What is Duke's policy on Reporting of Work-Related Injuries or Illnesses?

The policy on Reporting of Work-Related Injuries or Illnesses can be found in the Duke University Safety Manual 

How do I report a Work-Related Injury or Illness? 

Employees should ensure that their supervisor is aware of their injury or illness AND file a Report of Work-Related Injury or Illness on the Duke HR website. All of these reports are reviewed by Workers' Compensation , Employee Occupational Health & Wellness (EOHW), and the Occupational & Environmental Safety Office (OESO) .

What are my responsibilities as a manager/ supervisor following the Work-Related Injury or Illness of one of my employees? 

Click here to learn about manager/ supervisor responsibilities following a work-related injury or illness. 

What happens when a Report of Work-Related Injury or Illness is received by the Occupational & Environmental Safety Office (OESO)? 

OESO reviews the report paying careful attention to the employee's injury/ illness description and the comments from the employee and supervisor on how future occurrences may be avoided.  In many cases, the initial investigation of the incident by the supervisor identifies the root cause(s) of the injury/ illness and a solution.  Where no initial investigation is conducted by the supervisor, or the report fails to provide enough information, OESO may determine additional action is necessary. 
OESO initiates incident investigations by contacting the employee & supervisor for additional information regarding the event.  The purpose of the investigation is to develop an action plan for preventing future occurrences, not assigning blame. It is expected that the employee and supervisor will cooperate fully with OESO to develop an action plan that addresses the root cause(s) of the injury/ illness while simultaneously achieving the operational goals of the organizational unit.

Which department maintains the Duke Log of Work-Related Injuries and Illnesses?  Am I allowed to see it? 

The Occupational & Environmental Safety Office (OESO) has maintained the log & summary since calendar year 2002.  Workers' Compensation maintained the OSHA log & summary for calendar year 2001 and earlier years.  Employees and/or their representatives are allowed to see the log and summary as allowed by OSHA regulations on Employee Involvement - 1904.35 .  Contact OESO at 684-5996 for additional information. 

How long does Duke keep the log, the summary, and Reports of Work-Related Injury or Illness? 

Duke is required by OSHA regulations on Retention & Updating - 1904.33 to keep the log, summary, and Reports of Work-Related Injury or Illness for five years following the end of the calendar year that these records cover.  FAQ #5 describes which Duke department has these records depending on the calendar year. 

Where can I go to learn more about OSHA Recordkeeping and statistics on work-related injuries and illnesses for various industries?

More information about OSHA Recordkeeping can be found by clicking here . Statistics on work-related injuries, illnesses and fatalities can be found on the U.S. Department of Labor's Bureau of Labor Statistics web site.

What other records does Duke keep about my health, and who has access to view these?

The Occupational and Environemental Safety Office (OESO) and Employee Occupational Health and Wellness (EOHW) keep employee exposure and medical records.

Exposure records may include workplace monitoring results, individual biological monitoring results (related to workplace exposures to toxic chemicals or harmful physical agents), materials safety data sheets, or chemical inventories. Workplace monitoring results may be kept at OESO and/or EOHW, biological monitoring results (if any) are kept by EOHW, and SDSs and chemical inventories are kept by the department or unit (with some records also at OESO). These records are kept (as required by 29 CFR 1910.1020) for 30 years.

Medical records may include health questionnaires, the results of medical exams and laboratory tests, and records of first aid or medical treatment provided. These records are kept by EOHW for the period of employment plus 30 years.

Employee exposure and medical records are accessible to employees, their designated representatives, and OSHA representatives, as required by 29 CFR 1910.1020. Employees may request access to their own medical or exposure records or, with justification, to employee exposure records for others whose exposures may have been similar to their own. Requests should be directed to EOHW at 684-3136 or OESO at 684-2794, depending on the type of record being requested. Employee representatives must submit requests in writing, including the occupational health need for the information. OSHA representatives must also submit requests in writing, and will handle employee medical records following agency practices outlined in 29 CFR 1913.10. For further details about employee access to medical records, see 29 CFR 1910.1020.