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Risk Management - Injury & Incident Reporting - How to Report High-Risk Injuries & Incidents

An important responsibility of any Extension employee who engages in Extension Programs, Events, or Activities is to protect volunteers, participants, and third parties from harm. In the event of an accident, injury, or other incident, it is important to respond in a proactive manner.

Injury/Incident Response and Reporting Workflows

When to Use the Injury/Incident Reporting Workflows

Review the definition and examples of high-risk injuries/incidents to determine if it is "high risk."

Is the answer "Yes" for any of these questions with regards to the "high risk" injury/incident?
  1. Did the injury/incident occur during an extension program, event, or activity? 
  2. If the injury/incident happened in a "gray area" - could someone reasonably presume that it was related to an Extension program, event, or activity?
  3. Could the injury/incident be construed to be Extension's responsibility?
  4. If the injury/incident ended up in the news, could it be damaging to Extension and UW-Madison's reputation?

High-Risk Injury/Incident Response Workflow

  1. Quickly intervene to prevent or minimize harm.
  2. Contact relevant emergency authorities if necessary.
  3. Document relevant details of incident. 
  4. Call your supervisor to initiate the relevant Extension phone tree. If you are unable to reach your supervisor, leave a message and call the next leadership employee(s) in the relevant phone tree. Continue calling and leaving messages until you are able to reach someone. 
  5. Provide them with a brief description of the incident:
    • Who: Affected program participant, volunteer, third party, witnesses.
    • What: A detailed account of what happened, including actions takenby staff and others.
    • Where: Did the incident take place on UW property or in the community. Did relevant environmental factors cause or contribute to the incident?
    • When: Time and date.
    • Why: Any objective information that contributes to an understanding of the incident's cause or origin.
  6. Select the appropriate risk management reporting workflow and submit a report within 24-48 hours depending on the type of report. 
  7. Determine other authorities or offices that need to be reported to.
  8. Assess the situation and make adjustments to prevent future re-occurrence. 

Low-Risk Incidents

Low-risk incidents should not require reporting. If you feel that the incident/injury require reporting, please use follow the high-risk incident response workflow above. 

Recorded Training

All Employee Injury/Incident Reporting

Supervisor Injury/Incident Reporting


Framework for Extension Injury/Incident Response & Reporting is based on University of Washington's Incident Response and Reporting




Keywords:Injury,Incident,Response,Reporting   Doc ID:95838
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2019-11-14 17:55 CDTUpdated:2020-05-05 13:04 CDT
Sites:Extension Employee Handbook
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