5.24.7 Accident & Injury Reporting

PURPOSE:

This procedure provides standardization for reporting accidents, injuries, and illnesses. This process helps ensure that accidents and near-misses are properly addressed to reduce the chances of future occurrences.

This procedure applies to:

Section 1: Employee Occupational Injuries and Illnesses (no matter how small or insignificant);
Section 2: Non-Employee Injuries and Illnesses (no matter how small or insignificant).
Section 3: Medical Emergencies.
Section 4: Transporting Injured or Ill Persons.
Section 5: Near-Miss Incidents.
Section 6: State Vehicle Accidents.
Section 7: Damage to College Property.
Section 8: Death on Campus.
Section 9: Reporting Fatalities and Severe Injuries and Illnesses to Minnesota Occupational Safety and Health Administration (MNOSHA).
Section 10: Safety Administrator Investigations.
Section 11: Documenting Tips.

PROCEDURAL STEPS:

Section 1: Employee (Occupational Injuries and Illnesses)

The injured employee should seek first-aid or medical treatment if needed.
1. Persons providing first-aid treatment or disinfection/clean-up must observe standard bloodborne pathogen precautions.
Employees should report occupational injuries and illnesses to their supervisor and Human Resources (HR) within 24 hours of the incident occurring. Reporting may be completed by email or phone.
HR will provide the employee with instructions for completing the “Employee StatementRegarding Injury/Illness/Incident Form.”
HR will provide the employee’s supervisor with instructions for completing the “Injury,Illness, Incident Data Form,” and the “Agency Claims Investigation Form.”
HR will notify the Safety Administrator and the Minnesota Department of Administration Risk Management Division (651-201-3000) of the reported incident.
The employee and supervisor will complete the forms and submit to HR within 48 hours of the incident.
1. If the employee or supervisor needs assistance reviewing the accident they may contact the Safety Administrator for guidance.
2. Any hazardous conditions or unsafe equipment must be corrected immediately. If immediate correction is not possible, alternate methods must be used to safeguard others from the hazard.
3. If the employee receives medical treatment (beyond first-aid treatment measures), the employee will provide HR and their supervisor any work restrictions required by the physician prior to returning to work. Work restrictions must be documented on the “Report of Work Ability Form,” or in a report that contains the same information. HR and the supervisor will determine if modified work is available to meet these restrictions before the employee is cleared to return for work.
HR will review the completed employee and supervisor forms and submit them to the Minnesota Department of Administration Risk Management Division (651-201-3000).
1. HR will provide guidance and support to the employee and their supervisor through the workers’ compensation process. The injured employee will be referred to the Minnesota Department of Administration Risk Management Division (651-201-3000) as required.
2. If the employee injury or illness is classified as an “OSHA Recordable Injury or Illness,” then HR will update/maintain the OSHA 300 Log within seven (7) calendar days of the reported incident.
The Safety Administrator and Safety Committee will review reported accidents during their scheduled meetings to determine safety improvements.

Section 2: Non-Employee (Injuries and Illnesses)

The injured non-employees should seek first-aid or medical treatment if needed.
1. Persons providing first-aid treatment or disinfection/clean-up must observe standard bloodborne pathogen precautions.
Non-employees should report injuries and illnesses occurring on college property or offsite college activities to an employee.
The employee should report these injuries and illnesses to the Safety Administrator or Vice President of Finance & Operations within 24 hours of the incident occurring. Reporting may be completed by email or phone.
1. Faculty who receive notification from a student that claims an injury or illness resulting from participation in their program must also report the incident to their Dean of Academic Affairs.
2. Coaching personnel who receive notification from a student that claims an injury or illness resulting from participation in athletic activities must also report the incident to the Athletic Director.
The Safety Administrator or Vice President of Finance & Operations will provide the employee with instructions for completing the “Property/Liability Loss Notice Form.”
The Safety Administrator or Vice President of Finance & Operations will notify the Minnesota Department of Administration Risk Management Division (claims.rmd@state.mn.us) of the reported incident.
The reporting employee will complete the form and return it to the Safety Administrator or Vice President of Finance & Operations within 48 hours of the incident.
1. If the reporting employee needs assistance in reviewing the accident they may contact the Safety Administrator for guidance.
2. Any hazardous conditions or unsafe equipment must be corrected immediately. If immediate correction is not possible, alternate methods must be used to safeguard others from the hazard.
The Safety Administrator or Vice President of Finance & Operations will review the completed form and submit it to the Minnesota Department of Administration Risk Management Division (claims.rmd@state.mn.us). The injured party will be referred to the Minnesota Department of Administration Risk Management Division as required.
The Safety Administrator and Safety Committee will review reported accidents during their scheduled meetings to determine safety improvements.

