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 (e.g., fire or flooding).

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 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.

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Authority and Responsibility

Employees or students performing work are responsible for:

  • Reporting all accidents, incidents via the University of Chicago Accident Incident Reporting System (UCAIR);
  • Completing the required documentation detailed in this policy for all injuries; and 
  • Participating in a root cause analysis investigation with EHS, ORS, and/or laboratory safety specialist for accidents or incidents, as deemed necessary.

Supervisors or Human Resource Partner (HRP) are responsible for:

  • Ensuring all accidents and incidents have been reported in UCAIR;
  • Completing and submitting the required documentation detailed in this policy for all injuries;
  • Coordinating and participating in the post-accident interview and root-cause analysis with employee and any witnesses;
  • Conducting their own investigation to evaluate adherence with non-safety related policies (e.g., human resources or departmental-specific policies), as deemed necessary;
  • Ensuring the items of concern identified in the corrective action plan are implemented (e.g., assign an owner, request funding as necessary); and
  • Managing the return to work process to ensure any restrictions provided by the physician are followed.

Environmental Health and Safety (EHS) is responsible for:

  • Responding to and conducting a root cause analysis investigation of all accidents and incidents involving non-laboratory activities, 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);  
  • 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;
  • Notifying Risk Management of accidents or incidents impacting non-employees (e.g., contractors, students, visitors); 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 or incidents involving employees or students in research laboratories or teaching laboratories, as deemed necessary;
  • Notifying EHS immediately if an OSHA reportable event occurs (e.g., 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);
  • 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 and BSD Facilities Design and Construction is responsible for:

  • Reporting all contractor related accidents or incidents in UCAIR.

Risk Management is responsible for:

  • Managing the Workers' Compensation Program; 
  • Immediately notifying EHS and ORS if an injury is reported directly to their office.  Especially, if the accident warrants further response to prevent injury to others or it meets the definition of OSHA Reportable (i.e., fatality, admitted to hospital, amputation, or loss of eye);
  • Receiving and forwarding medical bills to the third-party claims administrator for payment;
  • Establishing a claim with the third-party administrator for work related injuries; and
  • Responding to and conducting investigations of accidents and incidents involving non-employees (e.g., students, contractors, visitors); 
    • Requesting and/or developing a corrective action plan to rectify any unsafe conditions;
    • Identifying the urgency of the corrective action and those responsible for addressing the scope of the action item(s); 
    • 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 time-off related to work related injuries

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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 HRP and in UCAIR;

  2. Seek medical treatment at the University of Chicago Occupational Medicine (UCOM) or Adult Emergency Department (ED).  During registration, clearly state that this it is a work related accident and you are an employee at the University of Chicago; 

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

  4. To intiate a Workers' Compensation claim please complete forms located on the Workers' Compensation Policy Page.

Note: You may be required to complete additional forms during and/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 HRP and in UCAIR;

  2. Seek medical treatment at UCOM or the ED;

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

  4. To intiate a Workers' Compensation claim please complete forms located on the  Workers' Compensation Policy Page.

  5. 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

  6. Forward any bills to Risk Management at WCclaim@uchicago.edu.

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 HRP and in UCAIR.

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

  4. To intiate a Workers' Compensation claim please complete forms located on the Workers' Compensation Policy Page.

  5. Scan and email the aforementioned forms to WCclaim@uchicago.edu;

  6. 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

  7. Forward any bills to Risk Management at WCclaim@uchicago.edu.

General Medical Attention for Students

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. Notify your University contact (e.g., Project Manager) and they will report the accident or incident on your behalf via 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. – 3:30 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.

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Guidance Documents

Accident Incident Reporting and Investigation Program Guidance Document

Reviewed: July 2019

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