Guidance on the Reporting of Accidents,
Incidents and Occupational Diseases
Policy Owner
Health, Safety and Wellbeing
Approved By:
Health, Safety and Wellbeing Committee
Date Approved:
09/06/2015
Next Review Date:
09/06/2017
Version Number:
1.1
Applicable Statutory, Legal or
National Best Practice
Requirements
Health and Safety at Work etc. Act 1974
Data Protection Act (DPA) 1998.
Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations (RIDDOR) 1995.
Social Security Administration Act 1992.
Equality Impact Assessment
Completion Date:
This document can only be considered valid when viewed via the University’s
intranet. If this document is printed into hard copy or saved to another
location you must check that the version number on your copy matches that of
the one online.
Approved documents are valid for use after their approval date and remain in
force beyond any expiry of their review date until a new version is available.
Version Control Sheet
Version
1
Date
09/06/15
Reviewed By
Steve Wiggins
Revision Details
New front sheet inserted and
known information added.
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CONTENTS
1. Purpose ..................................................................................................... 5
2. Scope & Objective ..................................................................................... 5
3. Definitions.................................................................................................. 5
Accident ....................................................................................................... 5
Incident ......................................................................................................... 5
Near miss ..................................................................................................... 5
> 3 Days accident ......................................................................................... 5
Major injury ................................................................................................... 5
Dangerous Occurrence ................................................................................ 5
Disease ........................................................................................................ 6
Work ............................................................................................................. 6
4. Procedure .................................................................................................. 6
4.1
General ............................................................................................... 6
4.2
Reporting an Accident or Incident ....................................................... 6
4.3
Reporting a Death or Major Injury ....................................................... 6
4.4
Reporting Over Three Days Absence Injury ....................................... 7
4.5
Reporting a Dangerous Occurrence ................................................... 7
4.6
Reporting a Reportable Work Related Disease .................................. 7
4.7 Recording of Accidents in Compliance with the Social Security
Administration Act 1992 ............................................................................... 7
4.8
Recording of Accidents in Compliance with the Data Protection Act .. 8
5. References ................................................................................................ 8
6. Review ...................................................................................................... 8
7. Ratification................................................................................................. 8
Appendix 1 Accident/ Incident Report Form ................................................. 9
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Appendix 2 ................................................................................................. 11
List of Major Injuries ....................................................................................... 11
Appendix 3 ................................................................................................. 12
Reportable Dangerous Occurrences.............................................................. 12
Appendix 4 ................................................................................................. 18
List of Reportable Diseases ........................................................................... 18
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1.
Purpose
The purpose of this guidance is to ensure that appropriate action is taken to
report all non-injury incidents, injury accidents or ill-health in connection with
work in a timely manner in order that action may be taken to report injuries,
diseases and dangerous occurrences within the constraints of the Reporting
of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
1995.
2.
Scope & Objective
This guideline applies to all activities and work places, which are under the
control of the University of Bradford.
3.
Definitions
Accident
This means an unplanned event resulting in injury or property damage.
Incident
This means an unplanned event which may not have resulted in injury, but
caused some other harm to property or process.
Near miss
This means an unplanned event which may not have caused either injury or
other loss, but which had the potential in other circumstances to do so.
> 3 Days accident
This means an accident which has resulted in an employee being
incapacitated for normal work for more than 3 consecutive days. This is
usually 4 or more days, excluding the day of the accident, but inclusive of
normal breaks in the work pattern, such as weekends.
Major injury
This means a specified serious injury or specified acute illness resulting from
work.
Dangerous Occurrence
This means the specified failure of equipment or a process, which results in a
dangerous situation with potential or actual consequences to cause harm to
people or damage to property.
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Disease
This means a specified occupational disease, which has been notified in
writing to the University by a medical practitioner.
Work
This means any normal activity conducted by the University as part of its
business and includes student activities on and off campus which are
organised by the University.
4.
Procedure
4.1
General
University accident report forms should always be completed to record noninjury accidents, injuries or ill-health in connection with work.
Completed accident forms should be sent without delay to Health and Safety
Services, F32, Richmond Building.
The accident reporting procedure specified in section 4.2 should normally be
followed.
In the case of serious accidents or incidents the procedure in section 4.3
should be followed.
4.2
Reporting an Accident or Incident
Details of all accidents should be entered on the University Accident / Incident
Report Form (Appendix 1). Sections 1 to 5 should be completed by the injured
person or on their behalf by a representative or first aider and signed by the
line manager in section 6.
The original copy of the report form should be forwarded to Health and Safety
Services within 24 hours of the accident / incident occurring. A photocopy of
the completed form should be retained in a confidential file within the School /
Planning Unit for accident analysis purposes.
Incidents which do not result in a person being injured, but may be regarded
as a “near miss,” or result in damage to machinery or equipment, should also
be reported on the same form.
4.3
Reporting a Death or Major Injury
If there is an accident connected with work and;
a) a University employee, or a self employed person working on University
premises suffers a fatal injury, or major injury (including as a result of
physical violence); or
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b) any person not at work (e.g. student, visitor or member of the public) is
killed or taken to hospital as a result of the University’s activities;
the Head of Health and Safety Services should be notified immediately (e.g.
by telephone). An accident report should be completed as in section 4.2
above. For the definition of a major injury please refer to Appendix 2.
4.4
Reporting Over Three Days Absence Injury
If there is an accident connected with work (including an act of physical
violence) and a University employee, or a self-employed person working on
University premises suffers an over three day absence injury (this includes an
employee who although not absent from work is unable to carry out their
normal duties), the Head of Health and Safety Services should be notified as
soon as possible after the third day of absence.
Note: Three consecutive days exclude the day of the accident but includes
any days which would not have been working days, such as week-ends or
days off shift.
4.5
Reporting a Dangerous Occurrence
If something substantial occurs, which may not have resulted in injury but
could have under slightly different circumstances, then it may be regarded as
a dangerous occurrence and should be reported immediately (e.g. by
telephone) to the Head of Health and Safety Services. An accident report
giving details of the occurrence should then be completed as described in
section 4.2 above. For the definition of dangerous occurrence please refer to
Appendix 3.
4.6
Reporting a Reportable Work Related Disease
If a University employee presents a written diagnosis, by a doctor, of one of
the diseases within the following listed categories, the Head of Health and
Safety should be informed:
a) Conditions due to physical agents and the physical demands of the work.
b) Infections due to biological agents.
c) Conditions due to substances.
4.7
Recording of Accidents in Compliance with the Social
Security Administration Act 1992
A central record of all accidents reported to Health and Safety Services is
made within an approved copy of Accident Book BI510 in compliance with the
Social Security Administration Act 1992. This removes the requirement of
Schools / Planning Units to maintain their own record of accidents under the
Act. However, if minor accidents are not reported to Health and Safety
Services using the accident report form there is a requirement that accidents
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are recorded by the School / Planning Unit within a copy of the approved
Accident Book BI510, which is obtainable from HSE Books or the Stationary
Office.
Pages from Accident Book BI510 should be removed as soon as completed
and stored locally within a confidential file with limited controlled access.
4.8
Recording of Accidents in Compliance with the Data
Protection Act
The Accident Book BI510, approved by the Information Commissioner, allows
organisations to record accidents without infringing the Data Protection Act
1998. The previous version, produced by the Department of Work and
Pensions (DWP), and other similar books do not comply with the Data
Protection Act 1998 as they allow personal details and information to be seen
by anyone reading or making an entry in the book.
The Accident Book BI510 design allows accidents to be recorded, while
details of individuals can be stored separately in a confidential secure location.
5.
References

