Injury, illness, and incidents

This page covers; responding, reporting and investigation of injury, illness, or incidents, including when events are to be notified to a Regulator.

Responding to an injury, illness, or incident

A check list covering the steps when an incident has occurred. The checklist covers: dealing with incident, injury and illness, death and notifiable illness/injury, investigation and reporting.  More…

Injury, illness and incident flow chart

A printable flow chart including glossary of terms. MU Accident & Incident Reporting Flow Diagram HSAW 2015 (189 KB)

Using paper based system to report incident, injury and illness events

Explains the workflow in the paper based system, if you don’t have access to a staff member with MyHS portal. More

Using e-based system to report incident, injury and illness events

The My Health & Safety (MyHS) user guide includes a step-by-step guide for each role on how to complete the relevant sections in MyHS. MyHS is in the MyHR portal available to staff.

What incidents, injury, and illness events should be reported internally?

All, health and safety incidents (near misses), injury, illness, or accidents to anyone in the University no matter how minor should be reported to the University. This section also details related reporting processes that may be needed; e.g.: hazards, security, property or environmental damage. More…

Accident investigation

Details “how to” of investigation; covering collection of evidence, understanding immediate/underlying/root causes and corrective actions.  <More…>

Which events must be reported to the Regulator?

Serious incidents, injury and incident (Notifiable Events) by law must be reported to the workplace Regulator such as WorkSafe NZ and the site preserved. For some events other Regulators must also be involved. More…

Claiming for injury or illness insurance

This section details processes required if you are injured and need medical treatment, or need to take time off work due to an injury. Injury insurance for overseas visitors, while traveling and if domiciled overseas are also covered. More…

Glossary of Terms

Technical safety 'speak', including legal terms. More...


Responding to injury, illness and incident.

The check list below covers the steps to take when an incident has occurred. The checklist includes; dealing with incident, injury and illness, death and notifiable illness/injury, investigation and reporting. 

The list overlaps with the injury, illness flowchart. The list is intended as an 'aid memoir' to ensure all relevant steps are covered. The steps may be covered by others such as; security, or safety officer on your behalf. Managers need to confirm the relevant steps have been completed.

The incident itself may need attention to:

  1. control any immediate risks to people and limit further loss,
  2. if the incident is notifiable, preserve and protect the incident site. Only release the site under the direction of a WorkSafe NZ inspector (s55). Undertake an <investigation> to prevent re-occurrence,
  3. notify your line manager or supervisor immediately of the incident,
  4. complete the paper form Accident/Incident at Work Report Form (101 KB) or on-line injury, illness, incident reporting form,

 If a minor injury accident occurs, as well as the above, the injured person or first person on the incident site, is to:

  1. control any immediate risks to the injured person or others,
  2. promptly seek first aid treatment and, if necessary, medical treatment,
  3. add details of injured person to the paper form Accident/Incident at Work Report Form (101 KB) or on-line injury, illness, incident reporting form,

If a death or notifiable injury, illness, occurs after taking the steps above, the following must occur:

  1. manager or supervisor with assistance from their Campus Health and Safety Advisor must notify WorkSafe NZ as soon as possible by phone 0800 030 040 or fax or email,
  2. manager or supervisor must alert the AVC, PVC, Campus Registrar, Register, that statutory notification has occurred,
  3. alert Campus Registrar as to scale of the incident who will make a decision on whether to activate the Campus Emergency Plan,
  4. collect witnesses details and if possible keep on site so they can be interviewed,
  5. co-operate fully with all authorities.
  6. begin an internal <investigation> with assistance of the Health and Safety Advisor, including: interviews with witnesses, taking photos, measurements and diagrams.

After all incidents, illness, and injury events:

  1. ensure paper form Accident/Incident at Work Report Form (101 KB) or on-line processes are be completed including causes, action remedies, updates to  hazard/risk, and  plans manager or supervisor sign-off as soon as possible.
  2. report the event in writing if requested by WorkSafe or other Regulator within 48 hours using the WorkSafe prescribed forms.
  3. complete <Massey Investigation> with assistance from Campus Health and Safety Advisor.

