In line with the Buckinghamshire Council (BC) Health and Safety Policy Headteachers, Corporate Directors, Service Directors, Managers and Supervisors are responsible for:

• Ensuring incidents are reported, investigated as necessary, follow up actions are taken and preventative measures implemented.

• Ensuring the School/Directorate/Service has an adequate number of key staff trained across Service Areas to record incident details on the AssessNET system.

• Ensuring that all staff know when and how to report an accident/incident/near miss for their School/Directorate/Service/Establishment/Team.

• Nominating 2-3 lead reporters within each Directorate and who will also collate incident data as required by Corporate Directors and Service Directors. This data may typically be requested on a monthly, quarterly or annual basis. Schools may choose one person to collate this data for the Governing Body.

• Ensuring they are made aware of any major incidents or unsafe working practices by Managers along with remedial actions undertaken by Managers or Supervisors.

 

All BC employees and employees in maintained schools are responsible for:

• Reporting any health and safety incidents or issues to their Headteacher, Manager or Supervisor. Any shortcoming they consider to be in the interest of health, safety and welfare arrangements are also to be escalated.

 

BC Health and Safety Advisers will:

• Receive notifications of RIDDOR incident reports and investigate as appropriate if required.

• Compile and analyse incident data and present to the Corporate Health, Safety and Wellbeing meetings and Workforce Matters meetings.

• Provide training, guidance and instruction to users of the incident reporting system.

 

1.1 Definitions:

For the purpose of the incident reporting system AssessNET, an incident will encompass everything that happened during an event. An incident can therefore contain any combination of injuries, occupational diseases / illness and dangerous occurrences.

 

Accident – is an undesired, unplanned incident that resulted in injury, damage or loss to persons or property.

 

Near miss – is an undesired, unplanned incident that did not result in injury, damage or loss to persons or property but had the potential to do so. Examples such as unsafe working practices, a ceiling tile falling and narrowly misses hitting someone. Near misses must be reported on AssessNET.

 

Workplace Violence

Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work is an act of workplace violence. This includes physical and non-physical acts such as verbal abuse or physiological trauma, whether face-to-face, on the telephone or by digital means e.g. email, text, social media.

 

Cases where someone is subjected to verbal abuse or where threats are made can be recorded on the AssessNET system under ‘Violence was involved, but no injury’. If there was an injury this can be recorded under injuries and Violence can be selected as the apparent cause.

 

1.2 What must be recorded on AssessNET?

All work-related incidents must be reported via AssessNET.

This includes:

• Incidents arising out of, or in connection with, work activities.

• Work related incidents that occur away from any BC or school premises such as site visits or educational visits.

• Road traffic accidents that occur whilst on work business (not including a normal commute to work).

Incidents involving Non-employees (members of the public such as visitors, contractors, clients and pupils,) should also be reported if they:

• Occur on BC or school premises or as a result of a BC activity.

• Relate to the medical condition of the non-employee which has been caused by the work activity, for example person with known allergies being exposed to nuts, or someone with epilepsy being exposed to strobe lighting.

Note: If first aid is provided, details should be recorded in the First Aid log.

1.3 What does not need to be recorded on AssessNET?

• Minor scrapes, bumps, cuts and bruises which are not as a result of an incident do not need to be recorded on AssessNET.

• Where first aid treatment is provided for minor bumps and scrapes, the first aider will record details in the First Aid log.

• Road traffic accidents while commuting to and from work.

• An event related to a medical condition of an employee unless caused by the work activity, for example person with known allergies being exposed to latex, persons with epilepsy being exposed to strobe lighting.

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) is the law that requires employers, and other people in control of work premises, to report and keep records of:

• Work related incidents which cause death.

• Work related incidents which cause certain serious injuries (specified reportable injuries).

• Diagnosed cases of certain industrial occupational illnesses / diseases and.

• Certain ‘dangerous occurrences’ as outlined in RIDDOR.

When deciding if the incident or injury is work-related, the key issues to consider are whether the incident was related to:

• The way the work was organised, carried out or supervised.

• Any machinery, plant, substances or equipment used for work.

• The condition of the site or premises where the accident happened.

 

2.1 RIDDOR Reportable Deaths

All work-related deaths to employees and non-employees must be reported immediately to the Health and Safety Executive (HSE) on 0345 300 9923.

