UCOP Incident Reporting

1. UCOP Incident Reporting April 2009 UCOP Safety Meeting For the April 2009 UCOP Safety Meeting we will discuss the new University of California web based incident reporting system.For the April 2009 UCOP Safety Meeting we will discuss the new University of California web based incident reporting system.

2. April 2009 UCOP Safety Meeting University of California Incident Reporting System Three years ago � UC System assessed how incidents were reported at UC campuses & medical centers Need a single unified system for the entire University of California system: Web based Uniform terminology Common reporting elements Three years ago, the University of California system began to assess how incidents were reported at the campuses and medical centers. It was determined that a single UC systemwide web based reporting system, with uniform terminology and common reporting elements would be the most desirable type of reporting system for the University of California system. Three years ago, the University of California system began to assess how incidents were reported at the campuses and medical centers. It was determined that a single UC systemwide web based reporting system, with uniform terminology and common reporting elements would be the most desirable type of reporting system for the University of California system.

3. April 2009 UCOP Safety Meeting Web Based Incident Reporting Program Based on UC Irvine�s web based system Allows the reporting of any incident Access to anyone who wants to report an incident Allowance for anonymity Immediate notification upon submittal of an incident No training required to report an incident A web based incident reporting program was developed based on a similar program at UC Irvine. This new web based reporting program: Allows the reporting of any type of incident; Allows access to anyone who wants to report an incident, and also allows for anonymity for the person (if desired); Immediately notifies a �trained gatekeeper� of the reported incident; and Is a simply program which does not require training prior using the web based system.A web based incident reporting program was developed based on a similar program at UC Irvine. This new web based reporting program: Allows the reporting of any type of incident; Allows access to anyone who wants to report an incident, and also allows for anonymity for the person (if desired); Immediately notifies a �trained gatekeeper� of the reported incident; and Is a simply program which does not require training prior using the web based system.

4. April 2009 UCOP Safety Meeting Web Based Incident Reporting Program June, 2009 � Targeted pilot launch date for: UCOP UC Riverside UC Irvine Summer, 2009 -Target for system-wide roll-out Since the incident reporting system is new system. It will be pilot tested at three locations: UCOP, UC Riverside, and UC Irvine. The target pilot launch date is June, 2009. After the pilot test, the target date for a UC systemwide roll-out for the system is during the summer of 2009.Since the incident reporting system is new system. It will be pilot tested at three locations: UCOP, UC Riverside, and UC Irvine. The target pilot launch date is June, 2009. After the pilot test, the target date for a UC systemwide roll-out for the system is during the summer of 2009.

5. April 2009 UCOP Safety Meeting Links to UCOP Web Based Incident Reporting On the main UCOP webpage under �Quick Links� UCOP EH&S webpage at: http://www.ucop.edu/riskmgt/ehs/ Additional links from other UCOP webpages will be established in the future Webpage links to the UCOP web based incident reporting program: After the kick-off of the UCOP pilot, the web based incident reporting program can be found on the main UCOP webpage under �Quick Links� and on the UCOP Environment, Health & Safety (EH&S) webpage. In the future, additional links from other UCOP webpages will be established.Webpage links to the UCOP web based incident reporting program: After the kick-off of the UCOP pilot, the web based incident reporting program can be found on the main UCOP webpage under �Quick Links� and on the UCOP Environment, Health & Safety (EH&S) webpage. In the future, additional links from other UCOP webpages will be established.

6. April 2009 UCOP Safety Meeting Online Reporting - Unrestricted Access to Report These 7 Categories Exposure Injury/Illness Near Miss Safety Concern Vehicle Collision Property Damage Release to the Environment Definitions of Each Category�Next 3 Slides What are the types of incidents which can be reported on the new web-based incident reporting system? There are seven categories: Exposure Injury or illness Near Miss Safety Concern Vehicle Collision Property Damage Release to the Environment We will discuss the definitions of each category on the next 3 slides.What are the types of incidents which can be reported on the new web-based incident reporting system? There are seven categories: Exposure Injury or illness Near Miss Safety Concern Vehicle Collision Property Damage Release to the Environment We will discuss the definitions of each category on the next 3 slides.

