 5 ‘Preventative action’;
• if injured or ill as a result of work, consult a medical practitioner if:
- medical treatment is required, or
- time loss is incurred and
obtain a SafeWork NSW ‘Certificate of Capacity’;
• forward any medical certificate to their team leader, head of service, school executive and email it to the Employee Wellbeing and Safety team [email protected] ;
• assist with the investigation or provide information where appropriate.
5.3 VISITORS, VOLUNTEERS, CONTRACTORS
Team leader or school administration staff or first aider:
• must access the Incident Report form via the EWS Website and print the form to allow the person to complete by hand, if they are unable to do so online, and if the person is unable to complete the form, the team leader, head of service, senior administration person or first aider should consult with the person to establish details of the incident and complete the form to the best of their knowledge in relation to the incident;
• must ensure all fields on the form are completed;
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• ensure that if completing the form online, or if a hard copy, hand deliver or scan and / or send it per email, to their head of service, school Principal or team leader as soon as possible and ideally immediately following the incident, to enable completion of section 5 ‘Preventative action’.
5.4 STUDENTS
Principal, Assistant Principal, team leader, teacher, school administration staff or first aider:
• must access the Incident Report form via the EWS website and complete it online or print the form and complete by hand; on behalf of the student but in consultation with the student, to establish the details of the incident;
• must complete all the fields on the form;
• must ensure that if completing the form online, or if a hard copy, hand deliver or scan and / or send it per email, to their head of service, school principal or team leader as soon as possible and ideally immediately following the incident, to enable completion of section 5 ‘Preventative action’.
5.5 EMPLOYEE WELLBEING AND SAFETY TEAM
The Employee Wellbeing and Safety Team will:
• ensure a representative from the Employee Wellbeing and Safety Team (EWS) upon receiving the Incident Report form will contact the injured / affected worker and the team leader, head of service or school principal;
• if a ‘notifiable incident’ occurs at a school, will ensure the notification to SafeWork NSW will be made by the WHS Officer upon receipt of the Incident Report form and for the CSO, the building manager; as an urgent investigation may be needed. The incident site must be preserved until a SafeWork NSW Inspector attends, or SafeWork NSW directs otherwise; • will provide advice and support to workplaces on incident reporting and investigation via the EWS team and where involved in serious incident investigations will provide a formal report to the relevant areas Director, Head of Service or school Principal;
• report all CSO serious incidents to the CSO WHS Committee.
5.6 LOCAL WHS COMMITTEE OR HEALTH AND SAFETY REPRESENTATIVE
The role of the local WHS committee or health and safety representative is to:
• inspect any part of the workplace at which a member of the committee or representative’s designated work group works:
- at any time after giving reasonable notice to the workplace representative; and
- immediately in the event of any accident, hazardous situation, dangerous occurrence or immediate risk to the health and safety of any person.
The WHS Committee or health and safety representative must therefore:
• be notified of incidents as soon as is reasonably practicable and participate in the investigation of all reported incidents;
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• be permitted to review the incident reports received for the details of injuries, illness, exposure or near miss, how it occurred, what was involved, where it occurred, and the preventative actions in order to:
- monitor the adequacy of investigations undertaken and the appropriateness and effectiveness of the preventive action recommended;
- provide advice on preventive action recommended and/or make further recommendations as necessary;
- review the implementation and effectiveness of the preventive action of previous incidents;
- disseminate relevant information arising from incident investigations to appropriate sections of the area of responsibility;
- analyse trends in incident reports received so as to be able to recommend and monitor prevention programs.
- be consulted by management on any proposed changes which may arise from incident investigations.
6. REPORTING INCIDENTS
6.1 INCIDENTS TO BE REPORTED / FORMS USED
All incidents must be reported as soon as reasonably practicable to your team leader, Head of Service or school executive, to enable appropriate actions to be implemented. Early notification of any incident may reduce the chance of harm or potential harm and reduce the risk of injury to others in the workplace. It may also ensure the facilitation of an early and effective return to work for any injured worker.
The ‘Incident Report Form’ is to be used to report any notification by any person relating to an injury, illness, exposure, near miss or physical restraint incident that occurs in the workplace or during ‘school activities’ that is not of a ‘minor’ nature.
There are three types of Incident Report forms:
Employees (Workers)
Visitors, Volunteers and Contractors
Students.