NB: A report of the work-related death must be received by the HSE within 10 days of the incident.

 

2.2 RIDDOR Reportable Specified Injuries

To Employees:

• Fractures other than to fingers, thumbs or toes.

• Amputation.

• Permanent blinding or reduction in sight.

• Crush injury to head or torso.

• Serious burns or scalding covering more than 10% of the body or damage to eyes, respiratory system or other vital organs.

• Scalping.

• Loss of conscious caused by head injury or asphyxia.

• Any injury resulting from working in an enclosed space (for example a cold store).

Further guidance on specified injuries can be found here HSE Reportable Specified Injuries

The HSE should be notified within 10 days of the incident.

 

Over-7-day incapacitation of an employee:

An incident is RIDDOR reportable when an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than 7 consecutive days as a result of their injury. This 7-day period does not include the day of the incident but does include weekends and rest days.

 

Where the worker’s injury or condition does not become apparent until some time after the accident, it must be reported as soon as it has prevented them from doing their normal work duties for more than 7 consecutive days.

 

Accidents resulting in the over-7-day incapacitation of an employee must be notified to the HSE within 15 days of the incident.

 

To non-employees:

Work related incidents involving members of the public or people who are not at work must be reported if a person is injured and is taken from the scene of the incident to hospital for treatment to that injury. Examinations and diagnostic tests, such as X-rays, do not count as 'treatment'. However, you must report treatment that involves the person having:

• a dressing applied

• stitches

• a plaster cast

• surgery

There is no need to RIDDOR report incidents where people are taken to hospital purely as a precaution when no injury is apparent.

 

2.3 RIDDOR Reportable Occupational Illnesses and Diseases

Employers and self-employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work. A reportable disease must be diagnosed by a Doctor.

 

These reportable diseases include:

• Carpal Tunnel Syndrome (where the person’s work involves regular use of percussive or vibrating tools).

• Cramp of the hand or forearm (where the person’s work involves prolonged periods of repetitive movement of the fingers, hand or arm).

• Occupational dermatitis (where the person’s work involves significant or regular exposure to a known skin sensitiser or irritant).

• Hand Arm Vibration Syndrome (where the person’s work involves regular use of percussive or vibrating tools, or holding materials subject to percussive processes, or processes causing vibration).

• Occupational asthma (where the person’s work involves significant or regular exposure to a known respiratory sensitiser).

• Tendonitis or tenosynovitis (in the hand or forearm, where the person’s work is physically demanding and involves frequent, repetitive movements).

Occupational cancers

Cases of cancer must be reported where there is an established causal link between:

• the type of cancer diagnosed, and

• the hazards to which the person has been exposed through work. These hazards include all known human carcinogens and mutagens, including ionising radiation.

 

For example, the following diagnosed occupational cancers must be reported:

• mesothelioma or lung cancer in a person who is occupationally exposed to asbestos fibres

• cancer of the nasal cavity or sinuses in a person who is occupationally exposed to wood dust

 

Biological agents

All diseases must be reported when there is a causal link between an occupational exposure and a biological agent.

 

Occupational exposures to biological agents may happen as a result of:

• an identifiable incident, such as accidentally breaking a laboratory flask, accidental injury with a contaminated syringe needle, or an animal bite

• unidentified incidents, where workers are exposed to the agent without their knowledge, for example where a worker is exposed to legionella bacteria during routine maintenance on a hot water service system

 

Further guidance on occupational illnesses and diseases can be found in the link below:

HSE Reportable Occupational Diseases

 

2.4 RIDDOR Reportable Dangerous Occurrences

A dangerous occurrence is one which ‘arises out of or in connection with work’ and could risk harm to others. Not all of these events need to be reported. Reportable Dangerous Occurrences examples include:

• Structural collapse associated with ongoing construction, maintenance and demolition work.

• Complete or partial collapse of scaffolding.

• Collapse or overturning of any lifting equipment whether it is used for lifting goods, materials or people.

• Explosion of closed vessel or causing serious fire.

• Release of any substance or biological agent which may cause damage to health.

• Plant or equipment coming into contact with overhead power cables.

• Electrical incidents causing explosion or fire.

• Explosion or fire at work premises causing the suspension of work activities for more than 24 hours.

• Incidents arising in work situations from the use, manufacture or storage of explosives.

• Collision of a train with a vehicle.

• Malfunction of electrical equipment which emits ionising radiation.

