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George A. Smathers Libraries: Reporting Occupational Injuries or Illness

I. Policy:

Employees of the University of Florida are required to immediately report all work related accidents to the Division of Worker's Compensation. Failure to comply with this policy and procedure on the part of the injured or ill employee or on the part of the appropriate supervisor may be cause for disciplinary action.

II. Date: February 1, 1997, revised July 26, 2001

III. Referenced Documents:

  1. Occupational Injury Investigation Report Form
  2. UF Workers Compensation Website

IV. Procedure:

All work related accidents are immediately, or as soon as possible, reported to the University's Office of Workers' Compensation (352-392-4940).

  1. In the event of an injury while outside the immediate area, while on authorized official business or professional development travel, seek the necessary medical care at the nearest facility or if it merits, call 911. You or the medical provider, however, must notify the University's Workers' Compensation Office as soon as possible.
  2. When an accident occurs on campus the supervisor, or attending appropriate staff, must take action to determine if medical attention is necessary. Even if you do not think you need medical attention you should contact the Workers Comp office to complete the First Report of Injury or Illness Form.
    1. In the case of a severe injury or illness do not move the victim. Dial 911 for immediate assistance. Call the Office of Workers' Compensation during normal working hours at 392-4940.  If after normal working hours (after 5:00 or weekends and University observed holidays) call the next business day. Call the Libraries' Facilities Office and the Library Personnel Office to report an accident.
    2. In less severe cases, the injured or ill employee should immediately report to their supervisor. The supervisor and the injured employee should call the Office of Workers' Compensation.  If the injury occurs after business hours call the next day. Call the Libraries' Facilities Office and the Library Personnel Office to report the accident.
  3. The Office of Workers Compensation will complete the First Report of Injury or Illness over the phone. You will need to provide the following information:
    1. The employee's name, class title/code, date first employed by the University, complete mailing address, home telephone number including area code, work telephone number, date of birth, sex, and social security number.
    2. The date, time and location of the injury or illness.
    3. The date the injury or illness was reported to the supervisor, if different from the date of the accident.
    4. An accurate description of the accident including an explanation of what happened, and the cause of the accident.
    5. A description of the injury or illness.
  4. D. The University's Office of Workers Compensation will advise the supervisor and injured or ill employee as to where medical attention should be sought in accordance with standard operating procedures.
    1. The University's Office of Workers' Compensation will fax the First Report of Injury or Illness (FRII) Form to the Library Personnel Office.
    2. The Library Personnel Office will have the supervisor and injured or ill employee sign the form.
    3. The Library Personnel Office will:
      1. Place a copy is in the employee file.
      2. Ensure a copy is returned to the employee.
  5. The injured or ill employee and the appropriate supervisor should complete the University of Florida, Environmental Health and Safety Occupational Injury Investigation Report, and then forward it to the Library Personnel Office. (These forms maybe found in the Library Personnel Office.)
    1. The Library Personnel Office places a photocopy in the injured employee's file and forwards the form to the Libraries' Facilities Planning Office for distribution as instructed by the Environmental Health and Safety Division.
      1. The original is sent to the Environmental Health and Safety, Occupational Research Safety Office, P.O. Box 112190, Gainesville, Florida 32611.
      2. The canary copy is filed in the employee's personnel file in the Library Personnel Office.
      3. The pink copy is sent to the injured employee.
      4. A copy is sent the Libraries Facilities Planning Officer.

V. Responsibility:

  1. It is the responsibility of an injured or ill employee to report an accident to the appropriate supervisor as quickly as possible.
  2. It is the responsibility of the supervisor to ensure that an accident is reported immediately or as soon as possible, in accordance with this procedure.
  3. It is the responsibility of the Library Personnel Office to maintain and update this procedure as necessary.

What to do if an Injury Occurs

SUPERVISOR:

_____ call 911 for a serious medical emergency

_____ call the Workers' Compensation Office at 392-4940 during work hours to report the injury and receive medical directions and complete the First Report of Injury form with the injured employee and the assistance of Workers Compensation staff.

_____complete the EH& S Occupational Injury Investigation Report form and deliver it to the Library Personnel Office

INJURED EMPLOYEE:

_____ call 911 for a serious medical emergency

_____ report injury to your supervisor

_____ call the Workers' Compensation Office at 392-4940 during work hours to report the injury and receive medical direction. and complete the  with the help of your supervisor and Workers Compensation staff . Get your copy from the Library Personnel Office

 _____ complete the Occupational Injury Investigation Report form and deliver it to the Library Personnel Office. Keep your copy.

_____ keep your supervisor informed of your progress

IF INJURED WHILE ON PROFESSIONAL/BUSINESS TRAVEL:

_____ call 911 for a serious medical emergency

_____ seek medical attention at the nearest facility as needed

_____ call the Workers' Compensation Office at 392-4940 during work hours to report the injury and receive further medical direction as soon as possible. Complete the First Report of Injury form with the help of the Workers Compensation staff. Get your copy from the Library Personnel Office

_____ report the injury to your supervisor as soon as possible

_____ complete the Occupational Injury Investigation Report form and deliver it to the Library Personnel Office. Keep your copy.

_____ keep your supervisor informed of your progress

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