Data Protection Act (DPA) 1998.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
(RIDDOR) 1995.

Social Security Administration Act 1992.
6.
Review
This document will be reviewed at least every two years.
7.
Ratification
This guidance note was developed by Health and Safety Services and ratified
by the Health and Safety Committee.
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Appendix 1 Accident/ Incident Report Form
Health and Safety at Work etc Act 1974
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
This form MUST be completed by a line manager.
Part A (Line managers details)
1 What is your name?
Please indicate location of injury
2 What is your job title?
3 Telephone
Email
Part B (About the incident)
1 Date of incident
2 Time of incident
3 Where did the incident happen? (As much details as possible)
R
R
L
Part C (About the injured person)
1 What is their full name?
2 What is their date of birth?
3 What is their home address and postcode?
L
4 What is their home phone number?
Part E (About the Kind of Accident)
Please tick one box that best describes what happened
5 What is their job title?
Mech. Maintenance Officer
Part D (About the injury)
1 What was the injury?
x
2 What part of the body was injured?
Please use the diagram opposite to indentify the locations of the injury
3 Was the injury (tick box that applies)
A fatality?
A major injury?
Time off work Injury?
Injury to member of public?
If time off work injury, how many days taken?
days
R
Contact with moving machinery
Hit by a moving, flying or falling object
Hit by a moving vehicle
Hit something fixed or stationary
Injured while handling, lifting or carrying
Slipped, tripped or fell on the same level
Fell from height
From what height?
Trapped by something collapsing
metres
Drowned or asphyxiated
Exposed to, or in contact with, a harmful substance
Exposed to fire
Exposed to explosion
Contact with electricity or electrical discharge
Injured by animal
Physically assaulted by a person
Another kind of accident (describe in Part F)
4 Did the injured person (tick all the boxes that apply)
Become unconscious
Need resuscitation
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Remain in hospital for more than 24 hours
Between what times was the injured person expected to work on the day of the incident?
From:
to:
Part F (Describing what happened)
Give as much detail as you can. For instance
 The name of any substances involved
 The name and type of any machine involved


