Guidelines for Incident Reporting
Injuries or Property Damage to Others
Incident Report Form: Injuries or Property Damage To Others
It is important to report injuries or property damage sustained by visitors, students, or the general public alleged to have been caused by the University or occurring on University property or during a University activity or event. Reportable and non-reportable incidents are listed in section I-D and I-E below. When uncertain, it is best to report the incident.
To report an incident, complete and submit the following form to Risk Management: Incident Report: Injuries or Property Damage To Others
1. People’s safety should be the primary concern. Call 9-1-1 immediately if emergency medical assistance is needed. Take whatever steps are necessary and reasonable to assist and prevent further injury or property damage. For details on responding to an incident, contact appropriate campus administration or the System Risk Manager.
2. If an individual reports an incident, be courteous and obtain from the person the information regarding the incident. Do not argue the merits of their allegations; do not accept blame for the University; and do not offer to pay for the person’s loss. Based on the information the person provides, complete and submit the incident report form. Inform the person that a claims investigator from HRH Claims Management Services will contact them within a few days. If someone requests immediate answers, ask them to contact the System Risk Manager.
3. The campus should not sign anything or discuss details of the incident with anyone other than the person directly involved, the police, University Counsel, the System Risk Manager, or the University’s investigator. Do not discuss the incident with the media or someone else’s investigator or attorney unless approved to do so by University Counsel or the System Risk Manager. If the person has an attorney, then do not discuss the incident with the person or their attorney; re-direct them to the Office of University Counsel.
4. Incidents will be investigated by the System’s claims investigator, HRH Claims Management Services (the investigator would not, however, normally investigate a “notice only” report unless circumstances warrant an investigation).
5. In addition, incidents should be investigated by campus personnel; and by the police or public safety when appropriate. Campus investigations should include review of the site, obtaining police reports, and completing the incident report form. Early site examination and fact gathering are important to best assist both the person alleging injury or property damage and the University; it may also help prevent injury to others if a hazard exists. The primary focus of the incident investigation is to determine the facts surrounding the incident, make repairs or corrections that may be needed to prevent further loss or injury, and learn how to prevent future similar occurrences from happening.
6. In some incidents, such as rape, assault or sexual molestation, confidentiality may be an issue. The campus should still report the incident but can use an incident number instead of a name. (The incident # would consist of the campus, the number of incident (by fiscal year), and the calendar year. For instance, the first incident occurring at UM in 2010 would be listed as #5-1-2010. 5 for campus, 1 for first claim of year and 2010 for the calendar year in which the claim occurred.)
The incident report form should be completed or finalized by the campus risk management administrator or other campus personnel. Include with the report any pertinent observations, photographs, the police report, and any other additional information regarding the incident. The report must be in writing, preferably typed, using the required form, and submitted by email, fax or mail to the System Risk Manager. If a police report is available, it is not necessary to duplicate all information on the report form; however, the report form should still be sent with the shaded gray “Campus Information” area at the bottom of the form completed; also, for identification purposes, include the name of the person who was injured or suffered property damage.
The final question in the shaded area of the form is very important as it will help determine if the incident requires an investigation or if the report is for informational notification purposes only. If the report is marked as for notification purposes only, the University’s investigator or Risk Manager will make a determination as to whether or not an investigation is warranted.
The following types of incidents should be reported:
- Injuries or property damages that were caused by, or may have been caused by, University actions or inactions
- Injuries or property damages when the person alleges that the incident was the fault of the University or that the University should pay for their loss
- Injuries on campus location or during a University activity or event that requires medical treatment (other than minor first aid)
- Injuries to minors in the care of the University or participating in a University program or event;
- Rape, sexual molestation or sexual assault
- Use or threat by firearm or other dangerous weapon
All incidents should be treated seriously, following campus protocol for response. However, the following types of incidents would not normally need to be reported to Risk Management:
- Sports injuries that occur during play or practice
- Recreational activity injuries, such as rope climbing, bungee jumping, Frisbee, jogging, etc.
- Minor injuries caused by the person’s own actions, such as horseplay, tripping over shoelace, walking into another pedestrian, etc.
- Minor injuries requiring minimal treatment, such as cut finger, scraped knee, being winded, etc.
Disclaimer: Responding to an incident, reporting an incident or assisting in the investigation of an incident should not be construed as an admission or acceptance of responsibility by the University or any individual. These guidelines are for informational purposes only, are not legally binding, are subject to change by the University at any time and do not constitute legal advice.