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Environmental Health & Safety Office


Recordkeeping/Reporting Requirements

 

 

horizontal line record keeping and reporting

OSHA

Regulations issued under OSHA require all employers with more than 10 employees at any time during the previous calendar year to maintain records of recordable work-related injuries and illnesses.

  1. An injury or illness is considered work related if it occurs in the work environment (defined as any area on the employer's premises, e.g., worksite cafeteria or parking lot).  The work environment surrounds the worker wherever he or she goes - in official travel, in dispersed operations, or along regular routes.

  1. All work-related fatalities must be recorded.

  1. All recognized or diagnosed work-related illnesses must be recorded.

  1. All work-related injuries involving death, days away from work, restricted work or transfer to another job, loss of consciousness, or diagnosed as significant, must be recorded.

Recordable and non-recordable injuries are distinguished by the treatment provided; i.e., if the injury required medical treatment, it is recordable; if only first aid was required, it is not recordable.  However, medical treatment is only one of several criteria for determining recordability.  Regardless of treatment, if the injury involved death, days away from work, restricted work or transfer to another job, loss of consciousness, or diagnosed as significant, must be recorded.

Medical Treatment includes treatment (other than first aid) administered by a physician or other licensed health care professional.  Medical treatment does not include observation or counseling, diagnostic procedures, or first aid procedures (one-time treatment and follow-up observation of minor scratches, cuts, burns, splinters, and so forth, which do not ordinarily require medical care) even though provided by a physician or other licensed health care professional.  The distinction between medical treatment and first aid depends not only on the treatment provided, but also on the severity of the injury being treated. (See OSHA booklet "Forms for Recording work-Related Injuries and Illnesses" for specific guidance.)

The required records are:

  • A Log of Work-Related Injuries and Illnesses, OSHA form 300, must be maintained and retained for five years following the end of the calendar year to which they relate.

  • An Injury and Illness Incident Report, OSHA Form 301, or equivalent form for each injury or illness recorded on the OSHA Form 300.

  • An annual Summary of Work-Related Injuries and Illnesses, OSHA Form 300A, must be posted from February 1 to April 30 of the year following the year covered by the form.

  • Records of employee exposure to toxic substances or harmful physical agents as required by the standards and regulations.

Occupational Injuries and Illnesses (OSHA 300-S)

The Bureau of Labor Statistics is responsible for collecting, compiling, and analyzing occupational injuries and illness data for the Department of Labor.  Annually a Form 300-S must be filled out and returned to the Department of Labor.

OSHA Posting Requirements

Public Employee Poster is required to be posted where employees have access.

OSHA Reporting

Notification of death or the hospitalization of 3 or more employees from a single on-the-job accident shall be reported by the Safety Director to OSHA within 8 hours of knowledge of the accident.

Office of State Personnel

Death of State Employee

Notification of injury or illness of 3 or more persons resulting from a single accident or death resulting from on-the-job accident shall be reported by the Safety Director to the Office of State Personnel, Division of Employee Safety and Health within 24 hours of the accident.  Also, under the State Government Workers' Compensation Program a detailed written summary of the death claim must be filed with the Division of Employee Safety and Health using the Death Claim Notice form.  This form is to be filed within two weeks of knowledge of the death.

Quarterly Reports

The Environmental Health and Safety Director is responsible for providing a summary of accident data to include, but not limited to, number of accidents, number of open and closed workers' compensation cases, cost of medical treatment including first aid, number and cost of lost work days, cost of special leave provisions that allow salary continuation, cost of equipment repair or replacement due to an accident and quarterly and year-to-date OSHA incidence rates.

Quarterly report is to be completed at the end of each calendar quarter and submitted to the Office of State Personnel, Division of Employee Safety and Health 20 days following the end of that quarter (March, June, September, December).

UNC Charlotte

Periodic statistical reports shall be provided to UNC Charlotte departments for evaluation and control.