by Safety and Environmental Protection Services Reference Number:
Issue Date: February 1996
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1985 (RIDDOR) have been withdrawn and are replaced by the Reporting
of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
The new regulations come into force on 1 April 1996. This note explains
the requirements of these regulations and replaces Health and Safety
Note 95/005 which should be withdrawn and destroyed.
new regulations continue to place a legal obligation on the University
to report certain types of injury, occupational disease and dangerous
occurrence to the relevant enforcing authority (the Health and Safety
Executive or local Environmental Health Department) within specified
time limits. Within the University, this function is carried out
centrally by Safety & Environmental Protection Services.
ensure that Safety & Environmental Protection Services is informed
of accidents/incidents that have occurred, an internal reporting system
operates. This note also provides guidance on operation of this system.
any accident, dangerous occurrence, fire or suspected case of
occupational disease or occupational ill health a University "Injury
or Dangerous Occurrence Report" form should be completed. A
supply of these forms can be obtained from Safety & Environmental
Protection Services, Ext. 5532. Full details of the incident should be
recorded on this form as explained below. One important change
introduced by the 1995 regulations is that injuries that occur through
violence to staff or students are now classed as accidents and must be
completion, the top two copies of the form should be forwarded to Safety
& Environmental Protection Services without delay.
guidance on time limits appears below. The bottom copy should be
retained on file within the department.
of the Report Form
should complete the form?
department must determine the most effective procedure for completion of
the form. This may vary amongst departments and will reflect the
managerial and geographical structure of the department. In most cases
it will be appropriate for the injured person's immediate supervisor or
a more senior manager to complete the form after having discussed the
incident with those directly involved. It is essential that reporting of
the incident is not delayed if the injured person is off sick or away
from work and, in this event, the form should be completed based on the
best information available at the time. If significant new information
comes to light after the report has been submitted this should be
forwarded to Safety & Environmental Protection Services as soon as
it is known.
It is also important to ensure that, whoever completes the form, an
appropriate senior line manager and the Departmental Safety Adviser are
made aware of the incident so that further investigation and/or remedial
action can be taken if required.
of report (Section A)
terms such as "major injury", "over three-day
injury" and "dangerous occurrence" are defined
by RIDDOR and have a very specific meaning. Where incidents that fall
within these definitions have occurred Safety & Environmental
Protection Services is legally obliged to send a report to the relevant
enforcing authority within 10 days of the incident. It is
therefore particularly important that incidents of this type are
reported to Safety & Environmental Protection Services promptly.
If necessary, Departments should contact the injured person at home to
establish the nature of their injuries so that the correct reporting
procedures can be followed.
If there has been a fatal accident or, if anyone (including
students or visitors to the University) has suffered a "major
injury" Safety & Environmental Protection Services must be
notified immediately by telephone. A written report on the
"Injury or Dangerous Occurrence" form must be sent to
Safety & Environmental Protection Services within three working
days. A definition of the term "major injury" appears
at Appendix 1.
An "over three-day injury" is an injury which results in
the person involved being unable to perform their normal work (i.e.
absent from work) for more than three consecutive days excluding the day
of the accident but including any weekends. (e.g. an accident on a
Thursday would be an "over three-day injury" if the
person involved was absent from work on the Friday and did not return to
work on the Monday.) Telephone notification of these incidents are not
required although a completed report form is needed.
case of "over three-day" injuries, Safety & Environmental
Protection Services must report the incident to the enforcing authority within
10 days of its occurrence. In order that a report can be sent within
this period it is essential that the Safety Office are kept informed of
any accidents that are likely to result in absences of more than three
consecutive days. If this is not certain at the time of the incident but
seems likely, the report form should be marked to indicate this. The
actual situation should then be confirmed by telephone to Safety &
Environmental Protection Services either on the fourth day of absence or
on the person's return to work if this occurs first.
A "minor" injury should be taken to mean any non-trivial
injury that does not fall within any of the categories above. Although
these are not reported to the enforcing authorities it is University
policy to record these as they provide valuable data on the type and
prevalence of particular hazards within the University. Safety &
Environmental Protection Services must also be informed if an
incident that initially appears to have caused only minor injury
subsequently results in an over three-day absence as indicated above as
a report to the enforcing authority would then be legally required.
Any "dangerous occurrence" that falls within the
definitions in Appendix 1 must be notified to Safety &
Environmental Protection Services by telephone immediately. This must be
followed by a written report within 3 working days. Other "near
misses" that do not fall within the definitions given should
also be reported as dangerous occurrences if, taking into account all of
the circumstances, the incident was likely to have resulted in serious
personal injury or substantial property damage.
date and time of incident
Department - Report the department for which the injured person works
(not where the incident occurred).
Exact Location - Record the exact place where the incident occurred.
Date - Record the date on which the incident occurred.
Time - Record as accurately as possible the time at which the incident
Name and telephone number of person to contact - Enter information about
a person who can be contacted, within the Department where the injured
person is employed, who will be able to provide further information
about the incident should this be required
Give the name, home address and telephone number of any injured person,
together with their sex and age. Indicate, using the boxes provided, if
the injured person is a University employee, student, member of the
public etc. If the person is employed by a contractor engaged in work
for the University please indicate the name of the company employing
Detail the nature of the injury and the part of the body affected.