The events that led to the incident
The part played by any people
Witnesses (Please list all witnesses to the event)
Give details of what the person was doing. Describe any action that has since been taken to prevent a similar incident. Include
details of any first aid given. Include photos/sketches where appropriate; use a separate piece of paper if needed.
Part G (Line Managers Signature)
Signature
Date
Please send form immediately to:
Estates & Facilities Health & Safety Officer
REMINDER TO LINE MANAGERS
Make sure an Injured Person Incident Statement is completed. DO NOT DELAY
sending this Notification to Estates & Facilities Health & Safety Officer. See
Guidance Note 3 in the Incident Action Procedure for details .
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Appendix 2
List of Major Injuries
Major injuries are:

Fractures (other than to fingers, thumbs and toes).

Any amputation.

Dislocation of shoulder, hip, knee or spine.

Loss of sight (temporary or permanent).

Chemical, hot metal or penetrating injury to the eye.

Electric shock or burn leading to unconsciousness, requiring resuscitation
or admittance to hospital for more than 24 hours.

Any injury leading to hypothermia, heat-induced illness or to
unconsciousness.

Any injury requiring resuscitation.

Any injury requiring admission to hospital for more than 24 hours.

Loss of consciousness caused by asphyxia or exposure to harmful
substances.

Acute illness requiring medical treatment or loss of consciousness due to
inhalation, ingestion or absorption of harmful substances.
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Appendix 3
Reportable Dangerous Occurrences
Dangerous Occurrences are:
1.
Lifting machinery, etc.
The collapse of, the overturning of, or the failure of any load-bearing part of
any:
a)
lift or hoist;
b)
crane or derrick;
c)
mobile powered access platform;
d)
access cradle or window-cleaning cradle;
e)
excavator;
f)
pile-driving frame or rig having an overall height, when operating, of
more than 7 metres; or
g)
fork lift truck.
2.
Pressure systems
The failure of any closed vessel (including a boiler or boiler tube) or any
associated pipework, in which the internal pressure was above or below
atmospheric pressure, where the failure has the potential to cause the death
of any person.
3.
Freight containers
The failure of any freight container in any of its load-bearing parts while it is
being raised, lowered or suspended.
4.
Overhead electric lines
Any unintentional incident in which plant or equipment either:
a)
comes into contact with an uninsulated overhead electric line in which
the voltage exceeds 200 volts; or
b)
causes an electrical discharge from such an electric line by coming into
close proximity to it.
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5.
Electrical short circuit
Electrical short circuit or overload attended by fire or explosion which results
in the stoppage of the plant involved for more than 24 hours or which has the
potential to cause the death of any person.
6.
Explosives
Any of the following incidents involving explosives:
a)
the unintentional explosion or ignition of explosives other than one 
caused by the unintentional discharge of a weapon where, apart
from that unintentional discharge, the weapon and explosives
functioned as they were designed to do; or

