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 5.5 MANAGEMENT AND REPORTING OF SIGNIFICANT INCIDENTS

 
 

 Purpose

 

P1. To ensure proper and effective management of serious incidents involving program participants, staff, or facilities.

 

 Requirements

 

R1. Reportable Events

Centers and OA/CTS contractors shall report the following types of significant incidents to the National and Regional Offices:

a. Death or work/training-related hospitalization of one or more active students or on-duty staff in one incident, work training related amputations, and work/training-related losses of an eye

b. Serious illness, or serious injury** (e.g., epidemic, hospitalization, emergency room treatment requiring hospital admission or surgery, reaction to medication/ immunization) to an active student and/or on-duty staff member

c. Physical assault

d. Inappropriate sexual behavior

e. Indication that a student is a danger to himself/herself or others

f. Incident requiring law-enforcement involvement

g. Incident involving illegal activity

h. Arrest of current student or on-duty staff member

i. Motor vehicle accident involving injuries, or damage to a center vehicle

j. Theft or damage to center, staff, or student property

k. Incident threatening to close down the center or disrupt the center’s operation

l. Incident involving a missing minor student

m. Incident attracting potentially negative media attention

n. Any infraction identified in Exhibit 3-1, Infraction Levels, Definitions, and Appropriate Center Actions, requiring a(n) SIR

** Please see PRH Chapter 5, Section 5.18, R2.b​ for a detailed classification of serious medical injuries.

R2. Incidents Requiring Immediate Contact With the Appropriate Regional Office

Centers must immediately report within 2 hours of center management becoming aware of the incident, described below, to the appropriate Regional Office, by either telephone or text messaging, and by e-mail. Regional Offices will notify centers and corporate offices of the appropriate points of contact for reporting these incidents.

a. Death of an active student. Job Corps centers must also immediately contact the Office of Workers’ Compensation Programs.

b. Death of a staff member on-duty

c. Hospitalization of one or more active students and/or on-duty staff in one incident, work/training related amputations, and work/training related losses of an eye

d. Any incident:

1. Requiring law enforcement involvement (If the incident involves a minor student and requires law enforcement involvement, then centers must notify his/her parents immediately.)

2. Involving a missing minor student

3. With the potential to garner negative media attention

4. Where substantial property damage has occurred

The incidents above, also require a significant incident report be submitted through the Significant Incident Reporting (SIR) System, as outlined in R4 (below).

R3. Incidents That Require Occupational Safety and Health Administration (OSHA) Notification

In accordance with 29 CFR 1904.39(a)​, centers must contact OSHA within 6 hours of one or more of the following events:

a. Death of an active student

b. Death of a staff member on-duty

c. Hospitalization of one or more active students and/or on-duty staff, work/training related amputations, and work/training related losses of an eye

Centers must orally report the fatality/multiple hospitalization by telephone or in person to the OSHA Area Office nearest to the site of the incident, or use the OSHA toll-free central telephone number, 800-321-OSHA (800-321-6742). Should no one answer the National toll free number you must leave a telephone message with the following information:

1. Establishment name

2. The location of the incident

3. The time of the incident

4. The number of fatalities or hospitalized employees

5. The names of any injured employees

6. Your contact person and his or her phone number

7. A brief description of the incident

d. Centers must maintain a record of notification on center for a period of three years.

R4. Incidents Requiring Electronic Submission of Significant Incident Report

All incidents outlined in R1, above, must be reported through the web-based Significant Incident Reporting (SIR) System. Centers should contact the appropriate Regional Office if there is confusion as to whether a(n) SIR should be submitted.

Centers must:

a. Submit an initial SIR, even if a resolution has not yet been determined for the students/staff involved, according to the timelines below.

1. Within 6 hours of the center being made aware of an active student or on-duty staff death

2. Within 24 hours of the center being made aware of other incidents

b. Continue to submit supplemental reports monthly, or more frequently, if new information is obtained, until a final report has been submitted. Until a report is submitted as final, a supplemental report, at minimal, is required every 30 days following the submission of the initial report.

c. In the event that a student suffers an injury while on duty or on an authorized day pass, record the incident in Employees’ Compensation Operations and Management Portal (ECOMP) within seven calendar days (including weekends) of supervisor notification. ECOMP information, including internal control number (ICN), must be added to victim and/or perpetrator information with the initial SIR, or as soon as it is available.

d. In the event that a staff member suffers a work-related injury or occupational illness/disease, record the incident in ECOMP (OSHA 301, and OSHA 300 if applicable, only) within seven calendar days of supervisor notification. ECOMP information, including ICN, must be included in the narrative portion of the report with the initial SIR, or as soon as it is available.

R5. Usernames and Passwords

a. Each staff member who is responsible for submitting SIRs through the web-based system is required to have a unique username and password. Upon initial entry into the system, users will be required to change their password to an eight-digit alphanumeric password of their choosing.

Two types of users are assigned:

1. Advanced Users: These are users who may enter, approve, and submit a(n) SIR. Each center must have at least two Advanced Users. An Advanced User can enter and submit a(n) SIR to Job Corps National/Regional Offices without approval from the Center Director or another staff member.

2. Basic Users: These are users who may enter information but may not approve/submit a(n) SIR to Job Corps National/Regional Offices.

b. Regional and corporate staff may be added to the SIR e-mail distribution list by contacting the health support contractor directly.

R6. Display of Student Identifying Information

a. The SIR System does not accept Social Security Numbers (SSNs) as student identifiers. Instead, when entering student data into the SIR System, centers must use the six-digit student ID numbers assigned by Job Corps upon entry to the program. Although centers will enter student ID numbers, as well as related student information in the SIR data-entry fields, the following student identifying information will not be displayed in submitted reports that are e-mailed back to the Advanced User, as well as others who are on the authorized SIR e-mail distribution list:

1. Student first name

2. Date of birth

b. To ensure student privacy, centers must not use student first and last names in the “Description of Incident” field in the SIR. Instead, centers should use the terms “Victim 1,” “Victim 2,” “Perpetrator 1,” “Perpetrator 2,” etc., when describing the incident.

R7. Management

Center and OA/CTS contractor management must:

a. Investigate each significant incident

b. Initiate appropriate action to resolve the incident

c. Identify and implement appropriate procedures to prevent recurrence, to the maximum extent possible

 

 Exhibits

 
  
Exhibit 3-1 Infraction Levels, Definitions, and Appropriate Center Actions
 

 CFR/Legal Requirements

 
  
29 CFR 1904.39(a)