ACCIDENT / INCIDENT REPORTING AND INVESTIGATION PROCEDURE

1. OBJECTIVE

This procedure fulfils the legal requirements of the Reporting of Injuries, Diseases and
Dangerous Occurrences Regulation 2013 (RIDDOR 2013) and the Company’s obligation
under these regulations. This procedure also covers non-reportable safety, health, and
environmental incidents, reporting and investigating such that root cause can be identified and
eliminated/reduced.

2. SCOPE

The procedure covers the internal reporting and investigation procedures and the external
statutory recording and notification. Other accidents and incidents shall be recorded and also
investigated using this procedure.

3. REFERENCE/APPENDICES

 https://incident.sevron.co.uk/home

 Annex A Peartree HSP 005 / 06 V2

4. GENERAL RESPONSIBILITES

 The responsibility for ensuring this procedure for initial reporting and investigating is
adhered to lies with the Department or site Manager / Supervisor.

 H&S will issue Safety Alerts across the Business Units where lessons can be learned post
incident to prevent recurrence.

5. DEFINITIONS

Accident

An unplanned event arising from or in connection with Company activity, including those
which occur outside of Company premises

Injury

Any condition arising from an accident which requires first aid or medical treatment

Disease

A disease or impairment of the body function arising out of a person’s exposure to harmful
substances or biological agents.

RIDDOR

The Reporting of Injuries, Diseases & Dangerous Occurrences Regulations. This covers
injuries, diseases and dangerous occurrences which are notifiable to the appropriate enforcing
authority and is covered more fully in section 6.2 of this procedure.

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 Environmental Incident

An environmental incident is an event causing harm to the environment that demands a

response beyond the routine. Examples of environmental incidents include chemical spillages,
release of fumes etc.

Other

Significant incidents that are required to be reported or investigated, for example:

 Significant Near Miss

 Property Damage

6. REPORTING AN ACCIDENT/ INCIDENT

6.1 Accident/Incident Report

All accidents and incidents must be reported to the Line Manager / Supervisor. If they are
unavailable or you do not have a supervisor your next tier of management i.e. your Area or
Regional Manager must be informed as soon as possible by the quickest means.

All accidents and incidents require completion of the Sevron incident form which meets all
the requirements of an accident book, as a matter of routine. The form must be completed
online at https://incident.sevron.co.uk/home. This must be completed by the Line Manager /
Supervisor or Area / Regional Manager to whom the injured person belongs and then
submitted to the H&S Department for processing within 24 hours of the occurrence.

NOTE: DETAILS OF INJURY OR ILLNESS TO A COMPANY EMPLOYEE OR ANYONE

WORKING ON BEHALF OF THE COMPANY AS A RESULT OF AN ACCIDENT,
HOWEVER SLIGHT, MUST BE REPORTED USING THESEVRON FORM.

6.1.3 For reporting all incidents, the Accident/Incident Report must be filled out in
conjunction with the person affected / witnessing the accident or incident.

6.1.4 Where an accident/ incident occurs, it is important that the root cause be identified
such that immediate corrective action can take place and recurrence can be avoided
through preventative actions. Such an investigation needs to be carried out
immediately or as soon as possible after the accident/incident. This investigation will
be recorded on the Sevron system and relevant actions detailed to prevent any
reoccurrence.

6.2 RIDDOR – The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
2013

The Regulations apply to events (deaths or injuries resulting from accidents, including a work-
related injury resulting in 7 or more consecutive days off work, instances of disease and
dangerous occurrences) which arise in connection with work activities covered by the Health &
Safety at Work etc. Act 1974.

There are four main categories of reportable incidents:

 Report of a Death or Major Injury

 Report of an over 7 day injury
 Report of a Dangerous Occurrence
 Report of a Disease

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 Refer to Appendix 1 and for further details on all reportable accidents and incidents please
refer to Guidance INDG 453 Guide to RIDDOR 2013.

For incidents categorised as death/major and dangerous occurrence, the H&S Director /
Manager must inform the HSE via the quickest means possible, this is usually by telephone to
the Incident Control Centre (ICC) on:

0845 3009923 (HSE)

For all types of RIDDOR incident it is a legal requirement to complete the report form. This
form will be completed by the Safety Department and sent to the HSE within 10 days of the
incident occurrence.

