Administrative Procedure 175: Reporting Hazards, Incidents and Occupational Illness
Legal References
Education Act; Occupational Health and Safety Act (OHSA); Workplace Safety and Insurance Act (WSIA); Ontario School Board Insurance Exchange (OSBIE)
Related References
Administrative Procedure (AP) 138 Positive Workplace Environment; AP180 First Aid and Medical Emergencies; AP351 Code of Conduct; AP352 Progressive Discipline and Promoting Positive Student Behaviour; AP357 Violence Threat and Risk Assessment; AP404 Violence Prevention in the Workplace; AP410 Environmental Health & Safety; AP413 Infection Control; AP414 Refusing Unsafe Work; AP416 Early and Safe Return to Work; AP475 Role of the School Principal; AP542 Indoor Environmental Quality; AP545 Chemical Spill Hazardous Emission; AP547 Fire Safety; AP560: Insurance - Property, Liability and Student Accident; AP573 Vandalism, Property Damage, Theft; AP589 Transportation; AMDSB Guidelines for Students on Co-op Work Placement; Form 175A Employee Hazard/Incident Reporting Instructions; Form 175B OSBIE Incident Reporting Manual; Form 175C AMDSB Student Co-op Work Placement Accident Report; Form 175D Witness Observation Form
1.0 Purpose
1.1 Establish a reporting management system and procedures for reporting workplace hazards, and worker incidents, injuries, and occupational illnesses.
1.2 Establish procedures for reporting employee, student, volunteer and visitor incidents and injuries.
1.3 Comply with the employer’s reporting obligations under the Education Act, Occupational Health and Safety Act (OHSA), Workplace Safety and Insurance Act (WSIA) and Ontario School Board Insurance Exchange (OSBIE).
2.0 Scope
2.1 This administrative procedure applies to all Avon Maitland District School Board (AMDSB) work and education programs, activities and events, including:
-
- Employees, in the course of performing work on behalf of AMDSB;
- Students, including co-operative education during school hours or AMDSB approved programs, events or field trips;
- Post-secondary students on a work placement at AMDSB;
- Volunteers on AMDSB sites;
- Visitors on AMDSB sites.
2.2 This procedure applies to all AMDSB workplaces and/or AMDSB approved locations.
3.0 Definitions
3.1 Critical Injury: An injury of serious nature that:
-
- Places life in jeopardy or produces unconsciousness;
- Causes the loss of sight of an eye;
- Results in a substantial loss of blood;
- Involves any fracture except a finger or toe;
- Involves the amputation of a leg, arm, hand or foot;
- Consists of burns to a major portion of the body.
3.2 Debriefing – Immediate: A process of allowing individuals to talk about what happened and how they feel; listening without judgement; no counselling; discuss if additional support is needed.
3.3 Debriefing - Follow-up: A process of reviewing and evaluating what happened and consulting on preventative and corrective actions (hazard controls) to prevent a recurrence.
3.4 First Aid: Immediate one-time treatment or care given to a person who is injured or who suddenly becomes ill, which does not require healthcare and does not disable a person from performing their usual work (e.g., applying ice, adhesive dressing, or seeking fresh air).
3.5 Hazard: Any work-related source with a potential to cause injury and ill health, however, no incident has occurred (e.g., the absence of or defect in any equipment or protective device, a hazardous condition or activity).
3.6 Healthcare: An injury or illness other than a critical injury, which requires a medical assessment or treatment by a healthcare professional (e.g., emergency department visit, physician, dentist, chiropractor, physiotherapist, etc.). Also called moderate injury for OSBIE incident reporting.
3.7 Imminent Danger: A workplace hazard, condition or activity that could reasonably be expected to be an immediate threat to the life or health of a person.
3.8 Incident - no injury or treatment: A work-related occurrence that could result in injury or ill health (e.g., struck by an individual but not injured, slipping on liquid but not harmed; getting struck by a ball). Also, called near loss or close call.
3.9 Lost time: A work-related injury or ill health, which results in being off work past the day of the incident.
3.10 Occupational Illness: A condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the normal physiological mechanisms are affected and the health of the worker is impaired.
3.11 Workplace: Any land, premises, location or thing at, upon, in or near where a worker works. Includes telework performed in or about a private residence.
4.0 Employee Reporting
4.1 Employee Responsibilities
4.1.1 Take an active role in protecting and promoting health and safety by identifying and controlling workplace hazards within their control, and complying with relevant laws, and administrative procedures.
