Accident Incident Reporting and Investigation Program

Policy

All accidents, incidents, close calls/near-misses, or unsafe conditions, involving University employees, students, contractors, or visitors shall be reported in accordance with this policy. All workers have a right to report work-related injuries or illnesses free from retaliation.

An accident is an unanticipated event that results in an injury, illness, hazardous spill/release, or significant property damage.

An incident is a close call/near miss that has the potential to escalate to accident status.

The University of Chicago Accident Incident Reporting system (UCAIR), enables anyone to submit accident and incident reports to allow for automatic notification to Environmental Health and Safety (EHS) and the Office of Research Safety (ORS). UCAIR does not replace contacting the University of Chicago Police Department (UCPD) at 123 from a campus phone or 773.702.8181 from any other phone for emergencies, but rather supplements the process by streamlining and centralizing recordkeeping.

Proper, accurate, and timely reporting plays a critical role in the investigation which allows for the following:

  • Identification of the hazard;
  • Determination of the cause;
  • Development of a corrective action plan; and
  • Implementation of proper safeguards to prevent reoccurrences.

Back to top

Authority and Responsibility

Employees or students performing work are responsible for:

  • Reporting all accidents, incidents, close calls/near misses, or unsafe conditions or having someone report on your behalf (e.g., witness) to your supervisor or Human Resources representative and in the University of Chicago Accident Incident Reporting System (UCAIR)
  • Participating in a root cause analysis investigation with EHS, ORS, and/or laboratory safety specialist for accidents, incidents, close calls/near misses, or unsafe conditions, as deemed necessary; and
  • Completing the required documentation detailed in this policy for all injuries.

Supervisors, teaching assistants (TAs), or Human Resources (HR) Representatives are responsible for:

  • Ensuring all accidents, incidents, close calls/near misses, or unsafe conditions have been reported in UCAIR;
  • Completing and submitting the required documentation detailed in this policy for all injuries; and
  • Assisting with the implementation of a corrective action plan to rectify any accidents, incidents, close calls/near misses, or unsafe conditions.

Environmental Health and Safety (EHS) is responsible for:

  • Responding to and conducting a root cause analysis investigation of all accidents, incidents, close calls/near misses, or unsafe conditions involving non-research and/or teaching related laboratory employees or students performing non-research related work, as deemed necessary;
  • Developing a corrective action plan to rectify any unsafe condition identifying the urgency of the corrective action and those responsible for addressing the scope of the action item(s) as a result of a root cause analysis investigation;
  • Assisting departments with the implementation of corrective action plans;
  • Ensuring those responsible have completed the scope as agreed;
  • Issuing all root cause analysis investigation reports to Risk Management and Human Resources Leave Management;
  • Issuing all root cause analysis investigation reports for laboratory buildings to ORS;
  • Notifying Risk Management of any contractor related injuries or incident causing an unsafe condition during construction/renovation in University buildings or on University property; and
  • Notifying the Occupational Health and Safety Administration (OSHA) for any fatality, in-patient hospitalization, amputation, or loss of an eye.

Office of Research Safety (ORS) and Laboratory Safety Specialists (LSS) are responsible for:

  • Responding to and conducting a root cause analysis investigation of all accidents, incidents, close calls/near misses, or unsafe conditions involving research and/or teaching related laboratory employees or students performing research related work, as deemed necessary;
  • Notifying EHS immediately of any fatality, in-patient hospitalization, amputation, or loss of an eye;
  • Developing a corrective action plan to rectify any unsafe condition identifying the urgency of the corrective action and those responsible for addressing the scope of the action item(s) as a result of a root cause analysis investigation;
  • Assisting departments with the implementation of corrective action plans;
  • Ensuring those responsible have completed the scope as agreed; and
  • Issuing a root cause analysis investigation report to EHS.

Facilities Services – Capital Project and Delivery is responsible for:

  • Reporting all contractor related accidents, incidents, close calls/near misses, or unsafe conditions in UCAIR.

Risk Management is responsible for:

  • Responding to and conducting a root cause analysis investigation of accidents, incidents, close calls/near misses, or unsafe conditions involving the general student population and visitors, upon notice;
  • Requesting and/or developing a corrective action plan to rectify any unsafe condition identifying the urgency of the corrective action and those responsible for addressing the scope of the action item(s) as a result of a root cause analysis investigation;
  • Assisting departments with the implementation of corrective action plans; and
  • Ensuring those responsible have completed the scope as agreed.