7. April 2009 UCOP Safety Meeting Definitions of Incident Categories Exposure � Injury/illness as a result of exposure to harmful conditions, chemicals, airborne particulates, temperature extremes, etc. Injury � Physical harm or damage to the body Illness � Acute or chronic illness or disease caused by inhalation, absorption, ingestion, or direct contact Exposure � An incident which a person suffers injury or illness as a result of exposure to harmful conditions such as toxic fumes, vapors, gases, or airborne particles; temperature extremes, oxygen deficiency; radioactivity; or intense light Injury - Physical harm or damage to the body resulting from an exchange, usually acute of mechanical, chemical, thermal, or other environmental energy that exceeds the body�s tolerance Illness � Any abnormal condition or disorder, other than one resulting from an occupational injury, caused by exposure to environmental factors associated with employment. It includes acute & chronic illnesses or diseases that may be caused by inhalation, absorption, ingestion, or direct contact. Exposure � An incident which a person suffers injury or illness as a result of exposure to harmful conditions such as toxic fumes, vapors, gases, or airborne particles; temperature extremes, oxygen deficiency; radioactivity; or intense light Injury - Physical harm or damage to the body resulting from an exchange, usually acute of mechanical, chemical, thermal, or other environmental energy that exceeds the body�s tolerance Illness � Any abnormal condition or disorder, other than one resulting from an occupational injury, caused by exposure to environmental factors associated with employment. It includes acute & chronic illnesses or diseases that may be caused by inhalation, absorption, ingestion, or direct contact.

8. April 2009 UCOP Safety Meeting Definitions of Incident Categories Near Miss � No property damage or personal injury, but given a slight shift in time or position, damage and/or injury could have occurred Safety Concern � Concerns regarding hazards in the workplace or on a campus Vehicle Collision � Event involving a motor vehicle in transport Near Miss � Incidents where no property was damaged and no personal injury sustained, but where given a slight shift in time or position, damage and/or injury easily could have occurred Safety concern � Individual concern regarding hazards in the workplace or on a campus Vehicle collision � An unstabilized situation that includes at least one harmful event (injury or property damage) involving a motor vehicle in transport (in motion, in readiness for motion, or on a roadway), but not parked in a designated parking area) that does not result from discharge of a firearm or explosive device and does not directly result from a cataclysm. Near Miss � Incidents where no property was damaged and no personal injury sustained, but where given a slight shift in time or position, damage and/or injury easily could have occurred Safety concern � Individual concern regarding hazards in the workplace or on a campus Vehicle collision � An unstabilized situation that includes at least one harmful event (injury or property damage) involving a motor vehicle in transport (in motion, in readiness for motion, or on a roadway), but not parked in a designated parking area) that does not result from discharge of a firearm or explosive device and does not directly result from a cataclysm.

9. April 2009 UCOP Safety Meeting Definitions of Incident Categories Property Damage � Undesired event that results in property damage Release to the Environment � Spill, leak, or discharge to the environment (groundwater, soil, or air) These 2 categories are most likely to be reported by a campus or medical center Property Damage � Undesired event that results in property damage. Release to the Environment � Spill, leak, discharge to the environment (e.g. groundwater, soil, or air). These 2 categories are highly unlikely to be reported at UCOP - Most likely they would be reported at a campus or medical center.Property Damage � Undesired event that results in property damage. Release to the Environment � Spill, leak, discharge to the environment (e.g. groundwater, soil, or air). These 2 categories are highly unlikely to be reported at UCOP - Most likely they would be reported at a campus or medical center.

10. April 2009 UCOP Safety Meeting Online Incident Reporting Process Reported event will flow through a trained �gatekeeper� Validate category & basic information Each category - Automatically notifies the selected designated program Facilitate quicker response time Eliminate duplicate reporting/handling/input What is the process once and incident is reported on the new web based system? Once reported, the reported incident will flow through a trained gatekeeper. The gatekeeper will validate the category and ensure the basic information reported is complete. The UCOP gatekeepers will be Larry Wong and Ed Baylosis, [Office of Risk Services, Environment, Health and Safety (EH&S)]. Once the reported incident is validated, each category would then be automatically forwarded to selected designated programs at UCOP. This would facilitate a quicker response time and eliminate duplicate reporting, handling, and input. What is the process once and incident is reported on the new web based system? Once reported, the reported incident will flow through a trained gatekeeper. The gatekeeper will validate the category and ensure the basic information reported is complete. The UCOP gatekeepers will be Larry Wong and Ed Baylosis, [Office of Risk Services, Environment, Health and Safety (EH&S)]. Once the reported incident is validated, each category would then be automatically forwarded to selected designated programs at UCOP. This would facilitate a quicker response time and eliminate duplicate reporting, handling, and input.

11. April 2009 UCOP Safety Meeting When Should You Report Immediately, but not later than 24 hours after initial discovery Certain types of incidents are required to be reported to Cal/OSHA: Serious injuries or fatalities must be reported as soon as possible, but not longer than 8-hours after initial discovery When should you report an incident? You should report an incident immediately, but not later than 24 hours after initial discovery. Certain items such as a serious injury or fatality is required to be report to Cal/OSHA as soon as possible, but not longer than 8 hours after initial discovery. When should you report an incident? You should report an incident immediately, but not later than 24 hours after initial discovery. Certain items such as a serious injury or fatality is required to be report to Cal/OSHA as soon as possible, but not longer than 8 hours after initial discovery.