What incidents, injury, and illness events should be reported internally?

All, health and safety incidents (near misses), injury, illness, or accidents to anyone in the University no matter how minor must be reported to the University. This section also details related reporting processes that may also be needed, e.g. hazards, security, property or environmental damage.

These health and safety reports provide valuable information to allow the University to manage hazard risk, identify potential trends and take action to prevent the same events happening to someone else.

Incidents to all people in the University must be reported (the legal wording is arising out of the conduct of the business (S:56 Health and Safety at Work Act 2015).  This includes events to: students, contractors, visitors and staff.  This will include University organised events such as sports, teaching and learning in University premises.

 The table below gives a guide to other related internal reporting or action requirements, including when the Regulator must be notified. More than one of the situations listed below may apply to any single event;

Type of situation

Example

Notify

Time Frame

Process

  • Minor repairable hazard risk with
  • No associated H&S or security incident
  • Pothole, broken outside light, fallen branch, rotted tree
  • Campus Facilities Management
  • ASAP
  • Contact Facilities Management to fix any maintenance issues
  • Ongoing hazard risk (also called residual risk) with
  • No specific associated incident
  • Risk of muscular or skeletal discomfort from sedentary posture, transport
  • Hazard Register and supervisor
  • ASAP
  • Hazard risk register
  • Residual risk and 
  • Associated minor H&S incident
  • Muscular or skeletal discomfort from sedentary posture, over work, poor ergonomics
  • Supervisor or Manager
  • ASAP
  • Minor H&S incident from risk identified in hazard register requiring only first aid
  • Slip on known slippery floor, paper cut
  • Manager
  • Within 24 hours
  • Notifiable <H&S incident>, <injury,illness>, or death without need for emergency response
  • <see accident report for examples>
  • Manager, and PVC or AVC, and University Registrar, and Campus Health and Safety Advisor and WorkSafe NZ
  • Immediately
  • Notifiable < H&S incident>, <injury, illness>, or death with need for emergency response
  • Any event that: affects a person or people in one location (such as a building or Campus) and requires an immediate, formal emergency response
  • Appropriate emergency service, and
  • Manager, and
  • Massey Security, and
  • PVC or AVC, and
  • Campus Registrar, and
  • University Registrar, and
  • Campus Health and Safety Advisor, and
  • WorkSafe NZ
  • Immediately
  • Incident(s) causing psychosocial harm
  • Work related abusive, bullying or inappropriate behaviour, mental harm or difficulty coping with work situation
  • Follow appropriate procedure e.g. <Harrassment and Discrimination resolution>, < Stress and fatigue>, <workload>
  • ASAP
  • Security incident
  • Threat, attempted assault, offensive behaviour, person at risk, break-in
  • Massey Security Office
  • Manager
  • Police
  • Campus Health and Safety Advisor
  • Immediately
  • Property or motor vehicle damage
  • Damage to University building, apparatus or equipment, or grounds
  • Massey Security
  • As for notifiable incident if applicable and
  • Procurement if insurance claim required
  • ASAP
  • Environmental incident
  • Outdoor minor hazardous substance spill, fume exhaust malfunction
  • Facilities Management via FM Helpdesk
  • Security if crowd control or evacuation required
  • Campus Health and Safety Advisor
  • Immediately or ASAP after discovery of incident
  • Local Regional Council if a spill to environment

Using paper based system to report incident, injury and illness events

Explains the workflow in the paper based system, if you don’t have access to a staff member with MyHS portal.

Incidents, injury, or illness, can be reported on a paper based accident form. The form has the following sections, all of which need to be completed for notifiable events;

       A1 - Incident particulars - what happened, when, where, who saw it and who is filling out the form

       A2 - Details of injured or ill person - names, address, gender, age data as required for the Regulator

       A3 - Employment details person injured or involved in incident - relationship, length of service, time in shift

       A4 - Injury/illness details - body part and injury or illness

       B - Investigation - manager decides if notifiable, and reports remedial action following investigation

       C - Campus Health and Safety - validates serious and statutory matters have been addressed.

