This Section is still under construction
Temporarily OARS does not have access to HEPPS Data. Currently you can enter the employee's name and it will write to the OARS Form.
When you click on "Supervisor Enter here" and then click on "Create a New Incident Report" you will be prompted to enter the Employee Identifiers. A search of the UW HEPPS administrative database is performed. Supervisors should choose the correct employee from the employee list returned by the search. All required employee information populates the form. Employee date of birth is grayed out for confidentiality purposes, but is part of the record that is written to the OARS database.
It is the responsibility of the Supervisor to report injuries or illnesses. The Supervisor is also responsible to assess work place hazards and to correct any hazards, perceived or otherwise (near miss). The employee Supervisor's data should be entered into the required fields so if needed, EH&S can contact the Supervisor for follow-up. The e-mail address should be entered into the Supervisor's e-mail to receive a confirmation e-mail of report submission.
Enter the date the incident occurred, not the date the Supervisor was informed of the incident. OSHA requires us to make an entry on the OSHA Log within 7 days, (not business days). This is a mandatory record keeping requirement.
Enter the approximate time of incident. Entering the time of date will help us to identify when more injuries occur. This could either be in the morning the afternoon or on a different shift other than 8 am to 5 pm.
If the time cannot be determined check the "Time cannot be Determined" box.
Often times instead of an injury or illness, a near miss occurs. We would like to collect data on near misses so that follow-up can occur to correct the problem. Click on the Near Miss box to indicate near miss. Click on the Near Miss Help Box for additional explanation and examples. Complete the rest of the form as if the injury or illness could have occured. Further detail should be entered in the narrative section of the form - "What was the Employee doing just before the incident?" and "What Happened?"
Please choose an incident site from the drop down menu. The incident site is a physical description or location of the incident. The incident site can apply to all areas of the UW/UWB/UWT campuses or UW Medical Center or Harbor view Medical Center.
Yes, it does. Clicking on the UW Campus radio button will tell OARS which UW building location list to use. Clicking on the UW radio button will enable the UW/UWB/UWT building list. Clicking on the HMC/UWMC radio button will enable the HMC/UWMC building location list.
This is a search string look-up. Please type the first three letters and click on Look Up. The locations returned will match whatever letters you entered for the search. Click on the appropriate building location. The less letters you type the broader the search.
Always enter a room number or floor number of the building where the incident occurred. This should be used to further identify specific locations for buildings on the university campuses.
Enter a shop number or designated area. That is commonly understood within your department. This will enable a better analysis of hazardous areas. This can be used for all buildings on the university campuses. This field is useful for identifying a particular area within a facility or department. This field is also useful to identify hazards that do not have a particular named area but are known by a common name in your department. Examples: South Campus Alterations within Facilities Services or Print Shop within Publication Services. Another Example: Montlake steps from E- 1 parking lot.
Choose ONE of the Event or Exposure menu choices by clicking in the box. This will bring up a drop down menu. Choosing an Event or Exposure should describe the manner or way in which the injury, illness, near miss or event occurred. Under each menu choice, try to narrow it down to a particular action.
Often times there are contributing factors such as Equipment, Procedure, Environment, or Personnel/Training. These factors are the reasons why an event or exposure occurred that might not be evident. Often there may be more than one factor as to why an event or exposure occurred. Analyzing contributing factors when an injury or accident occurs will help to minimize future injuries or accidents. Choose the appropriate factors. Check all that apply.
This is a narrative section that allows you to describe the work activity that the Employee was engaged in. In addition, please describe the equipment, tools and materials that were being used just before the event occurred. If this involves a privacy case, please use only "Employee" to name the person rather than a real employee name.
This is a narrative section that allows you to further describe how the injury occurred while the Employee was engaged in the work activity. In addition, describe how the equipment, tools and materials may have contributed to the injury or illness. If this involves a privacy case, please use only "Employee" to name the person rather than a real employee name.
Listed are menu choices with associated examples of injuries or illness. Check ONE menu choice that applies to the physical characteristics of the injury that occurred to the body. Injury and illnesses are grouped under related categories. We have provided examples of injury or illness characteristics for each of the seven menu choices. To see examples, please click on the examples provided.
Respiratory Conditions category is for illnesses associated with breathing hazardous biological agents, chemicals, dust, gases, vapors, or fumes at work. Respiratory conditions also include acute and chronic diseases of the upper respiratory tract.
Traumatic Injury, Open/Surface Wounds, Burns, and Environmental Conditions category is for any wound or damage to the body resulting from an event at work. Generally traumatic injuries and disorders, effects of external agents (environmental conditions) is the result of a single incident, event, or exposure.
Infectious, Bacterial, and Viral Disorders category is for toxic and non-toxic diseases or disorders affecting systems of the body. These diseases are generally recognized as communicable or transmissible from a possible infectious origin. These infectious agents can be transmitted to a person through inhalation, ingestion, or contact with the skin. Certain bacterial diseases are transmissible from animals to man under natural conditions, such as the Plague, Anthrax, and Brucellosis.
Symptoms, Signs, and Ill-defined Conditions is a category is for all other occupational illnesses not defined by the other categories. Use this category for symptoms, signs, or abnormal results from a laboratory or investigative medical test or procedure. Also use this category for any non-specific diagnosis.
Repetative Work Related Musculoskeletal Disorders category is for are disorders that involve soft tissues such as muscles, tendons, ligaments, joints, blood vessels and nerves. Examples include: Muscle strains and tears, ligament sprains, joint and tendon inflammation, pinched nerves, degeneration of spinal discs, carpal tunnel syndrome, tendonitis, rotator cuff syndrome. This injury is indicated for an employee that routinely lifts, carries, and moves persons or objects as part of their job duties.