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6.2 TYPES OF INCIDENTS
6.2.1 ‘Minor’ Incidents include:
a workplace injury, illness, exposure or near miss that is non-life threatening. It includes a workplace injury, illness or exposure that is adequately treated by a qualified first aid person and does not result in lost time, or require ongoing medical attention or transport to hospital. (i.e.) person with headache requiring short rest, small cut or graze to knee requiring a band aid from first aider, splinter in finger.
6.2.2 ‘Serious’ Incidents include:
a) death
b) immediate treatment as an in-patient in a hospital, or
c) immediate treatment for:
(i) the amputation of any part of his or her body, or
(ii) a serious head injury (wounds, significant bruising, altered consciousness, clear fluid leaking from ears, eyes or nose, black eyes or bruises behind the ears, vision changes, nausea, vomiting).
(iii) a serious eye injury, or
(iv) a serious burn, or
(v) the separation of his or her skin from an underlying tissue (such as de-gloving or scalping), or
(vi) a spinal injury, or
(vii) the loss of a bodily function (including loss of consciousness even for a second), or
(viii) serious lacerations, or;
d) medical treatment within 48 hours of exposure to a substance, and includes any other
injury or illness prescribed by the WHS regulations;
e) an injury or illness to any person requiring secondary medical attention following first aid and / or medical treatment or hospitalisation whether life threatening or not and / or time lost from work;
f) an exposure to a substance / chemical requiring first aid or medical treatment;
g) a serious near miss or incident where it is likely that a death could have occurred or where medical treatment and / or lost time would be required (i.e.) psychological intervention / counselling. (i.e.) person is psychologically affected by witnessing a serious incident, or was the person who avoided injury by action taken from a circumstance (i.e.) ducked to avoid being hit by a ladder being carried by someone;
h) there is serious facial injury where the nose and / or teeth are broken or dislodged;
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i) a person sustains a spinal injury, broken bones or lacerations requiring sutures;
j) a person sustains an electric shock;
k) it is necessary to transport a person to hospital;
l) medical attention is provided on site by an ambulance officer or health care professional or similar treatment is reported by the student, visitor, volunteer, contractor or worker at a later date;
m) a person has to leave the workplace early as a consequence of an incident;
n) parents or caregivers are advised to take a student to a doctor for precautionary reasons;
o) a student is injured outside of school hours but where staff may still be on duty and exercising a duty of care (e.g. while on excursions);
p) an incident occurs during the use of a school facility by a community user / group;
q) a transport accident of any kind, where students and teachers are being transported to a school organised activity;
r) when a workplace manager or delegate considers it appropriate to do so bearing in mind any potential for legal proceedings to result.
6.2.3 Serious incidents also include: Exposures, Dangerous Occurrences and ‘Near Miss’ Incidents
6.2.3.1 Exposure incidents include:
Blood or bodily fluids
Chemicals or toxic substances which result in any ill-effect or require the person to seek medical attention
- It is essential that all employees (workers), visitors, volunteers and contractors adopt safe work procedures and use appropriate personal protective equipment to protect against exposure to hazardous materials.
- School Principals and staff supervising students have this responsibility to ensure that students are not exposed to health risks during learning activities.
6.2.3.2 Dangerous Occurrence (including Near Miss circumstances) includes:
an incident in relation to a workplace that exposes a worker or any other person to a serious risk to a person’s health or safety emanating from an immediate or imminent exposure to:
a) an uncontrolled escape, spillage or leakage of a substance, or
b) an uncontrolled implosion, explosion or fire, or
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c) an uncontrolled escape of gas or steam, or
d) an uncontrolled escape of a pressurised substance, or
e) electric shock, or
f) the fall or release from a height of any plant, substance or thing, or
g) the collapse, overturning, failure or malfunction of, or damage to, any plant required to be licensed or registered; or
h) the collapse or partial collapse of a building or structure.
6.2.3.3 Near Miss incidents
A ‘near-miss’ incident is an unplanned event that did not result in injury, illness or damage but had the potential to do so. Only a fortunate break in the chain of events prevented an injury or damage. Unsafe working conditions, unsafe employee work habits, improper use of equipment or use of malfunctioning equipment have the potential to cause work related injuries. A near miss should be considered as a warning sign and may indicate a potential problem that could result in a minor or serious incident causing injury or illness.
- It is important to report near-miss incidents so that the workplace can take appropriate measures to prevent a minor or serious incident from occurring.