12. April 2009 UCOP Safety Meeting Why Should You Report Prevention � Raises safety awareness Tracking � Able to associate activities with other incidents Correction � Receive technical assistance Claims Management � Provides better & timely documents which results in better management of claims Regulatory Requirement � Reporting may be required by a regulatory agency (Cal/OSHA, Cal/EPA, Bay Area Air Quality Management, etc. Why should you report an incident? - There are several reasons for reporting incidents: ? Raises safety awareness and results in prevention of injuries and illnesses. ? Allows UC to track the incidents and associate activities related to other incidents. ? Allows you to received technical assistance to address safety concerns ? Allows UC to manage its claims by providing better and timely submittal of documents. This results in better management of claims ? There may also be a regulatory reporting requirement by regulatory agencies such as Cal/OSHA, Cal/EPA, Bay Area Air Quality Management District, etc. Why should you report an incident? - There are several reasons for reporting incidents: ? Raises safety awareness and results in prevention of injuries and illnesses. ? Allows UC to track the incidents and associate activities related to other incidents. ? Allows you to received technical assistance to address safety concerns ? Allows UC to manage its claims by providing better and timely submittal of documents. This results in better management of claims ? There may also be a regulatory reporting requirement by regulatory agencies such as Cal/OSHA, Cal/EPA, Bay Area Air Quality Management District, etc.

13. April 2009 UCOP Safety Meeting Incident Reporting - Initial Screen The 4 blue colored fields (Campus Location, Date of Incident, Time, & Incident Category) are the only required fields. All other fields are optional Can submit an incident report anonymously Print out summary at the end of submittal Initial Input Screen: This slide shows the initial input screen when you first enter the incident reporting system. The screen has eight fields to complete. The four blue colored fields (Campus Location, Date, Time, and Incident Category) are the only required fields. The other four fields (First Name, Last Name, Phone Number, and e-Mail Address) are optional fields. The optional fields allow you to submit an incident report anonymously. If you submit a report anonymously, you can keep a record of your submittal, by printing out the summary at the end of the submittal process. Initial Input Screen: This slide shows the initial input screen when you first enter the incident reporting system. The screen has eight fields to complete. The four blue colored fields (Campus Location, Date, Time, and Incident Category) are the only required fields. The other four fields (First Name, Last Name, Phone Number, and e-Mail Address) are optional fields. The optional fields allow you to submit an incident report anonymously. If you submit a report anonymously, you can keep a record of your submittal, by printing out the summary at the end of the submittal process.

14. April 2009 UCOP Safety Meeting Selection of Incident Category Select one of the seven categories Directed to specific additional entry screens based on the category selected The last field of the initial input screen is a pull down Incident Category field which allows you to select one of seven categories to classify your incident. The subsequent pages will be based on the category selected.The last field of the initial input screen is a pull down Incident Category field which allows you to select one of seven categories to classify your incident. The subsequent pages will be based on the category selected.

15. April 2009 UCOP Safety Meeting Paper Incident Report Form Once web based pilot is launched - Can use the web based reporting in lieu of the paper Incident Report form (right) What about the old paper Incident Report forms? Once the UCOP web based Incident Reporting program is launched, you can used the new web based program to report an incident in lieu of the paper form (which is on the right side of this slide). However, you may still elect to submit the Incident Report on paper. What about the old paper Incident Report forms? Once the UCOP web based Incident Reporting program is launched, you can used the new web based program to report an incident in lieu of the paper form (which is on the right side of this slide). However, you may still elect to submit the Incident Report on paper.

16. April 2009 UCOP Safety Meeting In Closing System facilitates more consistent entry of information with uniform terminology & common reporting elements Reporting system results in: Greater awareness of safety issues; Quicker response time; Improved communication between Human Resources, Risk Services, & Dept. Safety Officers; Streamline conversion of incidents to claims; and Ability to generate reports & conduct root cause analysis In closing, the new UCOP web based incident reporting system: ? Facilitates more consistent entry of information of incident reports with uniform terminology and common reporting elements ? Results in greater awareness of safety issues ? Quicker response time ? Improved communication between Human Resources, Risk Services, & Department Safety Officers ? Streamlines the conversion of incidents to claims ? Improved ability to generate reports and conduct root cause analysis. In closing, the new UCOP web based incident reporting system: ? Facilitates more consistent entry of information of incident reports with uniform terminology and common reporting elements ? Results in greater awareness of safety issues ? Quicker response time ? Improved communication between Human Resources, Risk Services, & Department Safety Officers ? Streamlines the conversion of incidents to claims ? Improved ability to generate reports and conduct root cause analysis.