The paper form doesn't need to be completed in its entirety for minor events where the purpose of notification is 'log' the incident occurrence in the injury/illness register.

Where information is in an alternative form(e.g. workplace assessment, post event report debrief or settlement) then these can be sent to the Campus Health and Safety Advisor and the Rehabilitation & ACC Administrator. The Rehabilitation & ACC Administrator will load the incident information in the format required by the Regulator. Where the incident follow up actions are complete on the paper report, the e based reporting system workflow will be turned off to avoid duplication of information flows. Workflow may also be turned off for sensitive incidents where actions have been completed. Managers and Health and Safety will still be aware the incident occurred so the hazard risk can be managed appropriately as required.

The paper form will have to be processed manually by sending it to their Manager and then forwarded on to the Campus Health and Safety Advisor.

The process <flow chart> details the form processing and glossary of terms. Alternatively the <checklist> can be used to ensure all matters are completed.

Managers are responsible for ensuring forms are processed correctly and promptly to ensure statutory time frames are met. It is essential that arrangements are made to ensure that required actions are completed in the Manager's absence.

Serious incidents, illness and injury accidents may also be <Notifiable Events> and need to be reported to the Regulator. 

Which events must be reported to the Regulator?

Serious incidents, injury and illness (Notifiable Events) by law must be reported to the workplace Regulator such as WorkSafeNZ and the site preserved. For some events other Regulators must also be involved. These are referred to as Notifiable Events.

A fact sheet of notifiable events gives examples of incidents, injury and illness  Supplement to WorkSafe factsheet.docx (45 KB)

Managers are responsible for ensuring that the correct regulatory authority is notified (see table below, with assistance from the Campus Health and Safety Advisors. The Campus Health and Safety Advisor can clarify if there is uncertainty with a notification.

As notification to a regulator is a statutory action, it is appropriate to alert:

  • Pro Vice Chancellor or Assistant Vice Chancellor,
  • Campus Register, who may activate Campus Emergency incident plan for a major event,
  • University Registrar,
  • Campus Health and Safety Advisor who can assist with the accident, the investigation and dealing with the regulator(s). Copies of all accident forms and investigation reports are to be forwarded to the Campus Health and Safety Advisor.

All media contact shall be through the AVC External Relations.

Preserving an Accident Site ( S:54)

In the event of a <notifiable event> i.e. a serious incident, illness or injury where WorkSafe NZ is notified, the accident site must not be interfered with so an authentic investigation can be carried out. It is an offence to disturb the scene until it is released by a Worksafe NZ inspector. Massey University could be prosecuted for failing to preserve the accident site. 

  1. Do seek help from Massey Security or others to tape off, cone off or lock up the area.
  2. Do not take or move any pieces of equipment, machinery or other plant etc.
  3. Do take photos, draw diagrams, collect names of witnesses and retain notes to aid the investigation.
  4. Do co-operate with the authorities. see guide on working with Regulator  Working with Worksafe (146 KB) for more information.

You can only disturb the site to:

(a) assist an injured person; or

(b) remove a deceased person; or

(c) make the site safe or to minimise the risk of a further notifiable event; or

(d) take actions under the direction of an on duty constable; or

(e) take actions which an inspector or the regulator has given permission.

External notification

Event

Authority

Time Frame

Forms

  • Sudden death
  • Police
  • WorkSafe NZ 0800 030 040 if it arises from work
  • Immediately
  • Immediately or ASAP
  • Work notifiable incident, injury or illness
  • WorkSafe NZ
  • 0800 030 040
  • Telephone or written as soon as possible
  • Non-injury traffic accident
  • Police
  • Within 48 hours
  • Personally to nearest Police station (reporting not required if all affected parties agree)
  • Traffic accident involving injury if work related
  • Police
  • WorkSafe NZ if a notifiable injury and work-related
  • Within 24 hours
  • WorkSafe NZ telephone 0800 030 040 or written as soon as possible
  • Boating accident, incident, mishap or injury
  • Maritime NZ Rescue Coordination Centre (freephone 0508 222 433, or VHF Channel 16)
  • Verbally as soon as possible 
  • Air accident or incident
  • Civil Aviation Authority
  • ASAP by phone
  • Environment incident or hazardous substance spill
  • Local Regional Council
  • WorkSafe NZ if notifiable incident
  • Verbal
  • Immediately by phone

