Incident Reporting SOP & Guide
Employee: Report a workplace injury within 24 hours.
Supervisor: Submit required documentation within 1 work day (8 business hours) of learning about the 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, and repetitive motion injuries.
All incidents must be documented regardless of severity. If an employee reports an injury after time has passed, it is still critical to complete the documentation immediately upon notification.
2. How Do I Report an Injury? (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 viewed 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: Determine the underlying conditions by 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?
- Can we implement a procedure or SOP to help others perform this task safely?
- Is appropriate Personal Protective Equipment (PPE) available and easily accessible?