Administrative Guideline 443

Adopted: April 23, 1991
Approved: April 23, 1991
Revised: April 13, 2010

ADMINISTRATIVE GUIDELINE TYPE: Business Procedural Functions

ADMINISTRATIVE GUIDELINE TITLE: Injury/Damage/Loss Reporting

DEPARTMENT RESPONSIBLE: 

The following procedures are established to assist prompt and complete reporting of injury/property damage/property losses.

I. Reporting of Occurrence

Reporting of injuries/property damage/property losses should be made at the site of the occurrence as follows:

• West Burlington Campus — Office of Vice President for Administrative Services
• Keokuk Campus — Responsible staff person
• ISP — Responsible staff person
• WIA — Responsible staff person
• MPCF — Responsible staff person

The staff person the report is made to will have the appropriate form to be completed and will assist in completing the form. Please see Administrative Policy #442 - Theft Reporting Procedures for additional reporting responsibilities for those particular occurrences. The Vice President for administrative Services should be notified in all injury, property damage, and property losses as soon as possible.

II. Report Forms

A. Employee Injuries

An employee injured from the time of entering the work site until leaving the work site, including job related traveling, is considered as a Workers Compensation occurrence and the “Employers Work Injury Report” should be utilized for filing this type of occurrence. The office of the Vice President for Administrative Services or Human Resources must be notified immediately of any employee injury. These offices can also assist in the completing of the report.

B. All Other Occurrences

All other occurrences of injury (student or visitor), property damage, and property loss should be reported on the “Incident Report” form and forwarded to the office of the Vice President for Administrative Services.

III. Report Timelines

Reports of injury, damage or loss should be made as soon as possible after the occurrence for both internal and external reporting (also see Administrative Policy #442 - Theft Reporting). It is important to document information regarding the occurrence immediately, especially when it could be assumed the condition at the scene of the occurrence was part of the cause of the occurrence. It is also important to have appropriate information on witnesses of the occurrence so that later contact may be made. The IMPACC office must be notified within 48 hours of any injury, damage, or loss claim.

IV. Report Information

Report information should be as accurate and detailed as possible under circumstances of the occurrence. College staff at the scene of the occurrence should assist in developing the report. College staff involved in assistance to the injured party after the occurrence should also assist in developing the report (first aid, transportation, etc.).

The IMPACC Risk Manager and the College insurance carrier can make decisions regarding a claim much more effectively (both for or against the claimant) when the file of information is timely and complete.