Helpful links

WorkSafeNZ

Maritime New Zealand  

Civil Aviation Authority

Claiming for injury or illness insurance

This section details processes required if you are injured and need medical treatment, or need to take time off work due to an injury. Injury insurance for overseas visitors, while traveling and if domiciled overseas are also covered.

University staff are insured through ACC.

 

Work related injury, or illness accidents

  1. Complete the Massey incident, injury, illness form or MyHS for the accident register (required by Health and Safety at Work Act). Massey will link this to the ACC injury claim form completed when you visit a treatment provider (e.g. doctor, physiotherapist).
  2. Give a copy of the treatment provider form to your supervisor/manager who will send it to the Campus Health and Safety Advisor and the Rehabilitation & ACC Administrator.
  3. Your Manager must also investigate the incident.
  4. If your injury or illness is notifiable then, then your manager is responsible for notifying, as soon as practicable, and reporting the event to WorkSafeNZ. The Campus Health and Safety Advisor, PVC, AVC, Campus Registrar and the University Registrar must also be advised if the Regulator is involved.

 

Non-work injury and illness accidents

  1. Non-work lost time injury illness absence is also to be reported to your leave manager and recorded in MyHR
  2. Keep your supervisor and manager informed of any impact that non-work accidents have on your capacity to work. The University has an active commitment to rehabilitation, and will assist with your rehabilitation as needed.
  3. Any queries about your claim, entitlements, or absence should be directed to the Rehabilitation and ACC Administrator in the Health and Safety office.

 

Injury or illness from accidents to overseas visitors while in New Zealand

If you’re injured during your visit to New Zealand, ACC may be able to help with the cost of treatment and support you need while you’re here. In brief:

  1. Accident Compensation legislation covers some of the medical treatment of overseas visitors who are injured while in New Zealand.
  2. There is no compensation for lost overseas income,
  3. ACC cover does not continue once the injured person has left New Zealand.
  4. In the case of serious injuries, ACC will only assist visitors to the point where they are able to return home safely. Other exclusions also apply.

The ACC web site should be consulted for when cover is available.

ACC only covers treatment and rehabilitation costs while you are in New Zealand; it is not a replacement for travel insurance and does not cover illness, disrupted travel plans or emergency travel to get you back home. It is strongly recommend you arrange travel insurance before visiting New Zealand.

 

Work related injury or illness to staff or students while travelling over seas

ACC may be able to help you if you return home with an injury that happened while you were overseas. The ACC cover applies whether you have been travelling on business, or on leave or for personal reasons.

 

To qualify, for ACC cover you must be an ordinarily resident in New Zealand at the date of the injury.

 

ACC cover normally applies to injuries incurred on trips of up to six months, but if you are travelling on business and still paying income tax in New Zealand, ACC cover can be available even if you are away for more than six months. If you decide to extend your business trip for personal reasons once your overseas work is finished, cover will be available for up to six months longer, provided you intend to come back to New Zealand permanently.

 

You will still need working abroad insurance because ACC doesn’t cover you for illness or things such as overseas treatment costs, disrupted travel plans, third party liability, and statutory processes in the country you are visiting, assisted travel or emergency travel.

 

Injury or illness to overseas, staff , students, or visitors while in New Zealand

If you’re injured during your visit to New Zealand, ACC may be able to help with the cost of treatment and support you need while you’re here. However, it is important to be aware that you cannot sue for damages arising from your personal injury – ACC cover removes that right.

The ACC web site should be consulted for when cover is available.

ACC only covers treatment and rehabilitation costs while you are in New Zealand; it is not a replacement for travel insurance and does not cover illness, disrupted travel plans or emergency travel to get you back home. It is strongly recommend you arrange travel insurance before visiting New Zealand.

