35.71 - Reporting Injuries or Illnesses Related to University Employment or Activities

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Last updated: October 7, 2024

A. General. The prompt reporting of injuries or illnesses related to university employment or activities is essential to ensure that the person(s) involved have received the proper medical care, the situation causing the injury or illness has been identified, and the appropriate documentation has been completed. Prompt reporting allows university personnel to investigate the causes of these injuries or illnesses and to recommend preventive measures to eliminate or minimize the risk of similar occurrences.

B. Process. There are four situations for reporting injuries or illnesses. The procedures that should be followed will depend on whether the person involved is a university employee, student, a person not associated with the university, or if a university vehicle is involved in an accident. If an injury or illness does not fit into one of these four categories as described below, please contact the Risk Management Office at (208) 885-7177 for further information and instructions.

C. Procedures.

C-1. General. The following procedures should be followed in all situations:

i) If the accident involves personal injury, seek appropriate medical attention immediately. A seriously injured person should not be moved unless absolutely necessary. Call for an ambulance if necessary (any costs associated with the emergency medical transport will not be charged to the department or individual calling the ambulance).

ii) Ensure ongoing hazards are immediately addressed and that the accident scene and related evidence is promptly secured. Insofar as it is possible, related evidence should not be moved or disturbed until authorized personnel have had a chance to examine it.

C-2. University Employees. University employees who sustain a work-related injury or occupational illness must follow the procedures described in Section 55.32 [Worker’s Compensation]. [ed. 8-14]

C-3. Students. If a student is injured while participating in a university sponsored program or on university property, follow the procedures described below:

i) If the injury sustained is serious, notify the Risk Management Office at (208) 885-7177 immediately. The person in charge of the university sponsored program should also ensure the Office of the Dean of Students, (208) 885-6757, is notified, so that the Dean of Students can contact the student’s family.

ii) The person in charge of the university sponsored program must ensure the facts pertaining to the accident or illness are documented using the university’s Accident-Incident Report form [Sample form] and that copies are sent to other departments as indicated on the bottom of the report form. Any other requests for copies of reports should be referred to the Office of University Counsel, (208) 885-6125. Departments are responsible for ensuring a copy of all reports is kept on file for at least 3 years.

iii) If a student is hospitalized as the result of an accident, as a courtesy to that student, it is advisable for the person in charge to visit the student.

iv) The Risk Management Office or Student Advisory Services will advise the injured student of his/her accident insurance benefits upon request.

v) The person in charge should obtain a written release from the physician who treated the injured student before allowing the student to return to university activities.

C-4.Students Who Are Also University Employees. If a student employee experiences a work-related injury or occupational illness, follow the procedures described in Section 55.32 [Worker’s Compensation]. [ed. 8-14]

C-5. Accidents Involving A University Vehicle. If involved in an accident while using a university vehicle or notified that an accident has occurred involving a university vehicle, follow the procedures described below [see also 05.01(C)]. (NOTE: All employees who drive university vehicles should be advised of these procedures before they are permitted to drive). All university vehicles must contain a current registration, Auto Accident Report Guide, Certificate of Financial Responsibility, and Citizen’s Claim Procedure form.

i) Ensure the police are promptly notified.

ii) Give information as requested by the police and provide all other information required by the Risk Management Office.

iii) Do not accept responsibility for and do not comment upon the accident. If the other party involved in the accident feels the driver of the university vehicle may be responsible for the accident, provide the party with the Citizen’s Claim Procedure form contained in the vehicle, if possible, and advise them to call the Risk Management Office, (208) 885-7177.

iv) Ensure that the form contained in the Auto Accident Report Guide is completed according to the instructions. This form should then be sent to the Risk Management Office, University of Idaho, AD 209, Moscow, ID 83844-3168 within 48 hours of the accident or, if possible, send by fax (208) 885-9490.

v) Notify the Risk Management Office (208) 885-7177, by fax (208) 885-­9490 or Risk Management Email as soon as possible that a vehicle accident has occurred. The immediate supervisor of the driver of the university vehicle should also be promptly notified that an accident has occurred.

vi) If university personnel have sustained injuries in a work related vehicle accident, the procedures described in Section 55.32 (C) [Worker’s Compensation], must be followed. [ed. 8-14]

C-6. Accidents Involving Non-University Personnel. If you observe or have been notified that an accident has occurred on university property which involves personal injury to non-university personnel, follow the procedures described below:

i) Obtain the names, addresses and phone numbers of the injured person(s) and any persons who may have witnessed the accident.

ii) Do not comment on the accident or accept responsibility. If the injured person feels the university may be responsible, advise them to contact the Risk Management Office, (208) 885-7177.

iii) If an injury is serious, notify the Risk Management Office, (208) 885-­7177, and the Environmental Health and Safety Office, (208) 885-6524, as soon as possible.

vi) Ensure the facts pertaining to the accident are documented using the university’s Accident-Incident Report form [Sample form] and that copies are sent to other departments as indicated on the bottom of the report form. Any other requests for copies of reports should be referred to the Office of University Counsel, (208) 885-6125. Departments are responsible for ensuring a copy of all reports are kept on file for at least 3 years.

D. Information. Necessary forms and additional information can be obtained for the Risk Management Office, AD 209, (208) 885-7177, by fax (208) 885-9490 or by Risk Management Office Email.

E. Accident/Incident Report Form. [Sample Form]

Version History

Amended October 2024. Minor edit to update owner position title.