What is reportable under RIDDOR

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                           The John Townsend Trust
                                    Royal School for Deaf Children Margate
                                      Westgate College for Deaf People
                                          Community Living Services
                                               Monkshill Farm

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    Accident Reporting and Investigation Policy & Procedure

The Trust has appointed Steve Wilks as Health & Safety Co-ordinator.

Steve Wilks is available by:
                     Phone Internal: 1005
                     Direct Line: 01843 233562
                     Messages: via Jenny Banning Ext 2602
                     Mobile/Text: 07812 114926 (office hours only)


Part 1
 Accident Reporting Policy

    Accident Reporting Procedures

     -     Procedure 1 – Minor & Major injury to any person involving
           pupils/students/residents/staff/visitors/contractors/volunteers – either as victim or

     -     Procedure 2 – Minor & Major injury NOT involving

     -     Extremely Serious Accidents/Incidents - RIDDOR

     -     Accidents reportable under RIDDOR

Part 2

    Accident Investigation Policy

    Accident Investigation Procedure

           Annex 1 - Safe methods of work Accident/Injury Flow Chart
           Annex 2 - What is RIDDOR? (Extract from HSE website)

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                                                                                      PART 1
                Accident Reporting Policy & Procedure
The Trust recognises the importance of reporting and recording all accidents, work related ill-
health cases and dangerous occurrences. This allows the health and safety performance of
the Trust to be monitored by reviewing accident data and may assist in the identification of
corrective actions. The Trust will ensure that relevant accidents are correctly reported to the
enforcing authority.


Under the Health & Safety at Work Act 1974 it is the Employee’s duty to report all incidents
and accidents to their Employer.

All accidents and cases of work related ill health must be reported immediately however
trivial. This includes both incidents involving or caused by the pupils/students/residents or any

It is necessary to have two strands to the accident reporting procedure, both of which work
closely together to enable recording, investigation and analysis of all accident/incidents

       ECLIPSE incident reports – pupil/student/resident behaviour management records

       Accident Reports – injuries to any person

The School, College and ROAD have standard ECLIPSE incident reports which must be used
for recording incidents/accidents involving pupils/students/residents to enable
pupils’/students’/residents’ behaviour management and analysis.

A New Accident Report form and procedure has been developed to record any accidents
involving pupils/students/residents and any other person.

Near Miss or Injury sustained – both ECLIPSE and Accident Report form to be completed
(ECLIPSE incident data recorded as above)

   Type of Injury: those affecting capacity to function or to undertake normal work duties,
    i.e. fractures/broken bones, serious strains, dislocation. Any work related injury where
    person has sought medical advice from their GP or A&E/hospital stays. Any work related
    injury necessitating time off work. Please note absences more than 3 days are reportable
    under RIDDOR.

   If appropriate, the injured person should seek advice/assistance from Medical Centre or
    First Aider.

   Accident Report form (Section A & B) completed by injured person – or if they are unable
    to complete form a work colleague/medical centre staff/first aider may complete on
    their behalf. All accidents should be reported immediately on an Accident Report form.

   Where medical advice or assistance has been provided either by Medical Centre/First
    Aid personnel Section C of the form should be completed. Details should be provided of
    action taken/materials used etc.

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   Medical Centre/Farm Managers Office to allocate Accident Report reference number
    and forward Accident Report form to Health & Safety Co-ordinator within 3 days of the

   Where no medical advice for assistance has been provided Section C will not be
    completed. In this case the injured person should complete the Accident Report form
    and pass to either Medical Centre or Farm Managers Office; who will then allocate
    Accident Report reference number and forward the form to the Health & Safety Co-
    ordinator, as above.

   Accident Report forms completed off site should be forwarded to Medical Centre for
    recording and allocation of Accident Report reference number.

   Line Managers should alert the H&S Co-ordinator of all major injuries, referrals to
    GP/A&E/hospital stays and absences of more than 3 days. Any absences from work as a
    result of work related disease should also be alerted to the H&S Co-ordinator. The H&S
    Co-ordinator should be advised within 3 days of the accident. Fatal and critical injuries
    must be notified to H&S Co-ordinator immediately in order that HSE can be advised.

