Incident Guides for Canadian Workplaces

An accident is an event that results in injury or ill health. A near miss is an event that didn't cause harm but could have. Many safety professionals and regulators now use incident for both because, as the US Occupational Safety and Health Administration points out, accident suggests something that couldn't have been prevented. Whatever you call them, both deserve attention.

It depends on the jurisdiction, but most require prompt reporting of deaths, serious injuries or hospital admissions, structural collapses, major hazardous releases, and dangerous fires or explosions. Alberta also requires potentially serious incidents to be reported, and Saskatchewan lists specific dangerous occurrences. Each regulator publishes its own list, so check yours and keep the reporting number where supervisors can find it.

Faster than most people expect. Alberta requires reporting as soon as possible, British Columbia immediately and Saskatchewan as soon as is reasonably possible. Ontario requires an immediate report of a death or critical injury, then a written report within 48 hours, and federally regulated employers report certain occurrences within 24 hours. If you're unsure whether an incident is reportable, call the regulator and ask.

The employer is responsible, but the law often requires others to take part. Alberta involves the joint committee or representative, British Columbia requires the employer and a worker representative to participate, Saskatchewan has the committee co-chairs or the employer and representative investigate, and federally regulated employers appoint a qualified person. Investigators should be trained, and it helps to include someone who wasn't involved.

At minimum: what happened, where and when, who was involved, the sequence of events, the immediate and underlying causes, and the corrective actions taken or planned, with owners and dates. Saskatchewan's regulations, for example, call for a description, supporting evidence such as photographs, the causes, and both immediate and long-term corrective action. Write it in plain language, so workers and managers can act on it.

Some jurisdictions set them. In British Columbia, a preliminary investigation is due within 48 hours and the full report within 30 days. Federally regulated employers must record the investigation within 72 hours and file certain written reports within 14 days. Where no deadline is set, start right away, while the scene is intact and memories are fresh, and finish once you've found the causes.

A root cause analysis looks past the immediate cause of an incident, such as a slip or a dropped load, to the underlying reasons it was possible. OSHA describes a root cause as a fundamental, underlying, system-related reason an incident occurred, and the UK Health and Safety Executive notes that root causes are generally management, planning or organizational failings. Fixing them prevents more than one incident.

Use the method that fits the incident. The five whys works well for simpler events and often takes three to five questions to reach a useful cause. Cause-and-effect, or fishbone, diagrams help a team sort causes into groups such as equipment, environment, procedures and people. Timelines and event trees suit more complex incidents. Most incidents have several causes, so be wary of any method that stops at one.

They should be. Near misses share the same causes as workplace incidents that hurt people, and the UK Health and Safety Executive notes they're as useful and much easier to investigate. In British Columbia, incidents that had the potential to cause serious injury must be investigated, and in Alberta, potentially serious incidents must be investigated and reported. A good process makes reporting easy and shows workers what changed.

No. A workers' compensation report and an OHS incident report are separate duties to separate organizations. In Alberta, the employer reports an injury to WCB within 72 hours of becoming aware of it, while serious incidents must also be reported to OHS. WorkSafeBC notes that its injury report doesn't meet the duty to report certain incidents immediately. Make sure your procedures cover both.

Not right away. After a serious incident, the scene generally can't be disturbed until an OHS officer or the police allow it, except to help injured people, prevent further injury or protect property in danger. Alberta, Saskatchewan and federal law all set rules like this. Secure the area, take photos, record conditions and check with the regulator before moving anything else.

It varies. Alberta requires investigation reports to be kept for at least two years, British Columbia first aid records for three years, Saskatchewan's first aid register for five years, and federally regulated employers' hazardous occurrence records for ten years. Where your jurisdiction is silent, keep records of workplace incidents and investigations long enough to show due diligence and support trend analysis.

Incident reporting and investigation is one of the elements a COR audit examines. Auditors look for a clear reporting procedure, trained investigators, completed reports with real causes, corrective actions that were closed and evidence that lessons were shared. A strong incident process produces those records. We help employers prepare, but we don't issue certificates. CORs and SECORs are issued through the applicable certifying partner.

Yes. We support investigations after serious incidents, train supervisors and committee members to investigate and find root causes, review your reporting procedures and records, and help you set up near-miss reporting. Our consulting focuses on Alberta, British Columbia and Saskatchewan, while our guides, free downloads and online training are available anywhere in Canada. Book a free consultation to talk it through.