Poisoning By Substance category includes disorders evidenced by abnormal concentrations of toxic substances in the body. This should be chosen in conjunction with being "Medical Removal from hazard as defined by WISHA", and verified by an Industrial Hygienist report.
Skin Disorders are illnesses involving the worker's skin that are caused by work exposure to chemicals, plants, and other substances. Skin disorders can also be the result of substances taken internally. Also included are local infections of the skin and underlying tissue of the lymph glands and nodes.
Hearing loss is a category for occupational hearing loss that is determined by an initial audiogram and a subsquent threshold shift. Typically hearing loss for this category is determined by the Occupational Health Nurse at EH&S. Please call 206.543.7388.
Yes you can. Indicate bodily injury that occurred to the Employee by choosing any of the available menu choices. Each body part category has further body part selections. Select all body parts that apply. If an Employee has extensive multiple injuries, check multiple.
Listed are menu choices for the source of the injury. Sources of the injury or illness can be an object or substance that directly harmed the Employee. Sources of Injury or Illness are grouped in categories. Choose a menu choice that closely approximates the source. Under each menu choice there is an extensive sub menu list available to describe an object or substance. If there is not an exact choice, please chose one that is most closely related or enter the object or substance in the "other" box.
Use the four menu choices that are available. Often, corrective action is more than one action. Please choose all corrective action(s) that were initiated. There is also a narrative menu choice to further explain corrective actions taken.
As a Supervisor, you will need to document when you reviewed the occupational injury or illness with the Employee. Entering the date will verify your action. On the OARS form please read the accompanying text message next to the date box. Entering the review date supports the statement.
The confidential radio button is used for cases that meet the confidentiality requirements. The confidentiality requirements are as follows:
- An injury or illness to an intimate body part
- An injury or illness resulting from a sexual assault
- A mental illness, case of HIV infection, hepatitis, or tuberculosis
- A needle stick injury or cut from a sharp object that is contaminated with blood or other potentially infectious material
- If the Employee independently and voluntarily requests anonymity (no name) to be used.*
* When the Employee requests confidentiality, that persons name is deleted from the occupational injury & illness form. When using the PDF format, the name is also deleted from that as well. There will be no record of the employee's name. If this involves a privacy case, please use only "Employee" to name the person rather than a real employee name when writing in the narrative sections of the report.
Medical treatment includes managing and caring for a patient for the purpose of combating disease or disorder.
Listed below is what is considered First Aid. If it is NOT listed below, you can consider it Medical Treatment.
- Observation or Counseling
- Diagnostic procedures
- First Aid is:
- Non-prescription medication at non-prescription strength
- Tetanus shot
- Cleaning, flushing or soaking wounds on skin surface
- Wound coverings such as bandages, gauze pads, butterfly, steri-strips and liquid bandages
- Hold or cold therapy
- Non-rigid support
- Temporary immobilization devices for transport to medical facility such as a splint, sling, neck collar. Back board
- Drilling of fingernail or toenail
- Eye patches
- Removing splinters or foreign material from other than eye by simple means such as irrigation or cotton swab
- Finger guards
- Massages
- Drinking Fluids for heat stress
Click "Yes" if this is true. It is okay to leave this "No" for the time being. Often times, this information is not known. You can enter this information when you receive the tickler to update information. Enter Facility, Street, City, State, Zip and the name of the licensed health care professional.
If the Employee went home and then went to the Emergency Room and was admitted, this would be considered being hospitalized overnight as an In-Patient. If the Employee was admitted as an In-Patient and released after several hours, this would not count as hospitalized overnight In-Patient.
Often times, this information is not known. It is okay to leave this blank for the time being. You can enter this information when you receive the 72 hour and 30 day tickler. Enter Facility, Street, City, State, Zip and the name of the licensed health care professional.
When Death occurs, it must be reported immediately during business hours to Environmental Health & Safety - (206) 543-7262. After hours, UWPD must be notified 9-911. Enter mm/dd/yy.
When loss of consciousness occurs, even when it is only temporary, check the Loss of Consciousness box on the form.
Indicate, "Yes" if the following definition applies. Restricted work activity occurs when, as the result of a work-related injury or illness, an employer or health care professional keeps, or recommends keeping, an employee from doing the routine functions of his or her job or from working a full workday that the Employee would have been scheduled to work before the injury or illness occurred.
Count the number of calendar days the Employee was on restricted work activity or was away from work as a result of the injury or illness. Do NOT count the day on which the injury or illness occurred. Begin counting days from the day AFTER the incident occurs. If a single injury or illness involved both days away from work and days of restricted work activity, enter the total number of days for each. Stop counting days of restricted work activity or days away from work once the total combination of both reaches 180 days.
Often times you will not know what the total number of days away or restricted work days may be, you can update the form when the 72 hour tickler or 30 day tickler is sent to you. Enter a new total number of days. If more days away or restricted work occur after the 30-day tickler, please call 206-543-7388 to further update with EH&S/OH&S.
Beginning 1/1/03 record all work-related hearing loss cases that meet BOTH of the following conditions on the same audiometric test for either ear:
- The employee has experienced a Standard Threshold Shift (STS) AND
- The employee's total hearing level is 25 dB or more above audiometric zero (averaged at 2000, 3000, & 4000 Hz) in the same ear(s) as the STS.
Before a hearing loss can be established, the Occupational Health Nurse will evaluate Employee hearing loss data. For additional details please call the Occupational Health Nurse at 221-3025 or e-mail OHNurse@u.washington.edu.
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