Accident Reporting and Documentation Policy

Op2.01 Accident Reporting and Documentation Policy


It is the policy of Missouri State University (MSU) that all accidents or incidents that result in personal injury and/or damage to university property, shall be properly reported and investigated. Although accident/incident investigation is a reactive process, a comprehensive accident reporting and investigation process is a proactive measure that can effectively prevent or minimize future accidents/incidents. This operating procedure establishes a systematic process to ensure that accidents/incidents are properly reported and documented in a timely manner and that the appropriate corrective actions are taken.


This operating procedure applies to the reporting and investigation of all accidents/incidents that result in:

  • A work-related injury to any university employee (staff, faculty, student workers, or volunteers);
  • Personal injury to non-university personnel while on or using university-owned property; or
  • Damage to university-owned property.


Department heads, managers and/or supervisors are responsible for:

  1. ensuring that all accidents/incidents are properly reported and investigated in accordance with this operating procedure; and
  2. ensuring that all corrective actions are promptly and completely carried out.

Employees are responsible for reporting any injury work-related accident to their manager/supervisor as soon as possible. All accidents/incidents must be reported by no later than the end of the employee’s regular work shift. (Note: Employees must also complete the appropriate Worker’s Compensation forms as soon as possible, normally within 24 hours of the incident pursuant to the Worker’s Compensation Section 6.5 of the Employee Handbook.) All injuries resulting in Emergency Medical Services (EMS) response, or treatment by medical personnel, shall be reported immediately to University Safety, at 417-836-5509.

The Department of University Safety shall participate in accident investigations, either directly or by review of the report, as deemed appropriate to the occasion. The Director of University Safety shall determine the level of participation that is warranted.

The Office of Human Resources is responsible for administering the Workers’ Compensation benefits program for work-related injuries or illnesses.

Director of Environmental Management is responsible for evaluation of incidents to determine if voluntary notifications should be made to outside agencies.


Major Accident -- Any injury or illness-related accident that results in:

  1. Death;
  2. Amputation - the traumatic loss of a limb or other external body part. Amputations include a part, such as a limb or appendage, that has been severed, cut off, amputated (either completely or partially); fingertip amputations with or without bone loss; medical amputations resulting from irreparable damage; and amputations of body parts that have since been reattached;
  3. Loss of consciousness due to electrical shock, lack of oxygen or chemical exposure;
  4. Possible permanent functional impairment of a body part (excluding those resulting from a back strain);
  5. Admission to a hospital (other than 24-hour observation, hernia repair or back strain).

Notification Procedures

Victims (if possible) and witness(es) of all accidents/incidents are to contact the Department of University Safety.

If the incident involves a work-related injury, employees must notify their supervisor or designee immediately upon occurrence of an incident. In the event the employee is not able to report it (e.g., unconscious), any witness employed by the university must notify the Office of Human Resources. (Refer to Section 6.5 of the Employee Handbook.) All injuries resulting in Emergency Medical Services (EMS) response, or treatment by medical personnel, shall be reported immediately to the Department of University Safety, at 417-836-5509.

University Safety staff will notify the Director of Environmental Management of all work related incidents that result in death, inpatient hospitalization, amputation, or loss of an eye.

Investigation Guidelines

Once notified, the Department of University Safety will dispatch a Campus Safety Specialist to the scene. The specialist shall investigate the accident, and document the investigation, as per University Safety guidelines.

Accident Scene -- When possible, the accident scene should be preserved and disturbance of any physical evidence should be prevented until the principal investigator(s) arrive. Unless necessary to prevent further damage or injury, clean up or repair activities should commence only after all pertinent information has been collected.

Appropriate information will be shared with the Office of Human Resources in regard to work related incidents.


  • All university units will use the attached Accident Investigation Report to document the accident/incident. Once completed, these forms are to be forwarded to the Department of University Safety.
  • The Department of University Safety will quarterly provide a listing to the Office of Human Resources of all accidents that were reported as occurring within the prior three months. Additionally, these offices will report any Major Accident (see definition above) to the university general counsel and the vice president for administrative services within 24 hours.
  • In all cases of injury accidents that occur on or using university-owned property, the Department of University Safety will also provide the Office of General Counsel and the Director of Procurement Services with a copy of the resulting incident report, so that a Loss Notice can be filed with the State Legal Expense Fund if appropriate.