 

Work-related injury and illness accident while domiciled overseas as Massey staff member

If a person lives in another country because of their employment and their remuneration is treated as income derived in New Zealand for New Zealand tax purposes, they're considered to have a permanent place of residence in New Zealand. In this scenario limited ACC cover may be available as if they are travelling overseas.

You will need working abroad insurance because ACC doesn’t cover you for illness or things such as overseas treatment costs, disrupted travel plans, third party liability, and statutory processes in the country you are visiting, assisted travel or emergency travel.

If the New Zealand income is tax exempt in New Zealand, then no New Zealand ACC cover is available. As such, work related injury, illness compensation and medical treatment cover for the country in which the work is undertaken will need to be arranged by the employee. 

Glossary of Terms

Technical safety speak, including legal terms

Accident - an unexpected event that has caused harm to people, property or process.

Emergency - any event that: affects a person or people in one location ( such as a building or Campus) and requires immediate, formal emergency response.

Hazard - something that might or does cause harm to persons, property or process loss.

H&S (Health and Safety) Incident - an event that, under slightly different circumstances, may have caused harm, property or process loss.

Risk    is the likelihood that the hazard might cause harm to persons, property or process loss. e.g. If there was a spill of water in a room then that water would present a slipping hazard to persons passing through it. If access to that area was prevented by a physical barrier then the hazard would remain though the risk would be minimised.

Security incident - any unexpected event which may result in harm or damage to persons and property, including crimes against persons or property, or breaches of security.

Meaning of notifiable event

Any of the following events that arise from work:

(a) the death of a person; or

(b) a notifiable injury or illness; or

(c) a notifiable incident.

 

Meaning of notifiable injury or illness

in relation to a person, means—

(a) any of the following injuries or illnesses that require the person to have

immediate treatment (other than first aid):

(i) the amputation of any part of his or her body:

(ii) a serious head injury:

(iii) a serious eye injury:

(iv) a serious burn:

(v) the separation of his or her skin from an underlying tissue (such as

degloving or scalping):

(vi) a spinal injury:

(vii) the loss of a bodily function:

(viii) serious lacerations:

(b) an injury or illness that requires, or would usually require, the person to

be admitted to a hospital for immediate treatment:

(c) an injury or illness that requires, or would usually require, the person to

have medical treatment within 48 hours of exposure to a substance:

(d) any serious infection (including occupational zoonoses) to which the

carrying out of work is a significant contributing factor, including any

infection that is attributable to carrying out work—

(i) with micro-organisms; or

(ii) that involves providing treatment or care to a person; or

(iii) that involves contact with human blood or bodily substances; or

(iv) that involves handling or contact with animals, animal hides, animal

skins, animal wool or hair, animal carcasses, or animal waste

products; or

(v) that involves handling or contact with fish or marine mammals:

(e) any other injury or illness declared by regulations to be a notifiable injury

or illness for the purposes of this section.

 

Meaning of notifiable incident

(1) In this Act, unless the context otherwise requires, a notifiable incident means

an unplanned or uncontrolled incident in relation to a workplace that exposes a

worker or any other person to a serious risk to that person’s health or safety

arising from an immediate or imminent exposure to—

(a) an escape, a spillage, or a leakage of a substance; or

(b) an implosion, explosion, or fire; or

(c) an escape of gas or steam; or

(d) an escape of a pressurised substance; or

(e) an electric shock; or

(f) the fall or release from a height of any plant, substance, or thing; or

(g) the collapse, overturning, failure, or malfunction of, or damage to, any

plant that is required to be authorised for use in accordance with regulations;

or

(h) the collapse or partial collapse of a structure; or

(i) the collapse or failure of an excavation or any shoring supporting an excavation;

or

(j) the inrush of water, mud, or gas in workings in an underground excavation

or tunnel; or

(k) the interruption of the main system of ventilation in an underground excavation

or tunnel; or

(l) a collision between 2 vessels, a vessel capsize, or the inrush of water into

a vessel; or

(m) any other incident declared by regulations to be a notifiable incident for

the purposes of this section.

 

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