Section 3: Medical Emergency

Immediately call 9-1-1; be prepared to provide the following information:
1. Campus address
2. Location of emergency in building and room number (if known)
3. Number or description of nearest exterior door
4. Symptoms or nature of medical emergency
5. Victim’s name
6. Your name and telephone number
Send someone to nearest exterior door to assist in directing emergency responders to victim’s location.
When possible, isolate victim by disbursing onlookers and keeping them from congregating in the area.
Do not move the victim unless evacuation is absolutely necessary.
Stay with the victim until emergency responders arrive.
Following the incident, the employee must report the incident to their supervisor. The supervisor will contact the President (or designee in the President’s absence), the Executive Director of Communications, or Safety Administrator.
Following the incident, the employee will follow the reporting procedures for employees or non-employees injury and illness.
1. Events involving serious bodily injury (e.g. hospitalization and fatalities), or severe property damage) will be reported immediately to the Minnesota Department of Administration Risk Management Division Emergency Line (651- 201-2594) by the Safety Administrator or Vice President of Finance & Operations
2. The Safety Administrator will notify MNOSHA of work-related incidents as required.
For employee incidents, the President (or designee in the President’s absence), or the Executive Director of Communications will immediately notify the victim’s identified contact person.
For student incidents, the Dean of Students will immediately notify the victim’s identified contact person, or the custodial parents or guardians (for students under the age of 18).
The Executive Director of Communications will coordinate public information to the media.

Section 4: Transporting Injured or Ill Persons

Riverland personnel should not transport any severely injured (or ill) person to the hospital for first-aid or medical treatment. Instead follow the, “Medical Emergency,” section to request 911 assistance.
1. If the injured person refuses treatment or transportation from Emergency Medical Service (EMS) personnel, EMS personnel will ask the injured person sign a refusal form based on informed consent (i.e., the injured person understands that they are refusing/declining medical treatment).
2. The injured person may then arrange their own alternate transportation (e.g., family member, friends, public transportation, etc.).

Section 5: Near-Miss Incidents

Employees should report near-miss incidents to their supervisor and the Safety Administrator within 24 hours of the incident occurring. Reporting may be completed by email or phone.
The “Property/Liability Loss Notice Form” can be used to help document near-miss incidents.
1. Any hazardous conditions or unsafe equipment must be corrected immediately. If immediate correction is not possible, alternate methods must be used to safeguard others from the hazard.
The Safety Administrator and Safety Committee will review reported near-misses during their scheduled meetings to determine safety improvements.

Section 6: State Vehicle Accidents

If you are involved in a crash, immediately pull off the road and stop your vehicle.
Immediately notify law enforcement if the crash involves other individuals or property. Check for injuries and call emergency services if necessary.
1. If incident involves serious injury or fatality, please call the Safety Administrator (507- 433-0621) or Vice President of Finance & Operations (507-433-0523) as soon as possible.
  1. The Safety Administrator or Vice President of Finance & Operations will immediately notify the Minnesota Department of Administration Risk Management Division Emergency Line (651-201-2594), and the President (or designee in the President’s absence), and the Executive Director of Communications.
Document the following:
1. Names, phone numbers and addresses of all individuals involved and witnesses. Also get the driver’s license number of all drivers.
2. Document the VIN numbers, license plate numbers, and the make and model of all vehicles involved.
3. Document the other vehicle’s insurance information including insurance contact information and policy number.
4. Take photos if possible (Accident site, damage, vehicles, etc.)
The employee must complete the “Vehicle Crash/Damage Notice Form,” and return it to the Safety Administrator or Vice President of Finance & Operations within 48 hours of the accident.
The Safety Administrator or Vice President of Finance & Operations will review the completed form and submit it to Risk Management. Any injured parties will be referred to Risk Management as required.
Injured employees will be reported and filed in accordance with workers’ compensation process. HR will provide guidance and support to the employee and their supervisor throughout the workers compensation process.
The Safety Administrator and Safety Committee will review reported accidents during their scheduled meetings to determine safety improvements.

