Topics Map > Employee Handbook > 1.15 Emergency Procedures & Risk Management
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Topics Map > Supervisor Toolkit > 2.6 Emergency Procedures & Risk Management > 2.6.1 Injury & Incident Reporting
Risk Management - Injury & Incident Reporting - 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. High-Risk injuries & incidents need to be reported to UW-Madison Risk Management within 24-48 hours, depending on the type and urgency of the situation. Employees can find the steps for reporting high-risk injuries and incidents below.
- Incidents and injuries can be categorized as "High-Risk" or "Low-Risk" depending on the level of risk associated with a particular incident.
- Don't delay in reporting and documenting. Complete these steps within a 24-48 hour period, depending on the urgency of the situation and the need for immediate intervention.
- Use professional judgement to determine whether the injury/incident is a High-Risk or Low-Risk Incident and follow the response workflow.
- Note: Mandatory Reporting of Child Abuse or Neglect has a separate workflow.
When to Report Injuries & Incidents
High-Risk Injuries/Incidents (Always Report)
With regards to the injury/incident - is the answer "Yes" for any of these questions?
- Did the injury/incident occur during an extension program, event, or activity?
- If the injury/incident happened in a "gray area" - could someone reasonably presume that it was related to an Extension program, event, or activity?
- Could the injury/incident be construed to be Extension's responsibility?
- If the injury/incident ended up in the news, could it be damaging to Extension and UW-Madison's reputation?
Low-Risk Incidents (Typically Do Not Report)
Low-risk incidents should not require reporting. If you feel that the incident/injury require reporting, please document/report immediately to Risk Management.
Report High-Risk Injuries & Incidents
1) Quickly Intervene to Prevent or Minimize Harm
Safely and quickly intervene to prevent or minimize harm.
2) Contact Relevant Emergency Authorities (If Necessary)
If injuries are involved seek necessary medical assistance, and call 911 first.
3) Document Relevant Details of Incident
- Who: Affected program participant, volunteer, third party, witnesses.
- What: A detailed account of what happened, including actions taken by 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.
4) Call your Supervisor
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.
Provide them with a brief description of the incident and the relevant details of the injury/incident.
Please see these articles for details relevant to this portion of the process:
5) Submit Report to UW-Madison Risk Management within 24-48 Hours
6) Submit Reports to Other Authorities or Offices
Document and submit any other required/necessary reports to other authorities or offices (e.g. if the county has their own injury/incident reporting process).
7) Prevent Future Re-Occurrence
Assess the situation and make adjustments to prevent future re-occurrence.
Recorded Divisional Trainings
Questions? Please email email@example.com.