4.1.2 Report any workplace hazards that pose an immediate danger to workers immediately to the principal/supervisor, either in person or by phone and submit an Employee Hazard/Incident Report through eBase within one (1) school/workday. Refer to Form 175A Employee Hazard/Incident Reporting Instructions.
4.1.3 Immediately report injuries (first aid, healthcare and lost time) and occupational illnesses to the principal/supervisor in person or by phone and submit an Employee Hazard/Incident Report through eBase within one (1) school/workday.
If the employee cannot submit a report, the principal/supervisor may submit a report on the employee’s behalf in consultation with the employee within one (1) school/workday.
4.1.4 Report uncontrolled workplace hazards and all incidents (no injury/treatment) to the principal/supervisor as soon as possible and before the end of the workday. A workplace hazard or incident (no injury/treatment) can be reported in person, by phone, or by submitting an online Employee Hazard/Incident Report through eBase. Written reports must be submitted within one (1) school/workday.
4.1.5 Report all visits to an emergency department, or healthcare professional related to a workplace injury or illness to the principal/supervisor on the day of the visit and obtain and provide any forms (e.g., WSIB Form 8, Health Professional Report) to the Human Resources Services Wellness Officers. Refer to and follow Administrative Procedure 416 Early and Safe Return to Work.
4.1.6 If time off work is taken after the day of an incident, injury or occupational illness, report the absence to the principal/supervisor and Human Resource Services Wellness Officer. Refer to and follow Administrative Procedure 416 Early and Safe Return to Work.
4.1.7 Participate in incident debriefings and reviews.
4.2 Principal/Supervisor Responsibilities
4.2.1 Immediately respond to a report of imminent danger and take appropriate action to eliminate or control the hazard.
4.2.2 Assess injuries and ensure first aid is provided immediately to an injured or ill person by a person trained in first aid. If recommended, instruct individuals to seek further assessment or treatment by a health care professional.
4.2.3 Ensure transportation is provided or arranged for an injured or ill person to an emergency department, healthcare professional or residence.
4.2.4 If a person (employee, student, volunteer, visitor) may have sustained a critical injury (i.e., sent to hospital) due to a workplace hazard, immediately:
-
-
- Notify the School Superintendent and EHS Manager.
- Do not disturb the scene or anything related (e.g., tools, materials). Freeze and secure the scene (e.g., lock door, cordon off area) until permission is granted to release the scene. If it is not possible to secure the scene (e.g., emergency exit, traffic lane), take photos of the scene from all directions (North, South, East, West) and note the conditions (e.g., raining, snowing, ice, spill, etc.).
- Obtain a written description from all adult(s) who witnessed the incident using Form 175D Witness Observation Form.
- Obtain any documentation or records related to the incident (e.g., training content and records of completion, inspections reports, logs).
-
4.2.5 For injuries and occupational illnesses requiring healthcare or lost time from work, ensure:
-
-
- An Employee Hazard/Incident Report is submitted by or on behalf of the employee within one (1) school/workday; and
- Any forms (e.g., WSIB Form 8) are submitted to the Human Resource Services Wellness Officer.
-
4.2.6 Ensure critical incident debriefing occurs immediately following a critical or serious incident (e.g., medical emergency, critical injuries, significant intervention, containment, traumatic event, lockdown).
4.2.7 Ensure follow-up incident debriefing occurs within three (3) school/workdays following a serious or critical incident.
4.2.8 Ensure employee hazard/incident reports are reviewed; employees and witnesses are consulted; additional information, instructions, photos, records obtained to identify causes, and the investigation report is submitted within the required timelines:
-
-
- Critical injury reports - must be submitted to the Ministry of Labour, Immigration, Training and Skills Development, Joint Health and Safety Committee and Employee’s Union/Association - within forty-eight (48) hours.
- Imminent danger report – within one (1) school/workday.
- Injuries (healthcare or lost time) and Occupational Illnesses - must be submitted to the Workplace Safety and Insurance Board, Joint Health and Safety Committee and Union/Association within three (3) school/workdays.
-
Note: The WSIB levies a fine for late reporting. If a principal/supervisor fails to report an injury or occupational illness to Human Resource Services they are aware of within the required time, the fine will be charged to the school or department.
-
-
- Injury - first aid – three (3) school/workdays.
- Incident - no injury/treatment – three (3) school/workdays.
- Workplace hazard - within three (3) school/workdays.