Section 7: Damage to College Property

Employees should report damaged state property to their supervisor and either the Physical Plant Supervisor or Vice President of Finance & Operations within 24 hours of the incident.
Physical Plant Supervisor or Vice President of Finance & Operations will provide the employee with instructions for completing the “Property/Liability Loss Notice Form.”
Physical Plant Supervisor or Vice President of Finance & Operations will notify the Safety Administrator of any potentially hazardous conditions.
1. Any hazardous conditions or unsafe equipment must be corrected immediately. If immediate correction is not possible, alternate methods must be used to safeguard others from the hazard.
2. The Physical Plant Supervisor or Vice President of Finance & Operations will immediately notify Risk Management Emergency Line (651-201-2594), and the President (or designee in the President’s absence), and the Executive Director of Communications of any event involving severe property damage.
The reporting employee will complete this required form and return it to the Safety Administrator and Vice President of Finance & Operations within 48 hours of the incident.
The Safety Administrator or Vice President of Finance & Operations will review the completed form and submit it to Risk Management.
The Physical Plant Supervisor will coordinate activities with internal college departments and vendors to repair damage.

Section 8: Death on Campus

In the event of a death on campus or in College Park Housing:

“Immediately follow medical emergency procedures specified in the “Medical Emergency” section in the event of death or suspected death on campus.” This includes calling 911.
Secure the area and keep persons at a safe distance. Every attempt must be made to preserve the scene as it was discovered. Do not move the body or allow anyone else to do so.
Follow all directions from Law Enforcement and emergency responders when they arrive on scene.
If there is a potential for danger to the college community, Star Alert will be utilized to alert persons of the need to stay away from the campus.
The President (or designee in the President’s absence), the Executive Director of Communications, and the Safety Administrator will monitor incident progress with local authorities.
The President (or designee in the President’s absence), the Executive Director of Communications, or the Safety Administrator will announce “All Clear” upon advisement of Law Enforcement that the danger has passed.
Law Enforcement (or other appropriate external agency) will provide the official notification to the deceased person’s next of kin.
1. If there is a student with an identical name as the deceased person, the Dean of Students will be asked to call their relatives, so they will not be alarmed by a news release.
The Executive Director of Communications will disseminate timely communications with employees, students, and the media in conjunction with Law Enforcement as required.
Ensure any affected areas of the death are remediated after consent is provided by Law Enforcement to do so.
Refer affected students to Advocacy Services or the Dean of Students for grief and related crisis intervention support services.
Refer affected employees to HR or the Minnesota Employee Assistance Program (EAP) for grief and related crisis intervention support services.
College Park Housing Actions:
1. The Director of Residential & Student Life, and Dean for Institutional Advancement will make arrangements for temporary living quarters for students as needed.
2. The Director of Residential & Student Life, and Dean for Institutional Advancement will inventory and secure all personal property and ensure that the deceased student’s room is for the arrival of the next of kin.
Other Support Actions:
1. After official notification of the person’s death is given to the next of kin, the President (or designee in the President’s absence) will contact the family of the deceased person to:
  1. Offer condolences;
  2. Determine if family has any immediate needs from the college (e.g. gathering items from dorms, notifying other students, etc.); and
  3. Gathering information about visitation and funeral arrangements.
  4. The Vice President of Employee Relations and Human Resources and the Dean of Students will provide communication to employees and students regarding visitation and funeral arrangements.

Section 9: Reporting Fatalities and Severe Injuries and Illnesses to MNOSHA

Riverland must notify MNOSHA of any employee occupational injury or illness that results in:
1. Work-related fatality;
2. Work-related in-patient hospitalizations of one or more employees (including heart attack if the heart attack resulted from a work-related incident);
3. Work-related amputations; or
4. Work-related losses of an eye.
The Safety Administrator will notify MNOSHA of a work-related fatality within 8 hours of learning of it, and they will report in-patient hospitalization, amputation, or eye loss incident within 24 hours of learning of it.
1. Call MNOSHA (651-284-5050) during regular business hours (i.e., 8:00 AM to 4:30 PM, Monday through Friday). Outside of MNOSHA’s business hours, or on weekends or holidays notify federal OSHA (800-321-6742).
This notification will include the following information:
1. Establishment name;
2. Location of the work-related incident;
3. Time of the work-related incident;
4. Type of reportable event (i.e., fatality, in-patient hospitalization, amputation or loss of an eye);
5. Number of employees who suffered the event;
6. Names of the employees who suffered the event;
7. Contact person and their phone number; and
8. Brief description of the work-related incident
Riverland is not required to report a work-related incidents to MNOSHA when:
1. It resulted from a motor vehicle accident on public street or highway (except if it happened in a construction work zone);
2. It occurred on a commercial or public transportation system (e.g., airplane, subway, bus, ferry, street car, light rail, train).
3. It occurred more than 30 days after the work-related incident in the case of a fatality or more than 24 hours after the work-related incident in cases of in-patient hospitalizations, amputations, or eye loss.
4. Any in-patient hospitalization if it was for diagnostic testing or observation only.