where a fail-safe device or safe system of work functioned so as
to prevent any person from being injured in consequence of the
explosion or ignitions;
b)
a misfire (other than one at a mine or quarry or inside a well or one
involving a weapon) except where a fail-safe device or safe system of
work functioned so as to prevent any person from being endangered in
consequence of the misfire;
c)
the failure of the shots in any demolition operation to cause the intended
extent of collapse or direction of fall of a building or structure;
d)
the projection of material (other than at a quarry) beyond the boundary
of the site on which the explosives are being used or beyond the danger
zone in circumstances such that any person was or might have been
injured thereby;
e)
any injury to a person (other than at a mine or quarry or one otherwise
reportable under these Regulations) involving first-aid or medical
treatment resulting from the explosion or discharge of any explosives or
detonator.
7.
Biological agents
Any accident or incident which resulted or could have resulted in the release
or escape of a biological agent likely to cause severe human infection or
illness.
8.
Malfunction of radiation generators, etc.
Any incident in which:
a)
the malfunction of a radiation generator or its ancillary equipment used
in fixed or mobile industrial radiography causes it to fail to de-energise
at the end of the intended exposure period; or
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b)
9.
the malfunction of equipment used in fixed or mobile industrial
radiography or gamma irradiation causes a radioactive source to fail to
return to its safe position by the normal means at the end of the
intended exposure period.
Breathing apparatus
Any incident in which breathing apparatus malfunctions:
a)
while in use; or
b)
during testing immediately prior to use in such a way that had the
malfunction occurred while the apparatus was in use it would have
posed a danger to the health or safety of the user.
This paragraph shall not apply to breathing apparatus while it is being
maintained or tested as part of a routine maintenance procedure.
10.
Diving operations
Any of the following incidents in relation to a diving operation:
a)
the failure or the endangering of 
any lifting equipment associated with the diving operation; or

life support equipment, including control panels, hoses and
breathing apparatus, which puts a diver at risk;
b)
any damage to, or endangering of, the dive platform, or any failure of
the dive platform to remain on station, which puts a diver at risk;
c)
the trapping of a diver;
d)
any explosion in the vicinity of a diver; or
e)
any uncontrolled ascent or any omitted decompression which puts a
diver at risk.
11.
Collapse of scaffolding
The complete or partial collapse of:
a)
any scaffold which is 
more than 5 metres in height which results in a substantial part
of the scaffold falling or overturning; or

erected over or adjacent to water in circumstances such that
there would be a risk of drowning to a person falling from the
scaffold into the water; or
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b)
12.
the suspension arrangements (including any outrigger) of any slung or
suspended scaffold which causes a working platform or cradle to fall.
Train collisions
Any unintended collision of a train with any other train or vehicle, other than
one reportable under Part IV of this Schedule, which caused, or might have
caused, the death, or major injury to, any person.
13.
Wells
Any of the following incidents in relation to a well (other than a well sunk for
the purpose of the abstraction of water):
a)
a blow-out (that is to say an uncontrolled flow of well-fluids from a well);
b)
the coming into operation of a blow-out prevention or diversion system
to control a flow from a well where normal control procedures fail;
c)
the detection of hydrogen sulphide in the course of operations at a well
or in samples of well-fluids from a well where the presence of hydrogen
sulphide in the reservoir being drawn on by the well was not anticipated
by the responsible person before that detection;
d)
the taking of precautionary measures additional to any contained in the
original drilling programme following failure to maintain a planned
minimum separation distance between wells drilled from a particular
installation; or
e)
the mechanical failure of any safety critical element of a well (and for
this purpose the safety critical element of a well is any part of a well
whose failure would cause or contribute to, or whose purpose is to
prevent or limit the effect of, the unintentional release of fluids from a
well or a reservoir being drawn on by a well).
14.
Pipelines or pipeline works
The following incidents in respect of a pipeline or pipeline works:
a)
the uncontrolled or accidental escape of anything from, or inrush of
anything into, a pipeline which has the potential to cause the death of,
major injury or damage to the health of any person or which results in
the pipeline being shut down for more than 24 hours;
b)
the unintentional ignition of anything in a pipeline or of anything which,
immediately before it was ignited, was in a pipeline;
c)
any damage to any part of a pipeline which has the potential to cause
the death of, major injury or damage to the health of any person or
which results in the pipeline being shut down for more than 24 hours;
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d)
any substantial and unintentional change in the position of a pipeline
requiring immediate attention to safeguard the integrity or safety of a
pipeline;
e)
any unintentional change in the subsoil in the vicinity of a pipeline which
has the potential to affect the integrity or safety of a pipeline;
f)
any failure of any pipeline isolation device, equipment or system which
has the potential to cause the death of, major injury or damage to the
health of any person or which results in the pipeline being shut down for
24 hours; or
g)
any failure of equipment involved with pipeline works which has the
potential to cause the death of, major injury or damage to the health of
any person.
15.
Fairground equipment
The following incidents on fairground equipment in use or under test:
a)
the failure of any load-bearing part;
b)
the failure of any part designed to support or restrain passengers; or
c)
the derailment or the unintended collision of cars or trains.
16.
Carriage of dangerous substances by road
16.1 Any incident involving a road tanker or tanker container used for the
carriage of a dangerous substance in which:
a)
the road tanker or vehicle carrying the tank container overturns
(including turning onto its side);
b)
the tank carrying the dangerous substance is seriously damaged;
c)
there is an uncontrolled release or escape of the dangerous substance
being carried; or
d)
there is a fire involving the dangerous substance being carried.
16.2 Any incident involving a vehicle used for the carriage of a dangerous
substance, other than a vehicle to which paragraph 11 applies, where there is:
a)
an uncontrolled release or escape of the dangerous substance being
carried in such a quantity as to have the potential to cause the death of,
or major injury to, any person; or
b)
a fire which involves the dangerous substance being carried.
17.
Collapse of building or structure
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Any unintended collapse or partial collapse of:
a)
any building or structure (whether above or below ground) under
construction, reconstruction, alteration or demolition which involves a
fall of more than 5 tonnes of material;
b)
any floor or wall of any building (whether above or below ground) used
as a place of work; or
c)
any false-work.
18.
Explosion or fire
An explosion or fire occurring in any plant or premises which results in the
stoppage of that plant or as the case may be the suspension of normal work
in those premises for more than 24 hours, where the explosion or fire was due
to the ignition of any material.
19.
Escape of flammable substances
The sudden, uncontrolled release:
a)
b)
20.
inside a building 
of 100 kilograms or more of a flammable liquid;

