Incident Reporting SOP & Guide
Part 1: Workplace Incident & Injury Reporting
Employee: Report a workplace injury to your supervisor within 24 hours.
Supervisor: Submit required documentation to HR within 1 work day (8 business hours) of learning about an injury or illness.
1. Overview & What is Considered an Incident?
An incident is defined as a workplace injury or illness occurring on the job. Examples include cuts, scrapes, bruises, strains, repetitive motion injuries, and hazardous exposures.
All incidents must be documented regardless of severity. Even if an employee reports an injury after time has elapsed, documentation must be completed immediately upon notification.
2. How Do I Report an Incident? (Steps & Forms)
1 Employee Requirements
Complete and submit the Employee’s Work Injury and Illness Report to your supervisor within 24 hours of the incident.
Employee Injury & Illness Report (PDF)2 Supervisor Requirements
Complete the Supervisor Incident Analysis and Prevention Report and email it, along with the completed Employee’s Report, to your designated HR Representative within 1 work day (8 business hours) of initial awareness.
Supervisor Incident Report (PDF)Note: Completed forms will be reviewed by FPM HR, Worker’s Compensation, and Environment, Health & Safety (EHS).
3. What Details Are Needed & How Are Corrective Actions Determined?
When completing reports, supervisors and employees should provide explicit details, including:
- Role of the injured employee
- How and where the injury occurred
- Exact tasks being performed
- Timeline of events leading up to the incident
Determining Root Cause
Identify underlying operational or environmental hazards using the “5 Whys” method.
Determining Corrective & Preventative Actions
Work together to eliminate risks using these evaluation questions:
- Can we eliminate the risk completely? How?
- Can we substitute the hazard with something less harmful?
- Can we better protect employees from the hazard through engineering controls?
- Can we implement a procedure or SOP to help others perform this task safely?
- Is appropriate Personal Protective Equipment (PPE) available and easily accessible?
Part 2: Incident Reporting Frequently Asked Questions
What if an employee refuses medical treatment?
Even if medical treatment is declined or deemed unnecessary, both the Employee Report and Supervisor Report must still be completed and submitted to HR within the required timeframe to document the event.
What if an employee reports an injury days or weeks after it occurred?
Reports must be submitted as soon as the supervisor is made aware of the incident, regardless of how much time has passed since the actual event. The 1 business day clock starts upon supervisor notification.
Who receives the completed incident reports?
Completed documentation is routed to FPM Human Resources, UW Worker's Compensation, and Environment, Health & Safety (EHS) to manage claims, evaluate workplace hazards, and track safety metrics.
What is the "5 Whys" methodology used in injury investigations?
The "5 Whys" is an iterative interrogative technique used to explore the cause-and-effect relationships underlying a particular problem. By repeatedly asking "Why?" (typically five times), supervisors can move past surface symptoms to identify the root cause of an incident.
Part 3: Near Miss Reporting (Close Calls)
When a trip hazard, falling object, or unexpected spark happens without causing harm, that is a near miss—and a critical opportunity to prevent a real accident next time.
See something unsafe? Say something. Do something. Report it.
1. What is a Near Miss & Why Should I Report It?
A near miss (or “close call”) is an unplanned event that did not cause injury or property damage—but easily could have under slightly different circumstances.
Common Examples
- A heavy object falls off a high shelf and lands inches from a worker.
- You slip on an unmarked wet floor but manage to catch yourself before falling.
- A hazardous chemical container tips over on a workbench but fails to break or spill.
2. How Do I Submit a Near Miss Report?
1 Download the Form
Obtain the official UW–Madison Near Miss Report document below.
2 Complete the Details
Fill out the report alongside your supervisor, describing what happened, where it occurred, and potential consequences.
3 Submit to EHS
Email the completed form directly to Environmental Health & Safety (EHS).