   H&S Co-ordinator must complete RIDDOR form and dispatch to HSE within 10 days of the
    accident. File RIDDOR report, copies to: HR for recording on Snowdrop, Finance Director,
    Insurance Company.

   H&S Co-ordinator must investigate serious/recurring incidents; near misses. The data
    should be analysed and recommendations made to SET/SMT as appropriate. See
    Accident Investigation procedure Part 2 below.

Accident Reports must be made using the accident report forms available from the following

       Medical Centre
       Farm Managers Office Monkshill Farm

Extremely Serious incidents must be reported immediately to your Line Manager and/or any
of the following personnel or their Deputy. Definition of extremely serious/reportable under
RIDDOR, see notes below and Annex 3.

       Chief Executive/Principal School & College:               Wendy Eadsforth
       Head of Care:                                             Tracey Browning
       Farm Manager:                                             Richard Stephens

Managers/Supervisors – Ask yourself this question!! It is your duty to know the answer.

Is the accident or incident reportable under RIDDOR?         YES? or NO?

Answer ‘Yes’:
H&S Co-ordinator to be alerted to all serious incidents i.e. broken leg/arm/fatalities. Outline
details of injury sustained are required by phone/email or fax. Less serious accidents to
reported using Accident Report form following guidance above.

To enable full details of the incident to be reported to HSE, a copy of the Accident Report
form and sickness/absence form (if available) are required. Attendance at hospital and
staff absence for more than 3 days must be reported to the H&S Co-ordinator within 3 days.
Under RIDDOR employers have a duty to report serious incidents without delay– see notes
below. The Trust’s Human Resources/Finance Departments must also be advised.

Answer ‘No’:

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Non serious incidents – i.e. those that do not need to be reported to HSE. An
Accident/Incident Report form must be completed and should be handed to your Line
Manager as soon as possible.

Definition of a ‘serious incident’ under RIDDOR
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

               Injury resulting in 3 day absence or more
               Major injury – this excludes fractures to fingers, thumbs and toes (see full list
               Work related death
               Work related diseases
               Dangerous occurrences (near miss accidents)

Full definitions can be found below or on the Health & Safety Executive website:

Linked documents:

    Accident Report form

    Annex 1 -     Safe methods of work Accident/Injury Flow Chart

    Annex 2 -     What is RIDDOR?

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                                                                                           Part 2


The Trust recognises that the thorough investigation of accidents can lead to the
identification of the causes of an accident and the identification of corrective actions. Such
actions may reduce the likelihood of similar accidents occurring in the future.

The Trust will ensure that all accidents affecting an employee’s capacity to undertake their
normal work duties, or resulting in absence from work as a result of their injury, are
investigated and that appropriate corrective actions are implemented.

The depth of the investigation will be commensurate with the injury or potential injury
associated with the incident. Issues arising from accident investigations will be passed to the
appropriate personnel so that appropriate action can be taken.


There may be several immediate and underlying causes to an accident. It is only by
undertaking detailed investigation of an accident or incident that these causes can be
discovered and corrective actions identified.

It is important that all facts relating to the accident are recorded and that nothing is
overlooked. Information should be recorded on a standard form/checklist. Please see
Annex 1: An accident investigation form.

If the incident is a fatality or a major injury, the Enforcing Authority may want to carry out its
own investigation. In these instances, no corrective action should be implemented without
consulting the Enforcing Authority and the work activity in the area concerned should be


        An accident investigation is carried out using the Accident Investigation form

        The depth of investigation is commensurate with the injury or potential injury
         associated with the incident

        The incident is investigated by a team of personnel commensurate with the actual
         severity (or potential severity) of the accident.

        All accident reportable under RIDDOR will be investigated by the Health & Safety Co-
         ordinator. Where necessary specialist advice from technical experts will be obtained.

        An investigation report will be produced through consultation with all the team
         members (i.e. Line Manager, H&S Co-ordinator) as soon as possible but within 7 days
         of the investigation. An interim report will be produced by the H&S Co-ordinator
         where information is not readily available.