of 10 kilograms or more of a flammable liquid at a temperature
above its normal boiling point; or

of 10 kilograms or more of a flammable gas; or
in the open air, of 500 kilograms or more of any of the substances
referred to in sub-paragraph a) above.
Escape of substances
The accidental release or escape of any substance in a quantity sufficient to
cause the death, major injury or any other damage to the health of any person.
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Appendix 4
List of Reportable Diseases
1.
2.
Conditions due to physical agents and the physical demands of
the work:

Inflammation, ulceration or malignant disease of the skin due to
ionising radiation.

Malignant disease of the bones due to ionising radiation.

Blood dyscrasia due to ionising radiation.

Cataract due to electromagnetic radiation.

Decompression illness.

Barotrauma resulting in lung or other organ damage.

Dysbaric osteonecrosis.

Cramp of the hand or forearm due to repetitive movements.

Subcutaneous cellulitis of the hand (beat hand).

Bursitis or subcutaneous cellulites arising at or about the knee
due to severe or prolonged external friction or pressure at or
about the knee (beat knee).

Bursitis or subcutaneous cellulites arising at or about the elbow
due to severe or prolonged external friction or pressure at or
about the elbow (beat elbow).

Traumatic inflammation of the tendons of the hand or forearm or
of the associated tendon sheaths.

Carpal tunnel syndrome.

Hand-arm vibration syndrome.
Infections due to biological agents:

Anthrax.

Brucellosis.

a) Avian Chlamydiosis.
b) Ovine Chlamydiosis.
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
Hepatitis.

Legionellosis.

Leptospirosis.

Lyme disease.

Q fever.

Rabies.

Stretococcus suis.

Tetanus.

Tuberculosis.

Any infection reliably attributable to the performance of the work
specified below -
Work with micro-organisms; work with live or dead human beings in the
course of providing any treatment or service or in conducting any investigation
involving exposure to blood or body fluids; work with animals or any
potentially infected material derived from any of the above.
3.

Conditions due to substances:
Poisonings by any of the following 
Acrylamide monomer;

Arsenic or one of its compounds;

Benzene or a homologue of Benzene;

Beryllium or one of its compounds;

Cadmium or one of its compounds;

Carbon Disulphide;

Diethylene Dioxide (Dioxin);

Ethylene Oxide;

Lead or one of its compounds;

Manganese or one of its compounds;

Mercury or one of its compounds;
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
Methyl Bromide;

Nitrochlorobenzene, or a nitro- or amino- or chloro- derivative of
Benzene;

Oxides of Nitrogen;

Phosphorous or one of its compounds.

Cancer of a bronchus or lung.

Primary carcinoma of the lung where there is accompanying evidence of
Silicosis.

Cancer of the urinary tract.

Bladder cancer.

Angiosarcoma of the liver.

Peripheral neuropathy.

Chrome ulceration of:

the nose or throat; or

the skin of the hands or forearm.

Folliculitis.

Acne.

Skin cancer.

Pneumoconiosis (excluding asbestosis).

Byssinosis.

Mesothelioma.

Lung cancer.

Asbestosis.

Cancer of the nasal cavity or associated air sinuses.

Occupational dermatitis.

Extrinsic alveolitis (including farmer’s lung).

Occupational asthma.
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