6.2.4 ‘Reportable’ Incidents include:
Any incident involving ‘physical restraint’. These are not ‘serious’ or ‘notifiable’ incidents (refer to those in Definitions) which are more serious, however ‘physical restraint’ incidents must be ‘reported’ via a Student Incident report form, to the Team Leader Pastoral Care & Student Wellbeing, Education Services. Send through via the EWS email address at the bottom of the report form.
7. NOTIFIABLE INCIDENTS
Notification is required to the statutory authority SafeWork NSW (via the DSS WHS Officer) where an incident arises out of the conduct of the business or undertaking which results in:
the death of a person, or
a serious injury or illness of a person, or
a dangerous occurrence
The abovementioned notifiable incidents include the following:
7.1 Serious Injury or Illness specifically relating to:
a) death
b) immediate treatment required as an in-patient in a hospital, or
c) immediate treatment for:
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- the amputation of any part of his or her body, or
- a serious head injury, or
- a serious eye injury, or
- a serious burn, or
- the separation of his or her skin from an underlying tissue (such as de-gloving or scalping), or
- a spinal injury, or
- the loss of a bodily function, or
- serious lacerations, or;
d) medical treatment required within 48 hours of exposure to a substance, and includes any other injury or illness prescribed by the WHS Regulation 2017; (if unsure, check with the DSS WHS Officer)
7.2 Dangerous Occurrences specifically relating to:
an incident in relation to a workplace that exposes a worker or any other person to a serious risk to a person’s health or safety emanating from an immediate or imminent exposure to:
a) an uncontrolled escape, spillage or leakage of a substance, or
b) an uncontrolled implosion, explosion or fire, or
c) an uncontrolled escape of gas or steam, or
d) an uncontrolled escape of a pressurised substance, or
e) electric shock, or
f) the fall or release from a height of any plant, substance or thing, or
g) the collapse, overturning, failure or malfunction of, or damage to, any plant required to be licensed or registered; or
h) the collapse or partial collapse of a building or structure.
In any circumstance described above the incident must be reported immediately to the relevant Team leader or Head of Service or school Principal. In these circumstances you must also immediately contact the DSS WHS Officer and the School Consultant.
If a ‘notifiable incident’ occurs at a school, the notification to SafeWork NSW will be made by the DSS WHS Officer, and for the CSO, the building manager; and an urgent investigation may be needed. The incident site must be preserved until an Inspector attends, or SafeWork NSW directs otherwise.
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Significant penalties apply if the Diocesan Schools System fails to notify a ‘notifiable’ incident to SafeWork NSW.
Incidents that are not notifiable to SafeWork NSW, may occur for reasons which do not have anything to do with the conduct of the business or undertaking, for example:
- a worker or other person suffers a heart attack while at work which is unrelated to work or the conduct of the business or undertaking
- a person driving to work is injured in a car accident (where driving is not part of their work)
- a person with epilepsy has a seizure at work.
7.3 Environmental Incidents
The CSO must notify the Environment Protection Authority (EPA) if there is an incident involving potential risk to, or contamination of air, water or soil on Diocesan Schools System property, or where noise levels to the local community might exceed regulatory limits and result from any activity undertaken by Diocesan Schools System.
The CSO must notify the Environment Protection Authority (EPA) if there is an incident involving potential risk to, or contamination of air, water or soil on CSO property, or where noise levels to the local community might exceed regulatory limits and result from any activity undertaken by Diocesan Schools System.
7.4 Preserving the site of a notifiable incident
The person responsible for managing or controlling the workplace where a ‘notifiable incident’ has occurred must ensure, as far is reasonably practicable, that the site where the incident occurred is not disturbed until a SafeWork NSW Inspector arrives onsite or any earlier time that an Inspector directs.
8. GENERAL PROCEDURES
8.1 INCIDENT RESPONSE AND NOTIFICATION
When an incident occurs, the following actions must be taken:
Attend to the injured and notify emergency services if necessary. Call for assistance if required.
Make the site safe to prevent another incident.
Secure the site of the incident to ensure that it is not disturbed until made safe
Notify the head of service, school Principal, assistant principal or team leader, of the incident immediately.
In the case of:
• a worker- contact the team leader, head of service, or school Principal;
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• a student - contact a member of the school executive, e.g. assistant principal or principal;
• a contractor - contact the reception staff of the area including the staff member supervising the contractor’s project, the team leader, Head of Service or school Principal and the contractor’s supervisor;
• any visitor or volunteer - contact the reception staff of the area including a staff member who is a team leader, Head of Service or school Principal.