Section 10: Safety Administrator Investigations

When an incident is reported to the Safety Administrator, information from this initial notification will decide if an investigation by this person is necessary. The determining factors will include the nature and severity of the reported event, any previous occurrence of similar incidents, or if the supervisor/employee requests help with their own internal investigation process. In addition, college administration may request an investigation to determine potential liability. However, the primary purpose of any safety investigation is to determine the root cause of an incident and not to affix blame or assign guilt.

Section 11: Documenting Tips

Be specific and stick to the facts of the incident. Do not speculate on what may have happened.
Keep sentences short and simple.
When possible, include the following data to help supplement the information in the report:
1. Photos of the scene and damage, including photos of the entire scene and close-up photos of the damage.
2. Videos of the scene and damage with verbal descriptions that identify what is being recorded and where.
3. Witness statements and information including how to best contact them in the future.
4. Diagrams that identify the location of the incident and its relationship to permanent landmarks (e.g. buildings, sidewalks, streets, room numbers, lightposts or signs) in the area.
5. Handwritten notes of your observations, and notes of conversations that occurred at the accident scene or when the accident was reported.

DEFINITIONS (if applicable)

Accident: An unexpected or undesired event that results in bodily injury (including illness or fatality); and/or damage to organizational resources (e.g., facilities, grounds, equipment, revenue, productivity, service capabilities, etc.).
Employee: Individuals who work under the supervision or direct control of the college for wages or salary (i.e., staff, faculty, administration, student workers, work-study)
First-Aid: For purposes of this procedure first-aid includes:
1. Using a non-prescription medication at nonprescription strength (for medications available in both prescription and non-prescription form, a recommendation by a physician or other licensed health care professional to use a non-prescription medication at prescription strength is considered medical treatment for recordkeeping purposes);
2. Administering tetanus immunizations (other immunizations, such as Hepatitis B vaccine or rabies vaccine, are considered medical treatment);
3. Cleaning, flushing or soaking wounds on the surface of the skin;
4. Using wound coverings such as bandages, Band-Aids™, gauze pads, etc.; or using butterfly bandages or Steri-Strips™ (other wound closing devices such as sutures, staples, etc., are considered medical treatment);
5. Using hot or cold therapy;
6. Using any non-rigid means of support, such as elastic bandages, wraps, non-rigid back belts, etc. (devices with rigid stays or other systems designed to immobilize parts of the body are considered medical treatment for recordkeeping purposes);
7. Using temporary immobilization devices while transporting an accident victim (e.g., splints, slings, neck collars, back boards, etc.).
8. Drilling of a fingernail or toenail to relieve pressure, or draining fluid from a blister;
9. Using eye patches;
10. Removing foreign bodies from the eye using only irrigation or a cotton swab;
11. Removing splinters or foreign material from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means;
12. Using finger guards;
13. Using massages (physical therapy or chiropractic treatment are considered medical treatment for recordkeeping purposes); or
14. Drinking fluids for relief of heat stress.
In-Patient Hospitalization: Formal admission to the in-patient service of a hospital or clinic for care or treatment.
Medical Treatment: The management and care of a patient to combat disease or disorder. For purposes of this procedure medical treatment DOES NOT include:
1. Visits to a physician or other licensed health care professional solely for observation or counseling;
2. The conduct of diagnostic procedures, such as x-rays and blood tests, including the administration of prescription medications used solely for diagnostic purposes (e.g., eye drops to dilate pupils); or
3. First aid
Near-Miss Accident: An unexpected or undesired event that DOES NOT result in bodily injury or damage to organizational resources.
Non-Employee: Individuals who DO NOT work under the supervision or direct control of the college for wages or salary (i.e., students, visitors, volunteers, contractors, vendors). NOTE: Employees who are on Minnesota State property outside the scope and course of their employment are treated as visitors under this procedure.
OSHA Recordable Injury or Illness: Any work-related injury or illness that results in one or more of the following:
1. Death;
2. Days away from work;
3. Restricted work or transfer to another job;
4. Medical treatment beyond first aid;
5. Loss of consciousness; or
6. A significant injury or illness diagnosed by a physician or other licensed health care professional.
Work-Related/Occupational Injury or Illness: Employee injury or illness that occurs when the work environment either caused or contributed to the injury or significantly aggravated a pre-existing injury.

LIST RELATED POLICIES, PROCEDURES OR FORMS HERE:

Date Implemented: 9/8/2022

Responsible Division / Author: Administration/Safety Officer

Date Revised: 12/3/2024

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