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Policy Area

ESH-Environment Safety & Health

Procedure Number

ESH100.4.RPT.2

Procedure Title

Report Injuries and Illnesses

Procedure Manager

BENDURE, ALBERT O.

Status

Active

Subject Matter Expert

  • Heidi Herrera

 

Applicability, Exceptions, and Consequences

This corporate procedure applies to all Sandia National Laboratories (SNL) organizations, all management elements, all SNL sites, and all Members of the Workforce.

Exceptions to, or deviations from this procedure must be approved through the Executive Policy Sponsor or Policy Area Manager, if delegated. Click here to view Contacts for Corporate Policies, Processes, and Procedures. See CG100.1.7, Request an Exception to a Policy, Process, or Procedure, for directions on how to obtain an exception to this procedure.

Granting or permitting exceptions or violations of policy, process, or procedure without authority, regardless of position or title, may be cause for disciplinary action up to and including termination of employment. Violating a policy, process, or procedure may be cause for disciplinary action up to and including termination of employment.

IMPORTANT NOTICE: A printed copy of this document may not be the document currently in effect. The official version is located on the Sandia National Laboratories Sandia Restricted Network (SRN).

Procedure Overview

This procedure provides the requirements for reporting injuries and illnesses at SNL.

Procedure Requirements

 Activity Responsible Individual Required Action
Report Injuries and Illnesses Members of the Workforce
  • Verbally report all occupational injuries/illnesses to your manager as soon as possible.
  • Provide information regarding the illness or injury as indicated in Table 1, Reporting Injuries and Illnesses.

Table 1. Reporting Injuries and Illnesses

Personnel

Action
Sandia Employees

Option 1: Report to Health Services during operational hours

You will be requested to provide information on the injury or illness that will be entered into the Safety Incident Tracking System (SITS). Your manager will be notified of the incident via Workflow and will be requested to investigate the incident.
Once the investigation has been completed, you will be notified via email that the investigation has been completed. You will be directed via a link in the email message where you will be able to see the results of the investigation and all the information associated with the investigation on line.

Option 2: Initiate a record without going to Health Services

  • Go to the SITS Entry Portal website. 
  • Ensure that your manager knows that you have had an incident.
Contractors

Option 1: Report to Health Services during operational hours 
You will be requested to provide information on the injury or illness that will be entered into the Safety Incident Tracking System. Your manager will be notified of the incident via Workflow and be requested to investigate the incident. Contractors will be stabilized, triaged, and then referred to their primary care physician or their company’s provider.
Provide information to your manager or Sandia Delegated Representative (SDR) to complete the necessary information in the Safety Incident Tracking System.

Option 2: Initiate a record without going to Health Services

  • Go to the SITS Entry Portal website.
  • Notify the company or ensure that a Sandia representative or SNL contracting officer notifies the company.
Managers
  • Notify OOPS by calling 311. 
  • Using the link provided in the notification from WorkFlow, answer the questions pertaining to the investigation. Managers will be guided through the investigation process by a series of questions. Investigations must be completed within 7 calendar days. If an investigation is not completed within the 7 calendar days, escalation emails will be sent to the next level of management.
  • If employees or other Members of the Workforce are unable to report to medical or initiate a record of potential injury (e.g., on travel or at remote site), use the SITS Entry Portal website to begin the notification process.
  • To view all incidents and the associated investigations within your chain of command, please use the SITS Internal Management Notification inquiry website.
Senior Managers (or above)
  • Using the link provided in the notification from Workflow, review the investigation performed by the manager and enter any pertinent information regarding the investigation into the field identified as “Senior Manager Comments.” Senior Manager Comments must be completed within 7 calendar days. If the Senior Manager Comment is not completed within the 7 calendar days, escalation emails will be sent to the next level of management.
  • To view all Internal Management Notification forms under your chain of command, please use the SITS Internal Management Notification inquiry website.
Division ES&H Coordinators
  • You will be notified that an incident has occurred in your division and will be requested to support the manager in the investigation. In the notification, you are also provided a link to the Safety Incident Tracking System.
  • Division ES&H coordinators are also notified when an incident is determined to be recordable.

Implementing Tools

Forms

  • SF 2001-IMN, Interim Report to Laboratory Director: Internal Management-Notification Process for Employee Injuries (Word file /Acrobat file).
  • SF 2050-P, Report of Occupational Injury/Illness (Word file/Acrobat file).

Guidance

  • Safety Incident Tracking System.

Websites

  • Injury and Illness Information website.
  • SITS Entry Portal website.
  • SITS Internal Management Notification inquiry website.

Required Records and Retention Schedule

Managers must ensure that the records specified below are managed in accordance with the Sandia Records Retention and Disposition Schedule.  The applicable Sandia record series number is in parentheses. 

  • Causal analyses (SA-150-000-000).

Requirement Drivers (Prime Contract Baseline Directives)

DOE M 231.1-1A Chg 2

Additional Drivers

  • DOE M 231.1-1A Chg 2

 

Related Processes and Procedures

Processes

  • ESH100.3, Perform Work.
  • ESH100.4, Feedback and Improve.

  Procedures

  • ESH100.3.1, Prepare for and Manage Emergencies.
  • ESH100.4.RPT.5, Report Vehicle Accidents and Property Damage.
  • HR100.4.8, Obtain Medical Restrictions.
  • HR100.4.9, File a Worker's Compensation Claim.

Change Summary

Date Summary
12/14/2010

Administrative

Modified

Changed DOE M 231.1-1A Chg 1 to DOE M 231.1-1A Chg 2 and corrected the link.  (Drivers)
12/09/2010

Administrative

Modified

  • Changed the links to Safety Incident Tracking System (Requirements & Instructions and Forms, Links & Tools)
  • Changed the link to the Injury and Illness website. (Forms, Links & Tools)
11/11/2010

Administrative

Added

The "Important Notice" was added to the Applicability section for system consistency. 

Modified

Updated SAPLE links of subject matter experts for system consistency. (Contacts)