This webpage outlines reporting responsibilities related to Off-Campus Activities.
Need help with an incident or safety concerns? See the Access Support When Off-Campus page.
When is reporting required?
- When health and/or safety concerns and/or new hazards are identified. These may be identified before and/or during an Off-Campus Activity;
- When incident(s) (e.g., injury, damage to vehicles) occur while participating in an Off-Campus Activity;
- To provide feedback after the activity is complete
Who must report?
Activity Planners play a key role in reporting BUT ALL Participants in an Off-Campus Activity have reporting responsibilities.
Responsibilities are outlined by role (e.g., Participant, Activity Planner, Person in Authority) in the Reporting Procedure.
Key Contacts for Reporting
- Activity Planners and Participants must be on the alert for any new or previously unidentified hazards that will need to be addressed to ensure the health and safety of all participants.
- Reports should be made to the Activity Planner, the Person in Authority, and/or the Department of Environmental Health and Safety.
- Activity Planners may be required to update their OCASP Safety Planning Record in START if new, or previously unidentified, health and safety risks and/or hazards are identified.
- Activity Planners should consult the OCASP team at the Department of Environmental Health and Safety for help with this process. Please contact them at ehssa@queensu.ca
- Activity Planners must ensure all Participants are aware of any new/additional health and/or safety hazards and the control measures in place to ensure their safety.
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When and How to Report Critical Incidents or Injuries In Canada |
When and How to Report Critical Incidents or Injuries Outside Canada |
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- If the injury requires medical treatment (Health Care Injuries) or results in the employee having to take time off from the activity to recover (Lost Time Injuries), report the injury to the Queen’s Emergency Report Centre (613-533-6111) or by calling the Department of Environmental Health & Safety (613-533-2999); collect calls will be accepted.
- Report the injury within 24 hours of the incident or the next business day and complete the Incident Report Form.
- Any occurrence that did not result in injury or illness, but had the potential to do so, must be reported.
- Accidents involving university-owned vehicles and/or loss or damage to University-owned property should be reported promptly to the Insurance and Risk Management Unit of Risk and Safety Services at 613-533-2005.
- If the vehicle was rented (i.e., not University property), the accidents should immediately be reported to the rental agency using the contact information provided by the company.
- Activity Planner should give Participants in Off-Campus Activities the opportunity to provide feedback and/or evaluate the Off-Campus Activity. This serves the important function of alerting activity organizers, leaders, and the OCASP office to any concerns, safety or otherwise, which arose during the course of the activity.
- Participants receive an email notification from START two weeks after the end of their Off-Campus Activity inviting them to provide feedback/evaluate the Off-Campus Activity. The Post-Activity Report contains several specific questions intended to help the Participant recall if there were any incidents where they felt their health or safety was threatened.
- The information gathered in the Post-Activity Report ensures the University is informed of such incidents so that it can meet its obligation to take steps to avoid recurrences during a subsequent running of the same, or a similar, Off-Campus Activity.