• Malfunction of breathing apparatus for underwater or contaminated atmospheres either during use or during testing before use.

• Release of flammable liquids and gases (for example due to the sudden failure of a storage vessel) where the release, if ignited, would cause a major explosion or fire.

Further guidance on dangerous occurrences can be found here HSE Reportable Dangerous Occurrences

 

2.5 RIDDOR Reportable Gas Incidents

Distributors, fillers, importers & suppliers of flammable gas must report incidents where someone has died, lost consciousness, or been taken to hospital for treatment to an injury arising in connection with that gas. Such incidents should be reported using the Report of a Flammable Gas Incident - online form.

 

Gas Safe Registered engineers must provide details of any gas appliances or fittings they consider to be dangerous anywhere where people could die, lose consciousness or require hospital treatment. This includes domestic premises.

 

Further guidance on reportable gas incidents can be found here Types of reportable incidents - HSE

 

• Each Directorate/Service/School will have designated reporters who have access to the AssessNET system and will record incident details.

• The following forms are available to print if required: Injury form, Near misses, Dangerous Occurrence, Occupational Illnesses / Diseases, Property Damage, Violence and Incident Investigation forms for use as required. These templates are available here Report an accident, incident or near miss at work - BucksNet or here Reporting an Accident, Incident or Near Miss | SchoolsWeb. Incident/accident reporting forms can be completed by either the affected person or someone else on their behalf.

• A reporter will log the incident details on the AssessNET system. The Accident Centre refers to the School, Directorate and Service Area of the affected person. The physical location where the incident actually occurred is a free text box and this must be completed. Confirmation will be received by e-mail.

• The reporter will forward the confirmation e-mail to the affected persons’ Headteacher, Manager / Establishment Manager / Supervisor in order to obtain details of follow up actions, witness statements and investigations and add these to the report when received back.

 

Headteachers, Managers and Supervisors are responsible for ensuring that:

• Incidents are investigated as necessary.
• Follow up actions have been taken and preventative measures implemented within a realistic timeframe.
  
  
• Details of any remedial action taken and days lost from work are sent to the reporter who will update the incident record.
  
  
• In the event of a death or serious incident, information is escalated to senior management and the Health and Safety Team.

 

• A member of the BC Health and Safety Team will follow up and support the investigation of certain incidents as appropriate, but the onus is on Line Managers to record, report and investigate incidents and ask for assistance if required.

• The level of detail of an investigation should be based on an assessment of how likely it is a similar event will occur and the seriousness of the incident (actual or potential harm). Minor injuries or near misses should not be ignored as these are often indications that a more serious incident is possible.

• As a minimum, the Line Manager and any person involved in the incident should be involved in the investigation. For more serious incidents (or potentially serious ones) Senior Managers or specialist advisers may need to be involved.

For establishments, centres and depots, it may be useful to have a supply of paper copies of the incident reporting forms readily available for employees to complete which can be passed on to the designated reporter. Managers must ensure that staff are aware of the incident reporting procedures for each place of work. Mobile workers will also need a procedure for reporting.

 

New reporters can be set up on the system by emailing healthandsafety@buckinghamshire.gov.uk

 

The following flowcharts are for guidance and information on the incident management and reporting processes:

 

3.1 INCIDENT FLOWCHART FOR MANAGERS

4.0 INCIDENT / NEAR MISS FLOWCHART

5.0 REPORTING EMPLOYEE RELATED INCIDENTS TO THE HEALTH AND SAFETY EXECUTIVE (RIDDOR REPORTABLE)

6.0 REPORTING MEMBER OF THE PUBLIC (MOP) / PUPIL RELATED INCIDENTS TO THE HSE (RIDDOR REPORTABLE)

Buckinghamshire Council Health and Safety team:

Email healthandsafety@buckinghamshire.gov.uk Telephone 01296 674412

HSE information:

RIDDOR – Reporting of Injuries, Diseases and Dangerous Occurrences Regulations - HSE

Reporting injuries, diseases and dangerous occurrences in health and social care

This guidance will help clarify how RIDDOR applies to the health and social care sector and whether certain types of incident are reportable.

Incident reporting in schools (accidents, diseases and dangerous occurrences)

This information sheet gives guidance on how the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) apply to schools.

 

Please refer to the index for appendices with templates which can be printed as required for reporting and investigation.