ERG 500.05: Accident Reporting

Principal Guidance 

• SPPM 2.24, Reporting Accidental Injuries and Work-Related Illnesses 
• SPPM 2.26, Investigating Accidents 
• Incident Report Form 
• Supervisor’s Accident Investigation Report 
• Witness/Injured Person Statement Form 
• SPPM 7.20, Motor Vehicle Safety 
• Vehicle Accident Form 

Reporting 

All significant near misses, accidental injuries, work-related illnesses, and accidents resulting in property damage must be reported to supervisors immediately for evaluation and investigation. WSU must report employee fatalities or in -patient hospitalizations within eight (8) hours of the incident. WSU must report non-hospitalized employee amputations or loss of an eye within twenty-four (24) hours of the incident. Contact EH&S (509-335-3041) immediately after seeing to proper medical care/first aid/treatment for all major incidents. Do not disturb the scene of a major accident except to attend to the affected employee(s) and/or prevent further injury. The scene must otherwise remain intact to support WSU’s and L&I’s accident investigation. 

Supervisors must report any significant near miss, accidental injury, or work-related illness within 24 hours of occurrence by submitting an online Incident Report. In the absence of the supervisor, it is the director’s responsibility to ensure the required documentation is submitted. Procedures for reporting accidents/injuries and work-related illnesses are documented in the WSU Safety Policies and Procedures Manual section 2.24. 

Responsibilities 

Supervisors are responsible for the following: 

• Immediately reporting (after ensuring appropriate treatment for injured personnel) all significant near misses, accidental injuries, and work-related illnesses. 
• Investigating all significant near misses, accidental injuries, and work-related illnesses and completing a Supervisor’s Accident Investigation Report. 
• Based upon the results of the investigation, taking action to prevent future incidents. 
• Requiring that employees immediately report all significant near misses, accidental injuries, and work-related illnesses and accidents resulting in property damage. 
• Ensuring the most current version of the Vehicle Accident Report (SF137) and post motor vehicle accident instruction are available in the glove compartment of all motor vehicles prior to use. 
• Completing a Vehicle Accident Form when involved in a motor vehicle accident. 
• Distributing a copy of the Incident Report and any submitted attachments to the affected party. 

Employees are responsible for the following: 

• Immediately reporting (after ensuring appropriate treatment for injured personnel) all significant near misses, accidental injuries, and work-related illnesses. 
• Taking action to prevent future incidents. 
• Completing a Witness/Injured Person Statement Form when injured or witness to incidents. 

Process 

1. When an injury occurs, take measures to avoid further injury, evaluate the severity of the injury, and – if needed – call for emergency assistance/911 
2. SPPM 2.20, Responding to an injury incident outlines injury incident response procedures for notifying EMS, rendering first aid, and transporting injured persons.  
3. The supervisor conducts an incident investigation and (when feasible) interviews the employee and any witnesses involved. The supervisor then completes the Supervisor’s Accident Investigation Report within 48 hours of the incident (see SPPM 2.26, Investigating Accidents) 
4. Injured persons and witnesses must complete a Witness/Injured Person Statement Form. 
5. The OAE Safety Officer reviews the documents. 

After completing the online Incident Report, automated notifications and a copy of the form will be distributed to HRS, EH&S, and the reporting supervisor via email. The EHS OHS Assistant Director reviews the Incident Report. It is the responsibility of the supervisor to distribute a copy of the Incident Report and any submitted attachments to the affected party. 

The OHS Assistant director reviews the report and evaluated the severity/potential severity of the incident. If a need for additional timely attention is indicated, the OHS Assistant Director will contact the supervisor to determine what corrective action has taken place or is needed. 

If any additional timely attention is not indicated, the reports will be held for review at the next Safety Committee meeting. This Committee meets bi-monthly to review incident reports, verify completion of appropriate paperwork, determine contributing causes, review recommended corrective actions, and ensure completion of the corrective action. 

The Safety Committee may agree with the investigation and corrective action taken or may suggest alternatives. 

Motor Vehicle Accidents 

For an accident involving a motor vehicle, regardless of how minor, the driver must immediately notify their supervisor, Risk management, and the Motor Pool (if a Motor Pool vehicle was involved). See SPPM 7.20, Motor Vehicle Safety for additional information. 

For an accident involving a motor vehicle with injuries, the driver must also immediately notify the local area law enforcement department. Law enforcement personnel should investigate all accidents results in: 

• Damage costing over $700 to motor vehicles, 
• Damage to other property, and/or 
• Injuries to individuals. 

The driver must submit a completed State of Washington Vehicle Accident Report (SF 137) to their supervisor within 24 hours. The supervisor is responsible for reviewing this document and submitting the original to Risk Management and a copy to the Motor Pool (if Motor Pool vehicle involved) within two working days of the accident.  An e-version of this form can be found here. 

Supervisors are responsible for ensuring the most current version of the Vehicle Accident Report (SF 137) and post motor vehicle accident instruction are available in the glove compartment of all motor vehicles prior to use.