6.2.1 RIDDOR Responsibilities

For reporting RIDDOR incidents, the same procedure as section 6.1 is used. Once the
incident report is received by the Safety Dept, they will complete the appropriate RIDDOR
Form. It is the responsibility of the Line Manager to ensure that the Safety Department is
immediately informed when the injury is deemed to be major. It is the responsibility of the
Safety Department to ensure that the HSE is informed as required.

7. INVESTIGATION OF AN ACCIDENT/INCIDENT

All accidents and incidents reported on the Accident / Incident Investigation Report will be
investigated by the Dept. / Team Manager or leader to reveal the root cause such that the risk
of recurrence is eliminated or reduced. Once this investigation has taken place the report will
be viewed by the H&S Dept. for comment.
For more serious accidents/incidents a more detailed investigation should take place.
Such incidents include all RIDDORS, serious near misses, serious environmental incidents
etc.
In this instance the Accident/Incident Investigation Report Form HS06 should be used by H&S
staff.
All serious accidents/incidents or RIDDOR events shall be notified to the client, and the
insurance company.

7.1 Investigation Responsibilities

It is the responsibility of the Contracts / Department Manager to ensure that the initial
investigation is carried out. It is the responsibility of the H&S Dept. to review the adequacy of
the report, supporting information and recommendations, and comment appropriately.

7.2 Investigation Procedure

In summary, investigation of an incident covers:

Initial Accident/Incident Details

 Document the type/severity of the event
 Cover the who/what/when/where/how as known at that time

Investigation & Research Phase

 Gather relevant evidence
 Investigate – direct evidence (scene and witnesses)
 Research – indirect evidence (written sources eg RAMS/procedures/safe systems
of work/permits etc)
 Consider (people/environment/systems)

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 Analytical Phase – Identification of Critical Factors
 Organise and assess all evidence
 Identify and list immediate and system causes

Recommendations to Prevent/Reduce Risk of Recurrence

 List follow-up actions and recommendations

Review and Close-Out

 Review of follow-up actions and recommendations by SHE Dept
 Review and close-out by Management Representative

Further guidance on conducting an investigation may be sought from the H&S Dept., to
include key phrases when interviewing, root cause analysis etc. www.hse.gov.uk

8. Records

8.1 Accident / Incident / Reporting and Investigation Forms should be circulated as stated on the
form.

8.2 The H&S department shall keep a record of:

 Any event which is required to be reported by Form F2508

 Any case of disease required to be reported by Form F2508A
 All accident / Incident reports

8.3 Records kept by the H&S Dept. shall be retained for a period of a minimum of 7 years.

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APPENDIX 1 - RIDDOR REPORTABLE INCIDENTS Appendices 01 /14

 Deaths

If there is an accident connected with work and an employee, or self-employed person working on the
premises, or a member of the public is killed the enforcing authority must be notified without delay.

 Major injuries

If there is an accident connected with work and an 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, the enforcing authority must be notified without delay.

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 agent
 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

 Over-seven-day injuries

An over-7-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 seven days.

 Disease

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

Reportable diseases include:

 Certain poisonings;
 Some skin diseases such as occupational dermatitis, skin cancer, chrome ulcer, oil
folliculitis/acne;
 Lung diseases including: occupational asthma, farmer's lung, pneumoconiosis, asbestosis,
mesothelioma;
 Infections such as: leptospirosis; hepatitis; tuberculosis; anthrax; legionellosis and tetanus;
 Other conditions such as: occupational cancer; certain musculoskeletal disorders;
decompression illness and hand-arm vibration syndrome.

A full list of reportable diseases can be found at

http://www.legislation.gov.uk/uksi/2013/1471/pdfs/uksi_20131471_en.pdf

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  Dangerous Occurrences / Near Miss

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.

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 AMENDMENT RECORD

Date Page No. Section No. Details of Amendment Issue No.

08 Jun 16 1 Para 4 Details of responsibility
2 Para 6 02

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