Page 1 of 6 Purpose: This policy establishes the procedures to be followed when a City of Mobile employee suffers a workplace injury, is involved in a vehicle accident, or is involved in any other incident that results in damage to property or equipment. Vehicle accidents, personal injuries, and property damage incidents cost the taxpayers of Mobile thousands of dollars each year in worker s compensation, lost productivity, damage to equipment, and liability claims against the City. The City of Mobile is committed to providing a safe workplace and will take every action necessary to ensure the safety of its employees and citizens. Conducting a thorough investigation of every vehicle accident, workplace injury, and property damage incident is essential for determining what actually caused the accident and why it occurred. With this knowledge, unsafe conditions that led up to the accident or injury can be corrected and the accident or injury can be prevented from occurring again. Definitions: City Vehicle Any motor vehicle (e.g. truck, automobile, car, tractor, or motorcycle) owned or leased by the City of Mobile. Operation The process of driving, operating, or maneuvering a vehicle in a forward, backward, or sideward motion. Vehicle Accident Any incident where a City of Mobile vehicle, or other vehicle or property is damaged as a result of the operation of the City of Mobile vehicle. For example: Damage to the mirror caused by hitting a fixed object would be a vehicle accident if the vehicle was in operation at the time of the damage, as would any damage to the fixed object. Damage caused by debris falling from a moving City truck is a vehicle accident because the City vehicle is in operation and the driver is responsible for ensuring that the vehicle is safe and the load is properly secured. Property Damage Any damage to property or a vehicle that did not occur during the operation of a City vehicle. For example: Damage caused by debris falling off the truck while loading would generally be considered property damage because the vehicle is not in operation. Damage to a vehicle caused by a rock thrown by a trimmer would be property damage because the damage was not caused by the operation of a City vehicle. Recommended by: Gary E. Gamble, CHCM Safety Manager Date: Reviewed by: Christopher L. Lee Executive Director of Administrative Services Date: Approved: Michael C. Dow Mayor Date:
Page 2 of 6 Incident - Any event, minor in nature, that causes damage or injury, or is a near miss. Reporting and tracking incidents is important because trends can be observed that may identify potentially serious hazards allowing the hazard to be corrected before serious injury or damage occurs. VEHICLE ACCIDENTS Employee (Operator) Responsibilities: A. At the Scene 1. Call 911 for an ambulance for anyone seriously injured and request police response. TAKING CARE OF THE INJURED TAKES PRECEDENCE OVER ALL OTHER RESPONSIBILITIES. 2. Call your supervisor and report the accident and location. All vehicle accidents MUST be reported immediately. 3. Obtain names and addresses of all persons in other vehicles. 4. Obtain names and addresses of all witnesses. 5. Remain at the scene until your supervisor arrives. 6. Assist the police investigators in preparing their report. 7. DO NOT ADMIT RESPONSIBILITY or sign any statement except as requested by police or your supervisor. B. Back at Work 1. Assist your supervisor in completing the Vehicle Accident Report And Investigation Form (Form 046 SA 001 June 2004) and provide accurate information as to what actually occurred. 2. Contact the City Legal Department if advice is needed. 3. You are personally responsible for reporting the vehicle accident to the State of Alabama on form SR-13. Forms are available from the Police Records Department or on the City s Intranet in the Documents sections under Safety. Supervisor Responsibilities: A. At the Scene 1. Take photographs of vehicles, damage, skid marks, and the surrounding area. a. Take enough photographs from a distance to show the entire accident scene, including the roadway and area adjacent to the accident. This is important and provides the investigator with information about the area of the accident.