Where the incident is a notifiable incident (refer definitions), the staff member to whom the hazard or incident is reported must immediately notify the DSS WHS Officer or the Employee Wellbeing and Safety Team. The Employee Wellbeing and Safety Team will provide advice on keeping the site undisturbed:
- until further advice from the statutory authority, SafeWork NSW or,
- the investigation is complete or,
- unless necessary to prevent further injury, loss or contamination.
As required the Employee Wellbeing and Safety Team, or the CSO building Manager will notify the:
relevant Director, Head of Service and or school Principal
the statutory authority, SafeWork NSW of all notifiable hazards and incidents
the statutory authority, EPA of all notifiable environmental hazards and incidents.
8.2 HOW TO REPORT INCIDENTS AND WHAT TO DO
All fields in the appropriate ‘Incident Report form’ must be completed by the person making the notification and then submitted to the workplace manager and forwarded to the Employee Wellbeing and Safety Team, ideally within 24 hours.
Incidents must be effectively managed to minimise the impact of the incident on the health and safety of workers and others at the workplace and to ensure that the Diocesan Schools System complies with all its legislative obligations.
Heads of Service or school Principals are required to complete details in the ‘Preventative Actions’ section of action taken to demonstrate how the workplace will manage the incident to prevent a similar incident occurring again.
School Principals are required to notify parents or caregivers of any serious injury incurred by a school student. The notification should be made as soon as possible after the incident occurs. Notification to the parents or caregivers, either by phone or in writing / email, should include the following:
Confirmation that the student was involved in an incident together with a description of the nature of the incident;
Details of any injuries sustained by the student;
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Details of any action taken following the incident (e.g.) first aid, calling an ambulance.
Persons can be granted access to their own statements (if any) in relation to incidents.
8.3 REPORTING FIRST AID INJURIES IN FIRST AID REGISTER
First aiders must record all treatment (however minor) in the first aid register. If treatment occurs off site (i.e.) during an excursion and is of a minor nature, it should be reported to the workplace first aider, who should record the details in the first aid register.
All incidents of a ‘minor’ nature (refer to the Definitions) only require entry into the workplace first aid register. These include a workplace injury, illness, exposure or near miss that is non-life threatening. It includes a workplace injury, illness or exposure that is adequately treated by a qualified first aid person and does not result in lost time, or require ongoing secondary medical attention or transport to hospital. (i.e.) person with headache requiring short rest, small cut or graze to knee requiring a band aid from first aider, splinter in finger.
Where the first aid incident involves lost time, the incident must also be reported on the Incident Report form.
8.4 PREVENTATIVE ACTIONS
The Incident Report form requires development of preventative actions. This is the responsibility of the Head of Service, school Principal or Assistant Principal, of the area affected by the incident. Investigation of the facts in relation to the circumstances of the incident should take place prior to completion of the preventative actions.
The aim is to prevent a similar incident occurring again which can be achieved by:
Gathering information about the incident
Analysing the information to determine what factors contributed to the incident and,
Developing preventative actions to address the factors that contributed to the incident.
Control measures should be implemented in consultation with workers and in a timely manner as an effective strategy to minimise future workplace incidents. Use the hierarchy of hazard control outlined in the WHS and General Risk Assessment Form.
- Implement agreed risk control measures
- Establish a system for regular review and evaluation of risk control measures. This may be in consultation with the workplace health and safety committee or safety representative.
Heads of Service and school Principals are responsible for nominating and monitoring the implementation of preventative actions following consultation with the relevant staff, to ensure the measures are working appropriately.
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9. INVESTIGATION OF INCIDENTS
9.1 GENERAL INVESTIGATION GUIDELINES
An investigation must begin as soon as possible after the incident is reported and the medical needs of any injured person(s) have been met. For this to happen, incidents must be reported as soon as possible after they occur.
Where practicable, nothing at the site must be disturbed until after the completion of the investigation other than what is necessary to allow treatment of the injured or ill person(s) and to prevent further injury, loss or contamination until the investigating officer(s) or committee has authorised clearing away or in the case of a ‘notifiable incident’, SafeWork NSW.
Where appropriate, photographs or video footage must be taken and equipment held for examination or testing.