        The report includes recommendations for corrective actions to reduce the risk of the
         incident being repeated.

        The accident investigation forms are kept and are readily available for at least three
         years following the incident.

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      Issues arising from accident investigations are passed to the appropriate personnel so
       than appropriate action is taken across the Trust in a timescale commensurate with
       the severity of the health and safety implications to the Trust.

      Relevant risk assessments will be reviewed and, where necessary, updated following
       the accident report.


The H&S Co-ordinator conducting the investigation will, when appropriate:

      obtain factual information regarding the accident, including the accident location,
       the time and date of the accident, the work activity being undertaken, the people
       involved and the sequence of events;

      Conduct an inspection of the accident site once the area has been made safe and
       take appropriate photographs;

      Obtain written statements from all relevant parties ;

      Conduct and document interviews with relevant personnel;

      If relevant, obtain physical evidence

      Obtain and review relevant documentation;

      Review existing relevant risk assessments and corresponding arrangements.

      Once the facts have been obtained and any required testing, analysis, etc
       completed, the underlying causes should be established. The investigation team
       should draw conclusions and identify practical recommendations to ensure that the
       accident does not recur. Assistance should be sought from relevant parties if
       required. The recommendations must be agreed with the relevant staff and the
       actions prioritised. The H&S Co-ordinator will track the actions to ensure that they are
       completed within the given timescales.

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                                                                                ANNEX 1
                  RSDCM, Westgate College, ROAD, Monkshill Farm
   Safe methods of work for Accident/Injury and Near Miss Reporting involving any of the

         Pupils/Students/Residents/Staff/Visitors/Contractors and

                                           Injury or
                                          near miss?

                       Procedure: To be followed for All Injuries i.e.
                       injuries affecting capacity to function or
                       undertake normal work duties. Visit to GP or A&E.
                       Reportable injuries or Near Misses under RIDDOR

                           Injured person to seek advice/assistance
                           from Medical Centre staff or First Aider.

            Accident Report Form to be completed by both injured person and
            where appropriate medical centre staff/first aider.
            Eclipse form to be completed where appropriate.

              Completed form passed to H&S Co-ordinator for appropriate
              action. If no major injury or absence, data recorded and form

          Line Managers/Heads of Departments to alert H&S Co-ordinator of any
          major injuries. Referrals to GP/A&E and absence of more than 3 days.
          Any absence from work as result of work related disease.

      H&S Co-ordinator to investigate serious/recurring incidents. Near Misses. Analyse
      data. Complete RIDDOR reports. Review Risk Assessment as appropriate.

          H&S Co-ordinator to Complete RIDDOR form and dispatch to HSE. CC:
          HR. Finance Director, Insurance Company. File RIDDOR reports.


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                                                                                  Annex 2
What is RIDDOR? The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1995 (Extract from HSW Website)

What is reportable under RIDDOR?

As an employer, a person who is self-employed, or someone in control of work premises, you
have legal duties under RIDDOR that require you to report and record some work-related
accidents by the quickest means possible.


If there is an accident connected with work and your employee, or self-employed person
working on the premises or a member of the public is killed you must notify the enforcing
authority without delay. You can either telephone the ICC on 0845 300 99 23 or complete the
appropriate online form (F2508).


If there is an accident connected with work and your employee, or self-employed person
working on the premises sustains a major injury, or a member of the public suffers an injury
and is taken to hospital from the site of the accident, you must notify the enforcing authority
without delay by telephoning the ICC or completing the appropriate online form (F2508).

Reportable major injuries are:
    Fracture, other than to fingers, thumbs and toes;
    Amputation;
    Dislocation of the shoulder, hip, knee or spine;
    Loss of sight (temporary or permanent);
    Chemical or hot metal burn to the eye or any penetrating injury to the eye;
    Injury resulting from an electric shock or electrical burn leading to unconsciousness or
       requiring resuscitation or admittance to hospital for more than 24 hours;
    Any other injury leading to hypothermia, heat-induced illness or unconsciousness; or
       requiring resuscitation or requiring admittance to hospital for more than 24 hours;
    Unconsciousness caused by asphyxia or exposure to harmful substance or biological
    Acute illness requiring medical treatment or loss of consciousness arising from
       absorption of any substance by inhalation, ingestion or through the skin;
    Acute illness requiring medical treatment where there is reason to believe that this
       resulted from exposure to a biological agent or its toxins or infected material.