Human Resources – Leave Administration is responsible for:

  • Processing accident/injury reports;
  • Identifying those accidents that may need further response to prevent injury to others, when applicable;
  • Receiving and forwarding medical bills to the third party claims administrator for payment; and
  • Establishing a claim with the third party administrator for work related injuries.

Back to top

Procedure

Emergency Assistance

For on campus accidents/incidents requiring emergency assistance, contact the UCPD at 123 from a campus phone or 773.702.8181 from other phones to arrange for on-scene medical assistance.

For off campus accidents/incidents requiring emergency assistance, dial 911 or follow site-specific procedures to arrange for on-scene medical assistance.

General Medical Attention for On-Site University Employees

If you are a University of Chicago employee and you are injured on the job during your employment:

  1. Report the accident/incident or have someone report on your behalf (e.g., witness) to your supervisor or HR representative and in UCAIR;
  2. Seek medical treatment at the University of Chicago Medicine (UCOM) or Adult Emergency Department.  During registration into the emergency department clearly state that this it is a work related accident and you are an employee at the University of Chicago so the medical bills will be submitted to HR Leave Administration for review;
  3. Always use the “buddy” system when obtaining medical attention by having someone escort the injured individual to receive medical treatment;
  4. Your supervisor or HR representative will complete:
  5. Your Supervisor or HR representative will provide you with:

  6. Scan and email the aforementioned forms to leaveadministration@uchicago.edu or fax to 773.834.4847.

Note: There are other forms you may be required to complete during or following your medical evaluation and treatment.

General Medical Attention for Off-Site University Employees Located in Illinois

If you are a University of Chicago employee, but work at a satellite location in Illinois and are injured on the job during your employment:

  1. Report the accident/incident or have someone report on your behalf (e.g., witness) to your supervisor or HR representative and in UCAIR;

  2. Seek medical treatment at the University of Chicago Medicine (UCOM) or nearest emergency room;

  3. Always use the “buddy” system when obtaining medical attention by having someone escort the injured individual to receive medical treatment;

  4. Your supervisor or HR representative will complete:

  5. Your Supervisor or HR representative will provide you with:

  6. Scan and email the aforementioned forms to leaveadministration@uchicago.edu or fax to 773.834.4847;

  7. Inform the emergency department that it is a work related accident and you are an employee at the University of Chicago so the medical facility sends the bills to the University of Chicago for review; and

  8. Forward any bills to Human Resources – Leave Administration.

General Medical Attention for Off-Site University Employees Located Outside of Illinois

If you are a University of Chicago employee, but work at a satellite location outside of Illinois and are injured on the job during your employment:

  1. Seek medical treatment as you would for any medical or injury condition (There are no designated providers outside of Illinois); and
  2. Report the accident/incident or have someone report on your behalf (e.g., witness) to your supervisor or HR representative and in UCAIR.

General Medical Attention for Students

Student Injury/Illness Reporting Flow Chart shall be used to guide students/student workers to the right department for medical assistance. If you are a University of Chicago student and are injured while performing work, follow the procedures above for “General Medical Attention for On-Site University Employees”. If you are a student and are injured or become ill for any other reason:

  1. Seek first aid or medical treatment immediately at one of the following depending on the time or nature of the accident or injury; and

  2. Always use the “buddy” system when obtaining medical attention by having someone escort the injured individual to receive medical treatment.

Non-University Personnel (Visitor or Contractor)

  1. Report the accident/incident or have someone report on your behalf (e.g., witness) to the University of Chicago Police Department at 773.702.8181, Risk Management at 773.702.3693; and in UCAIR.

Health Care Provider Information

UNIVERSITY OF CHICAGO OCCUPATIONAL MEDICINE (UCOM) 

Location: Arthur Rubloff Tower - 5841 South Maryland Avenue, D136 (enter on Maryland Ave just south of 58th Street) 
Phone Number: 773.702.6757
Hours: 7:15 a.m. – 4:30 p.m. M-F

ADULT EMERGENCY DEPARTMENT

Location: 5656 South Maryland Avenue (enter on Maryland Ave just north of 57th Street) 
Phone Number: 773.702.6250
Hours: Open 24 hours

STUDENT HEALTH SERVICES (SHS)

Location: Albert Merritt Billings, 5841 South Maryland Avenue, Suite R100
Phone Number: 773.702.4156
Hours: 8 a.m. – 5 p.m. M-F
Note: The SHS is an appointment-based clinic: you must call and schedule an appointment to be seen.  No walk-ins will be accepted.

Back to top

Guidance Documents

Accident Incident Reporting and Investigation Program Guidance Document

Reviewed: January 2018

Back to top