It is desirable to take statements from witnesses. These statements must be taken as soon as possible after an incident. Witnesses must be interviewed separately and questions must be carefully considered so that facts and opinions are not confused. Witnesses may seek support from their health and safety committee or representative or any other person as desired.
It must be emphasised that the purpose of an investigation is not to assign blame for the hazard or incident but to establish the causes so as to identify actions necessary to correct the problem and to prevent a recurrence.
It is essential that investigations are sufficiently broad to assess the full range of technical, human and administrative factors involved in the hazard or incident even if some factors are outside the essential responsibilities of the area. Both the immediate and underlying causes of the incident must be investigated.
Where information and recommendations within the incident report and incident investigation has general relevance to the workplace, the Employee Wellbeing and Safety team will provide advice to the workplace where requested, for the development of (i.e.) hazard alerts or safe work practices and if required, by developing/revising CSO policy or procedures.
9.2 SERIOUS INCIDENTS
The Head of Service or school Principal will ensure that unbiased and prevention focussed investigations of all incidents are conducted, to assist with the development of control measures to prevent similar incidents occurring. Workers are encouraged to assist with investigations as required.
Incidents may be a result of multiple causes, ranging from work methods, the worker, the student, work environment, the equipment being used and organisational structure. Incidents occur as a result of a deficiency in the health and safety management system, not a fault by an individual.
9.3 NOTIFIABLE INCIDENTS
All workplaces involved in a notifiable incident will be required to investigate the incident as for a serious incident. The WHS Officer will also conduct a formal incident investigation in
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consultation with all persons involved.
9.4 FACTORS TO CONSIDER WHEN IDENTIFYING CAUSES OF INCIDENTS
Work organisation
Look at how the work is organised including work processes, demands, etc
Work methods
Identify whether the activity being performed at the time of the incident had been subject to a risk assessment or safe work practice. If the activity had been risk assessed, then the risk control measures may require modification. If the activity has not been risk assessed then a risk assessment may identify hazards associated with the activity that contributed to the incident.
Work Environment
Identify environmental conditions that may have affected the health of the person(s). Examples of environmental factors can include chemicals; noise; illumination; vibration; climate; radiation and biological agents.
Work Equipment/Plant
Identify if the equipment / plant is:-
- designed for the work it is intended for
- adjustable to accommodate the user
- adequately safeguarded
- regularly inspected for defects and repaired where required
- routinely maintained / serviced
- not used beyond its rated capacity
- used in accordance with manufacturer’s specifications
Workers
Identify the skills, attitudes, habits, physical attributes, experience and training of the individual/s involved.
10. TRAINING AND SUPPORT
The Employee Wellbeing and Safety Team will provide support to staff with the reporting of incidents, their management and any investigation of incidents, where required.
Attendance at an Incident Investigation training course can be provided for appropriate staff wishing to acquire skills in incident investigation.
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11. MONITORING AND REVIEW
The Employee Wellbeing and Safety Team monitors and reviews all Incident Report forms and the preventative actions identified to ensure appropriate actions are adopted and to gather statistical data.
Following consultation with relevant Directors Group members and / or Principal, all recommendations from any Incident Investigations relating to serious incidents are reviewed and endorsed by the CSO Director’s Group and School Principal.
12. FURTHER INFORMATION
Contact the WHS Officer, Employee Wellbeing and Safety Team for further information in relation to any query with regard to this procedure document.
13. DIOCESAN SCHOOLS SYSTEM RELATED DOCUMENTS
First Aid Guidelines
Diocesan Injury Management Policy
Injury Management Policy
WHS Policy
Workers Compensation procedures for Employees
Workers Compensation procedures for Principals
Return to Work Program
Information for Injured Workers Brochure
Records Management Policy
14. RELATED LEGISLATION
Work Health and Safety Act 2011,
Work Health and Safety Regulation 2017,
Workplace Injury Management and Workers Compensation Act 1998 and associated Regulations
15. DOCUMENT CONTROL / RECORDS MANAGEMENT
15.1 REGISTER OF INJURIES
Completion of the Incident Report form meets the requirements of the Work Health and Safety Act 2011, the Workplace Injury Management and Workers Compensation Act 1998 and associated Regulations, to record all workplace related injuries, illnesses, exposures or near misses. Workplaces should maintain a folder or file titled ‘Register of Injuries’ and all Incident
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Report forms must be included into that folder or file and maintained with ‘confidentiality’ for a minimum of 30 years.
