Environmental Health and Safety

Incident Reporting

For the reporting of injuries, illnesses, exposure to hazardous substances and near-misses.

Incident and near miss reporting, investigation, and tracking provide the Environmental Health and Safety Department (EHS) with an opportunity to glean information from the unintended outcomes and use that information to help prevent future incidents. Additionally, the university is required to assure correct, adequate and prompt reporting of all incidents to necessary agencies in a timely manner. Incident information is also needed for effective worker’s compensation implementation. Therefore, each member of the university community has the responsibility to report incidents and near misses promptly and serve as an active participant in the inquiry into the cause of the incident.

Injury/illness/exposure requiring non-emergency medical treatment

  1. The employee immediately reports the incident to their supervisor and completes Part II of the Employee Incident Report Form
  2. The employee is given a panel of physicians to select a physician and sign the form for all accidents by their supervisor whether they are immediately seeking treatment or not so they know where to go if they need next day treatment.
  3. The supervisor completes Section III of the incident form and signs the witness line of the panel of physicians for the physician the employee elected and forwards the forms to Human Resources within 24 hours of the incident.

*For non-emergency situations,Workers' Compensation processes require the use of a pre-approved panel of physicians for all injuries, illnesses and exposures requiring medical attention. For after-hours incidents, the Workers' Compensation Panel Physicians Form is available and lists local health care providers that are part of Christopher Newport's Workers' Compensation Program. Employees who undergo private medical attention for work-related incidents may not receive reimbursement for medical costs.

Injury/illness/exposure requiring emergency medical treatment

  1. Employee or first responder calls CNU Police (757) 594-7777 for a life-threatening medical emergency
  2. If an incident occurs that requires admission to the hospital and/or involves amputation, loss of an eye, or a fatality, notify the EHS Department immediately at (757) 594-7280.
  3. The supervisor notifies Human Resources as soon as possible after the employee obtains medical assistance.
  4. The supervisor completes the Employee Incident Report Form as soon as possible, preferably within four (4) hours of the incident and submits it to Human Resources.

Employees are required to participate in an accident investigation either before or after medical treatment, depending upon the urgency of the treatment.

Human Resources

CNU North
301 Hiden Blvd
(757) 594-7145

Incidents occurring during participation in instructional, research or other university-sponsored activities

When students have an injury, illness, or exposure to hazardous materials, the student and the faculty sponsor or instructor should complete the Student Incident Report Form. A copy of the form should be given to the appropriate academic Department Chair and emailed to ehs@cnu.edu within 24 hours of the incident. In addition, the General Incident Report Form should be completed by the faculty sponsor or instructor. The General Incident Report Form should be emailed to christine.ledford@cnu.edu within 24 hours of the incident.

Injuries to students on university-owned or leased property

The General Incident Report Form should be completed by the individual to whom the incident was reported. The General Incident Report Form should be emailed to christine.ledford@cnu.edu within 24 hours of the incident.

When contractors are injured on university-owned property, the appropriate contract administrator should complete the General Incident Report Form and email it to christine.ledford@cnu.edu within 24 hours of the incident.

When visitors are injured on university-owned property, the Christopher Newport employee or other appropriate affiliates who were witness to the incident should complete the General Incident Report Form and email it to christine.ledford@cnu.edu within 24 hours of the incident. Employees should request assistance from their supervisors when reporting incidents involving contractors or visitors.

Near misses are incidents in which no property was damaged and no personal injury was sustained, but where, given a slight shift in time or position, damage or injury easily could have occurred. Injury-free incidents should be reported to the EHS Department as near misses in a timely manner. A near miss electronic reporting form is available to facilitate the reporting process.

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