Record the trade, occupation or job title, e.g. technician, cleaner etc.
(class/course being followed in the case of students).
what led to the injury or condition
Tick one box which best describes what led to the injury.
If this is "Fall from a height" then enter an estimate
of the distance through which the person fell. If none of the options
describes the circumstances involved, tick the box labelled 'other'
and give details of the agent(s) involved.
Indicate if the injured person was given first-aid. If so, enter the name
of the person who provided first-aid.
of incident and action taken to prevent recurrence
Give full details of the events leading up to the accident, what the
injured person was doing at the time and any agents involved. Ensure
that the information provided is as complete as possible. If necessary
continue the account on a separate sheet. In addition give details of
any action that has been taken, or is proposed, to prevent a similar
occurrence in future (e.g. modification to or repair of equipment or
fabric, training etc.)
department must establish procedures to ensure that all accidents and
incidents are investigated by an appropriate person(s) within the
Department. The investigation should seek to establish both immediate
and underlying causes of the incident and whether there is a need for
any change to be made to prevent similar incidents occurring in the
future. In simple incidents basic enquiries by the injured person's
supervisor may be sufficient. More significant incidents should involve
more senior staff.
investigation should not delay the despatch of the report form to Safety
& Environmental Protection Services. Additional information can
always be provided later as it becomes known. Safety & Environmental
Protection Services may also investigate particular incidents.
1 - Definition of the terms "Major injury" and "Dangerous
Any injury, arising from an accident, which results in immediate hospital
treatment being given.
Any fracture, other than to the fingers, thumb or toes.
Loss of sight (whether temporary or permanent)
A chemical or hot metal burn to the eye or a penetrating injury to the
Any injury resulting from an electric shock or electrical discharge
(including any electrical burn caused by arcing) leading to
unconsciousness or requiring resuscitation or admittance to hospital for
more than 24 hours.
Loss of consciousness caused by asphyxia or by exposure to a harmful
substance or biological agent
Either of the following conditions which result from the absorption of
any substance by inhalation, ingestion or through the skin-
acute illness requiring medical treatment
(b) loss of consciousness
Acute illness which requires medical treatment where there is reason to
believe that this resulted from exposure to a biological agent or its
toxins or infected material.
Identification (by a certificated gas fitter) of a gas fitting or of any
flue or pipe used in conjunction with that fitting that is in a
condition likely to cause the death or major injury of any person
through accidental leakage of gas, inadequate combustion or inadequate
removal of combustion products.
Any incident in which plant or equipment either unintentionally comes
into contact with overhead power lines at a voltage exceeding 200 volts
or causes an electrical discharge through close proximity to the
Any electrical short circuit or overload attended by fire or explosion
which results in the stoppage of plant for more than 24 hour and has the
potential to cause the death of any person.
The failure of any closed vessel or associated pipe work where the
internal pressure was above or below atmospheric pressure, where the
failure has the potential to cause the death of any person.
Any accident or incident which resulted or could have resulted in the
release or escape of a biological agent likely to cause severe human
infection or illness.
Malfunction of breathing apparatus.
Malfunction of radiation generators or ancillary equipment resulting in
equipment failing to de-energise at the end of the intended period or
the radioactive source failing to return to a safe position.
Any explosion or fire resulting in the suspension of normal work for more
than 24 hours.
The sudden, uncontrolled release-
inside a building-
of 100kg or more of a flammable liquid
of 10kg or more of a flammable liquid at a temperature above its boiling
of 10kg or more of a flammable gas
(b) in the open air-
release of 500kg of any of the substances above.
The sudden release or escape of any substance in a quantity sufficient to
cause the death, major injury or any other damage to the health of any
The unintended collapse of-
any building or structure under construction, alteration or demolition
involving a fall of more than 5 tonnes of material
any wall or floor in a workplace.
The collapse or partial collapse of:-
any scaffold over five metres high; or
a scaffold erected over or close to water; or
the suspension arrangements of any slung or suspended scaffold.
The collapse, overturning or failure of a load bearing part of a lift,
hoist, crane, derrick or mobile platform, or an excavator, forklift
truck, access or window cleaning cradle or a pile driving frame with an
operating height of over seven metres.
Failure of the load bearing parts of any freight container.
The unintentional collision of a train with any other train or vehicle
where this might have led to the death of, or major injury of any
Any of the following incidents involving fairground equipment-
failure of any load bearing part
failure of any passenger support or restraint device
unintended collision of cars or trains.
Any incident involving a road tanker or tank container used for the
carriage of dangerous substances in which-
the vehicle overturns
the tank is seriously damaged
there is an uncontrolled release or a fire involving the substance being
Any incident involving a vehicle being used for the carriage of a
dangerous substance (other than in a tank) where there is-
an uncontrolled release or escape of the dangerous substance in such
quantity to have the potential to cause death or major injury to any
a fire involving the dangerous substance.
Any unintentional ignition or explosion of explosives. (note: The
reporting requirements in respect of incidents involving explosives are
complex. If you use, or intend to use, explosives please notify Safety
& Environmental Protection Services for more information.)
are also certain incidents that are reportable in relation to pipelines
and wells, mines and quarries, rail transport systems, diving
operations and offshore workplaces. If you are involved with such
installations you should contact Safety & Environmental Protection
Services for further details.
No Responsibility accepted
for the accuracy of this article