Incident Reporting SOP

This procedure will include the steps and methods to properly conduct an incident report. This includes incident handling, investigation and corrective actions. Worker’s compensation is outside of the scope of this procedure.
1. Scope & Definitions
What is the scope of this procedure?
This procedure outlines the required steps and methods to properly conduct an incident report, including incident handling, root cause investigation, and implementation of corrective actions.
Note: Worker’s Compensation processes are outside the scope of this document.
Key Terminology Definitions
  • Incident: An event that resulted in an injury or held potential to cause an injury.
  • Near Miss: An event that almost resulted in an injury, but where no actual injury occurred.
  • Recordable Injury: An occupational injury requiring medical treatment beyond standard first aid.
2. Roles & Responsibilities
Who is responsible during an incident?
Role Responsibilities
Employee
  • Seek medical attention immediately if needed (call 911 for emergencies).
  • Report the event to a supervisor as soon as possible.
  • Complete and submit the Employee Incident Report Form.
Supervisor
  • Assist the employee in obtaining medical care.
  • Fill out the Supervisor Incident Report Form.
  • Investigate the root cause (using 5W 1H framework).
  • Develop corrective actions via the Hierarchy of Controls.
  • Present recordable-level or higher incidents to the Safety Review Group (detailing sequence, root cause, photos, and actions taken).
EHS
  • Review all Employee and Supervisor incident report submissions.
  • Follow up on recordable injuries, potential high-severity events, unclear reports, or inadequate root cause controls.
  • Facilitate Safety Review Group meetings.
3. Incident Handling Procedure
How are Near Misses handled?
  1. Report the near miss to your supervisor immediately.
  2. Supervisor and employee collaborate to control the immediate hazard using the Hierarchy of Controls.
  3. Complete and sign the Near Miss Report Form together, then submit it to EHS via workplacesafety@fpm.wisc.edu or call 608-265-5000.
What steps occur when an injury takes place?
  1. Seek Medical Care: Call 911 or visit a medical facility for emergencies. First aid kits are available across campus for minor care.
  2. Report: Report the event immediately (ideally within 24 hours).
  3. Investigate: Supervisor initiates a root cause analysis immediately upon notification.
  4. Corrective Actions: Formulate prevention steps based on root cause findings.
  5. Document & Submit: Record findings on the official forms and submit both employee/supervisor reports to your divisional HR representative.
How to conduct an Investigation (5W 1H Method)
When investigating, answer the following core questions:
  • Who: Who was involved or affected?
  • What: What happened? What caused the event?
  • Where: Where did it occur? Where was the employee traveling/working?
  • When: When did it happen (start, middle, or end of shift)?
  • Why: Why did this happen? (Ask "Why?" repeatedly to drill down to root causes).
  • How: How did it unfold? Outline the full sequence of events before and after.
Applying Corrective Actions (Hierarchy of Controls)

Supervisors and employees must select corrective actions prioritizing the highest level of control possible:

  1. Elimination: Physically remove the hazard.
    Example: Complete abatement of asbestos materials.
  2. Substitution: Replace the hazard with a safer alternative.
    Example: Using extended poles for window cleaning instead of working at height.
  3. Engineering Controls: Isolate people from the hazard.
    Example: Installing fixed guards around rotating equipment.
  4. Administrative Controls: Change the way people work through policy or training.
    Example: Implementing Lockout/Tagout (LOTO) energy isolation procedures.
  5. PPE: Protect the worker with personal protective equipment (last line of defense).
    Example: Wearing earplugs in high-noise environments.
Hierarchy of Controls Pyramid
4. Process Flow & Resources
Incident Investigation Flowchart
Incident Investigation Process Flowchart
Quick Resource Links

Keywords:
Incident Reporting, Incident, Injury, Illness, EHS, Safety, Workplace Safety 
Doc ID:
163971
Owned by:
Sophie J. in Facilities KB DEMO
Created:
2026-09-04
Updated:
2026-09-04
Sites:
Facilities KB DEMO