-
4.2.9 Ensure that any preventive or corrective actions (hazard controls) are implemented to prevent a recurrence and that the action(s) are communicated in writing to the person(s) who reported the hazard/incident and others directly impacted.
4.2.10 Evaluate the hazard controls implemented to determine the effectiveness and assess if the intent of the hazard control is being met.
5.0 Student Reporting
5.1 All Student Injuries
5.1.1 The principal and teachers must instruct students to report all injuries to their supervising teacher. The teacher must notify the principal or designate.
5.1.2 The principal or supervising teacher must ensure first aid is provided immediately by a persons trained in first aid.
5.1.3 If the student requires or is recommended to obtain healthcare, the principal or supervising teacher must ensure transportation is provided to a physician/hospital/home and the principal must notify the parent(s)/guardian(s).
5.1.4 If the student is transported by ambulance, the principal must immediately notify the:
-
-
- Regional Superintendent
- AMDSB Facilities Supervisor
- Parent(s)/guardian(s)
-
5.1.5 The principal must ensure that injuries that require or recommend healthcare are reported electronically on the Ontario School Boards’ Insurance Exchange (OSBIE) Incident Report Form.
Refer to Form 175B OSBIE Incident Reporting Manual for login username, password, and instructions. Note: when the OSBIE report is submitted electronically a copy goes to the Facilities Supervisor.
Refer to Form 175B OSBIE Incident Reporting Manual for login username, password, and instructions. Note: when the OSBIE report is submitted electronically a copy goes to the Facilities Supervisor.
5.1.6 If a critical injury is suspected due to a workplace hazard, follow the procedures in section 4.2.4 of this procedure.
5.1.7 The principal must collect and assess additional details, witness observations, information, instructions, records, photos, etc., and identify causes and corrective actions. The incident information must be kept in a secure location.
5.1.8 The principal must ensure that any corrective actions (hazard controls) are implemented to prevent a recurrence and that the action(s) are communicated in writing.
5.2 Students Injured on Co-op Work Placement Outside of AMDSB
5.2.1 The principal and co-op teacher must instruct all students on co-op work placement to report all co-op work related injuries to the co-op teacher and the placement supervisor.
5.2.2 The co-op teacher must report all co-op work placement injuries that require or it is recommended healthcare, as outlined in Section 5.1 above.
5.2.3 In addition to the OSBIE Incident Report, any injuries that required healthcare must be reported on the Form 175C AMDSB Student Co-op Work Placement Accident Report. This form must be fully completed and signed by the co-op teacher, co-op employer and principal.
5.2.4 Form 175C AMDSB Student Co-op Work Placement Accident Report and the student’s completed Work Education Agreement must be emailed to the Human Resource Services Help Desk within twenty-four (24) hours.
5.2.5 Human Resources Services will submit a WSIB Form 7, Student Co-op Work Placement Accident Report and Work Education Agreement to the WSIB.
Note: Student co-op work placement injuries requiring healthcare must be reported to the WSIB within three (3) days of receiving healthcare. The WSIB levies a fine for late reporting. When a co-op teacher fails to report an injury to the Human Resource Services Help Desk that they are aware of, within the required time, the fine will be charged to that school.
6.0 Volunteer or Visitor Reporting
6.1 Volunteer or Visitor Injuries
6.1.1 The principal must ensure that first aid is provided immediately by staff trained in first aid.
6.1.2 The principal must offer to arrange transportation to a physician/hospital/home.
6.1.3 If the person is transported by ambulance, the principal must immediately notify the:
-
-
- Regional Superintendent
- Facilities Supervisor
-
6.1.4 The principal must ensure that injuries that require or recommend healthcare are reported electronically on the Ontario School Boards’ Insurance Exchange (OSBIE) Incident Report Form.
Refer to Form 175B OSBIE Incident Reporting Manual for Appendix login for username, password, and instructions.
Note: when the OSBIE report is submitted electronically a copy goes to the Facilities Supervisor.
Refer to Form 175B OSBIE Incident Reporting Manual for Appendix login for username, password, and instructions.
Note: when the OSBIE report is submitted electronically a copy goes to the Facilities Supervisor.
6.1.5 If a critical injury is suspected due to a workplace hazard, follow the procedures in section 4.2.4.
6.1.6 The principal must collect and assess additional details, witness observations, information, instructions, records, photos, etc. and identify causes and corrective actions. The incident information must be kept in a secure location.
6.1.7 Ensure that any preventive or corrective actions (hazard controls) are implemented to prevent a recurrence and that the action(s) are communicated in writing.
Revised July 2025