Page 3 of 6 b. Take medium distance photographs showing all of the vehicles and their relation to each other. c. Take close up photographs of the damage to each vehicle. 2. Contact the City Safety Manager at 208-7892 prior to moving the vehicles or departing the scene unless directed to clear the road by public safety officials. Leave a voice mail message with the time, location and summary of the accident and your telephone number. The Safety Manager may, at his/her discretion, assist in investigating the accident. 3. Complete all applicable sections of the Vehicle Accident Report And Investigation Form. 4. Obtain written statements from the driver and passengers of the City vehicle. If the Police Department does not get statements from witnesses, you should attempt to gather information as soon as you can. 5. Make arrangements to obtain post accident drug and alcohol tests. Refer to City of Mobile Substance Abuse Policy to determine criteria and procedures. B. Back at Work 1. ALL vehicle accidents MUST be reported to the Safety Manager by telephone at 208-7892, Fax 208-7956, or e-mail safetymanager@cityofmobile.org within 24 hours of the accident. If you were unable to contact the Safety Manager on scene, report it immediately upon your return to work. 2. Arrange for the Municipal Garage body shop to estimate the damage to the vehicle. Include the estimated cost of repairs on your accident report. 3. Complete the initial report, sign it, and give it to your department head. Department Head Responsibilities: 1. Review the report for completeness and accuracy. 2. Ensure that substance abuse tests were completed within specified deadlines. 3. Obtain a copy of the Police Department s Accident Report by calling Police Records Department at 208-1991 and asking them to fax you a copy of the report. 4. Assign a supervisor to investigate the cause of the accident and complete the investigation part of the Vehicle Accident Report And Investigation Form. 5. Convene the Accident Review Committee (ARC) to review the accident in accordance with the Vehicle Operations Policy, and make recommendations for preventing the accident from recurring. 6. Send the original completed Vehicle Accident Report And Investigation Form with the investigation findings and ARC recommendations, along with photographs, statements and all supporting documentation to the City Clerk
Page 4 of 6 within five (5) working days of the accident, with a copy to the to the Safety Manager. If additional time is needed to complete the investigation and review by the ARC, forward the completed portions within 5 days and follow up with the complete report as soon as practicable. City Clerk Responsibilities: 1. Log in the report. Make copies for files and distribute as required. 2. Forward the original report to the Legal Department. 3. Forward copies to the Safety Manager and the Motor Pool. Legal Department Responsibilities: 1. Log in the report and make copies as necessary. 2. Submit appropriate reports to South Alabama Claims Services. 3. Assist as necessary in the processing of any legal claims. Safety Manager Responsibilities: 1. Enter appropriate information in the Accident/Incident database. 2. Ensure that the reports are complete and accurate. 3. Investigate vehicle accidents, property damage, or incidents as needed. 4. Identify flagrant violations and report these to the City Safety Council. 5. Coordinate corrective actions with the department head and distribute recommendations to other departments if the recommendations are relevant to helping reduce accidents City-wide. 6. Follow up with departments to evaluate effectiveness of corrective actions. INJURY OR PROPERTY DAMAGE Employee (Operator) Responsibilities: 1. Call 911 for an ambulance for anyone seriously injured. TAKING CARE OF THE INJURED TAKES PRECEDENCE OVER ALL OTHER RESPONSIBILITIES. 2. Request police response if there is damage to non-city vehicles or property. 3. Call your supervisor and report the incident. Anytime an injury or damage occurs, this must be reported and investigated. 4. Obtain names and addresses of all witnesses as appropriate.
Page 5 of 6 Supervisor Responsibilities: 1. Take photographs of scene: Take distance photographs to show the entire accident or incident scene; take medium distance photographs showing the relationship of vehicles, equipment, and personnel; and take close up photographs showing details of the damage or injury site. 2. Complete the appropriate part of the Incident/Injury Investigation Form (Form 046 SA 003 June 2004). 3. Make arrangements to obtain post accident or post injury drug and alcohol tests as appropriate. Refer to City of Mobile Substance Abuse Policy to determine criteria and procedures. 4. Complete your report, sign it, and give it to your department head. Department Head Responsibilities: 1. Ensure the First Report of Injury is completed in accordance with existing policies. 2. Ensure that substance abuse tests were completed within specified deadlines. 3. Review the report for completeness and accuracy. 4. If a police report was completed, obtain a copy of the Police Department s Accident Report by calling Police Records Department at 208-1991 and asking them to fax you a copy of the report. 5. Assign a supervisor to investigate the cause of the accident or injury, and complete the investigation part of the Incident/Injury Report Form. 7. Convene your Safety Committee or Accident Review Committee (ARC) to review the incident and make recommendations to prevent recurrences. (You may use the existing ARC as provided in the Vehicle Operations Policy or your Safety Committee for this purpose.) Include recommendations for preventing the accident from recurring. 8. Send the original completed form with the investigation findings and ARC/Safety Committee recommendations, along with photographs, statements and all supporting documentation to the City Clerk, within five (5) working days of the incident, with copy to the Safety Manager. If additional time is needed to complete the investigation and review by the ARC/Safety Committee, forward the completed portions within 5 days and follow up with the complete report as soon as practicable.
Page 6 of 6 9. For Incident Reports where no lost time injuries occur, damage is minor, and it is unlikely that claims will be made against the City, complete the investigation form, keep the original in department file, and send a copy to the Safety Manager. City Clerk Responsibilities: 1. Log in the report. Make copies for files and distribute as required. 2. Forward the original report to the Legal Department. 3. Forward copies to the Safety Manager. Legal Department Responsibilities: 1. Log in the report and make copies as necessary. 2. Submit appropriate reports to South Alabama Claims Services. 3. Assist as necessary in the processing of any legal claims. Safety Manager Responsibilities: 1. Enter appropriate information in the Accident/Incident database. 2. Ensure that the reports are complete and accurate. 3. Investigate accidents and injuries as needed. 4. Identify flagrant violations and report these to the City Safety Council. 5. Coordinate corrective actions with the department head and distribute recommendations to other departments if the recommendations are relevant to helping reduce accidents or injuries City-wide. 6. Follow up with departments to evaluate effectiveness of corrective actions.