The Incident Report form constitutes the Diocesan Schools System ‘Register of Injuries’. Old Register of Injuries books must also be kept for 30 years from the date of last entry, in the workplace or archived. The information kept in the Incident Report form is confidential and only accessible by authorised personnel such as an auditor, school executive, a member of the Employee Wellbeing and Safety team or Head of Service.
15.2 FIRST AID REGISTER
The first aid register is to be kept at the workplace for at least 30 years from the last date of entry (Diocesan Schools System requirement).
This document will be reviewed in 2020 unless legislative changes or procedural changes require earlier review.
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SUMMARY OR MINOR, SERIOUS and REPORTABLE INCIDENTS Incidents have been categorised into ‘minor’, ‘serious’ and ‘reportable’ as identified in the table below.
Level Description Category
1 No treatment and no lost time
A non-life threatening workplace injury or illness that does not require treatment or causes lost time. A non-life threatening near-miss or incident that does not require treatment or causes lost time.
MINOR INCIDENTS (Workplace First Aid Register notification
only – No requirement to
complete an Incident Report Form)
2 First Aid treatment only, no lost time or secondary medical attention required and transport to hospital is not required
A minor and non-life threatening workplace injury, illness or exposure which was adequately treated by a qualified
first aid person and did not result in lost time or require ongoing medical attention or transport to hospital. (i.e.) person with headache requiring short rest, small cut or graze to knee requiring a band aid from first aider, splinter in finger, ice pack for bruising.
3 First Aid / Medical treatment required / transport to hospital required / lost time a) death b) immediate treatment as an in-patient in a hospital, or c) immediate treatment for: (i) the amputation of any part of his or her body, or (ii) a serious head injury (wounds, significant bruising, altered consciousness, clear fluid leaking from ears, eyes or nose,
black eyes or bruises behind the ears, vision changes, nausea, vomiting). (iii) a serious eye injury, or (iv) a serious burn, or (v) the separation of his or her skin from an underlying tissue (such as de-gloving or scalping), or (vi) a spinal injury, or (vii) the loss of a bodily function (including loss of consciousness even for a second), or (viii) serious lacerations, or;
d) medical treatment within 48 hours of exposure to a substance, and includes any other injury or illness prescribed by the WHS regulations;
e) an injury or illness to any person requiring secondary medical attention following first aid and / or medical treatment or hospitalisation whether life threatening or not and / or time lost from work;
SERIOUS INCIDENTS Complete First Aid
Register and Incident Report form.
For any SERIOUS Incident involving
any person and where IMMEDIATE
TREATMENT is required,
contact the WHS Officer immediately
by phone.
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f) an exposure to a substance / chemical requiring first aid or medical treatment; g) a serious near miss or incident where it is likely that a death could have occurred or where medical treatment and
/ or lost time would be required (i.e.) psychological intervention / counselling. (i.e.) person is psychologically affected by witnessing a serious incident, or was the person who avoided injury by action taken from a circumstance (i.e.) ducked to avoid being hit by a ladder being carried by someone;
h) there is serious facial injury where the nose and / or teeth are broken or dislodged; i) a person sustains a spinal injury, broken bones or lacerations requiring sutures; j) a person sustains an electric shock; k) it is necessary to transport a person to hospital; l) medical attention is provided on site by an ambulance officer or health care professional or similar treatment is
reported by the student, visitor, volunteer, contractor or worker at a later date; m) a person has to leave the workplace early as a consequence of an incident; n) parents or caregivers are advised to take a student to a doctor for precautionary reasons; o) a student is injured outside of school hours but where staff may still be on duty and exercising a duty of care (e.g.
while on excursions); p) an incident occurs during the use of a school facility by a community user / group; q) a transport accident of any kind, where students and teachers are being transported to a school organised
activity; r) when a workplace manager or delegate considers it appropriate to do so bearing in mind any potential for legal
proceedings to result. s) Dangerous Occurrence (including Near Miss circumstances): includes an incident in relation to a workplace that
exposes a worker or any other person to a serious risk to a person’s health or safety emanating from an immediate or imminent exposure to:
t) an uncontrolled escape, spillage or leakage of a substance, or u) an uncontrolled implosion, explosion or fire, or v) an uncontrolled escape of gas or steam, or w) an uncontrolled escape of a pressurised substance, or x) electric shock, or y) the fall or release from a height of any plant, substance or thing, or z) the collapse, overturning, failure, malfunction of, or damage to, any plant required to be licensed or registered, or
the collapse or partial collapse of a building or structure.