If there is an accident connected with work (including an act of physical violence) and your
employee, or a self-employed person working on your premises, suffers an over-three-day
injury you must report it to the enforcing authority within ten days.

An over-3-day injury is one which is not "major" but results in the injured person being away
from work OR unable to do their full range of their normal duties for more than three days.
You can notify the enforcing authority by telephoning the Incident Contact Centre on 0845
300 99 23 or completing the appropriate online form (F2508).

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If a doctor notifies you that your employee suffers from a reportable work-related disease,
then you must report it to the enforcing authority.

Reportable diseases include:
      Certain poisonings;
      Some skin diseases such as occupational dermatitis, skin cancer, chrome ulcer, oil
      Lung diseases including occupational asthma, farmer's lung, pneumoconiosis,
       asbestosis, mesothelioma;
      Infections such as leptospirosis; hepatitis; tuberculosis; anthrax; legionellosis and
      Other conditions such as occupational cancer; certain musculoskeletal disorders;
       decompression illness and hand-arm vibration syndrome.
      A full list of reportable disease can be downloaded from the HSE website.

You can notify the enforcing authority by telephoning the Incident Contact Centre on 0845
300 99 23 or completing the appropriate online form (F2508A)


If something happens which does not result in a reportable injury but which clearly could
have done, then it may be a dangerous occurrence which must be reported immediately.
Employees must call the Incident Contact Centre on 0845 300 99 23 or complete the
appropriate online form.

Reportable dangerous occurrences are:
      Collapse, overturning or failure of load-bearing parts of lifts and lifting equipment;
      Explosion, collapse or bursting of any closed vessel or associated pipe work;
      Failure of any freight container in any of its load-bearing parts;
      Plant or equipment coming into contact with overhead power lines;
      Electrical short circuit or overload causing fire or explosion;
      Any unintentional explosion, misfire, failure of demolition to cause the intended
       collapse, projection of material beyond a site boundary, injury caused by an
       explosion; accidental release of a biological agent likely to cause severe human
      Failure of industrial radiography or irradiation equipment to de-energise or return to its
       safe position after the intended exposure period;
      Malfunction of breathing apparatus while in use or during testing immediately before
      Failure or endangering of diving equipment, the trapping of a diver, an explosion
       near a diver or an uncontrolled ascent;
      Collapse or partial collapse of a scaffold over five metres high or erected near water
       where there could be a risk of drowning after a fall;
      Unintended collision of a train with any vehicle;
      Dangerous occurrence at a well (other than a water well);
      Dangerous occurrence at a pipeline;
      Failure of any load-bearing fairground equipment or derailment or unintended
       collision of cars or trains;
      A road tanker carrying a dangerous substance overturns, suffers serious damage,
       catches fire or the substance is released;

                                                                                 Page 10 of 10

      A dangerous substance being conveyed by road is involved in a fire or released;
      The following dangerous occurrences are reportable except in relation to offshore
       workplaces, unintended collapse of: any building or structure under construction,
       alteration or demolition where over five tones of material falls; a wall or floor in a
       place of work; any false-work;
      Explosion or fire causing suspension of normal work for over 24 hours;
      Sudden, uncontrolled release in a building of 100 kg or more of flammable liquid; 10
       kg of flammable liquid above its boiling point; 10 kg or more of flammable gas; or of
       500 kg of these substances if the release is in the open air;
      Accidental release of any substance which may damage health.

Issued by: KITA Ltd Jan 09
Reviewed and Passed by:        Gill Wills – CEO – June 2009
Reviewed and Passed by:        Gill Wills – CEO – March 2010
Reviewed by:                   Steve Wilks – September 2010
Reviewed and Passed by:        Wendy Eadsforth – CEO/Principal September 2010

Next Review due:               September 2011
(EPIA Jan 2011)


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