SERIOUS INCIDENTS Complete First Aid
Register and Incident Report form.
For any SERIOUS Incident involving
any person and where IMMEDIATE
TREATMENT is required,
contact the WHS Officer immediately
by phone.
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4 Physical restraint Incidents only. No treatment and no lost time OR first aid treatment only, no lost time or secondary medical attention required and transport to hospital is not required
Includes any incident involving ‘physical restraint’. These are not ‘serious’ or ‘notifiable’ incidents (refer to those Definitions which are more serious) however physical restraint incidents must be ‘reported’ via a Student Incident report form, to the Team Leader Pastoral Care & Student Wellbeing, Education Services. Send Incident report form through via the EWS email address at the bottom of the report form.
REPORTABLE INCIDENTS
Complete an Incident Report form and forward to the
Employee Wellbeing and Safety (EWS)
team for notification to Education
Services.
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SUMMARY OF PROCEDURES What to do when a work related incident involving an injury, illness, exposure or near miss occurs.
Step Incident involving Action Timeframe
1(a) Employee (Worker) If the person is unable to complete the form the Team Leader, Head of Service, senior administration person or first aider should consult with the person to establish details of the incident and complete the form to the best of their knowledge in relation to the incident.
Access the Incident Report form via the EWS website.
Either print the form to complete by hand, or complete the form online.
Complete all the fields on the form to the best of their knowledge.
If completing the form online, or if a hard copy, hand deliver or scan and / or send it per email, to your Team Leader, Head of Service / school Principal as soon as possible and ideally immediately following the incident, to enable completion of section 5 ‘Preventative Action’.
ASAP ideally immediately following the
incident.
1(b) Visitors, Volunteers, Contractors
If the person is unable to complete the form the Team Leader / Head of Service, senior administration person or first aider should consult with the person to establish details of the incident and complete the form to the best of their knowledge in relation to the incident.
Team Leader or School administration staff to access the Incident Report form via the EWS website.
Print the form to allow the person to complete by hand, if person unable to complete online.
The Team Leader, senior administration person or first aider, is to ensure all fields in the form are completed.
If completing the form online, or if a hard copy, the person in charge of the visitor, volunteer or contractor should hand deliver or scan and / or send it per email, to their Team Leader / Head of Service / school Principal as soon as possible and ideally immediately following the incident, to enable completion of section 5 ‘Preventative Action’.
ASAP ideally immediately following the incident.
1( c) Students
If the person is unable to complete the form the senior administration person, teacher, first aider, AP or Principal should consult with the
The Incident Report form should be accessed via the EWS website.
Either print the form to complete by hand, or complete the form online.
Complete all the fields on the form.
If completing the form online, or if a hard copy, hand deliver or scan and / or send it per email, to your school Principal as soon as possible and ideally immediately following the incident, to enable completion of section 5
ASAP ideally immediately following the incident.
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person to establish details of the incident and complete the form to the best of their knowledge in relation to the incident.
‘Preventative Action’.
Step Person responsible Action Timeframe
2. Team Leader / Head of Service / School Principal or AP.
Upon receipt of any Incident Report form from an Employee (Worker), Visitor, Volunteer, Contractor or Student, complete the ‘Preventative Actions’ section of the Incident Report form and ensure any actions are implemented.
Forward the completed Incident Report form to the Employee Wellbeing and Safety Team via email [email protected]
Maintain regular contact with the injured person regarding the ongoing management of the injury. For Employee (Worker) incidents consult with the Employee Wellbeing and Safety Team.
Hard copies of Incident Report forms must be retained in a confidential ‘Register of Injuries’ folder, kept by the Head of Service / school Principal, for a minimum of 30 years.
24 hours Ongoing
Employee (Worker) An Injured employee (Worker) must consult a medical practitioner if: - medical treatment is required, or - time loss is incurred and obtain a SafeWork NSW ‘Certificate of Capacity’.
Forward the medical certificate to your Team Leader / Head of Service and email it to the Employee Wellbeing and Safety Team [email protected]
ASAP
Employee Wellbeing and Safety Team A representative from the Employee Wellbeing and Safety Team upon receiving the Incident Report form will contact the injured / affected Employee (Worker).
Contact may also be made with the Team Leader/ Head of Service or School Principal.
Within 48 hours of receipt