UNIVERSITY POLICY

SUBJECT: FINANCIAL AFFAIRS TITLE: INCIDENT REPORTING: NON-CLINICAL

CODING: 00-01-50-87:00 ADOPTED: 07/01/87 AMENDED: 02/01/91

I. PURPOSE

To establish a policy on reporting and documenting incidents, occurring on UMDNJ premises or within the scope of UMDNJ business activities, which could (or do) result in injury to faculty or staff members, visitors, volunteers, students or patients, or results in damage or loss of property. II. ACCOUNTABILITY

Under the direction of the Senior Vice President for Administration and Finance, the Vice President for Legal Management is accountable for ensuring compliance with this policy. The Director of Risk and Claims Management is responsible for implementing this policy. III. POLICY

All accidents to faculty or staff members, visitors, volunteers and students are
reportable under this policy.

Inpatient and other patient-care related incidents must be reported in accord with
Nursing Policy # 23-30-10-04:42, Medication, IV and Patient Incident Reporting.

Incidents involving University Hospital ambulance/REMCS clients are to be reported.

        Automobile accidents are to be reported on this form only if an accident results in a
        work-related injury to a faculty or staff member. Accidents involving University
        vehicles must be reported in accord with University Policy #00-01-50-86:02,
        Insurance: Motor Pool.

2. All University faculty or staff members are required to report incidents to their
supervisors.

Department supervisors are responsible for completing reports on incidents occurring
within their area of responsibility.

        The Campus Security Department (Business Office at Camden Campus) is
        responsible for completing the Incident Report with regard to incidents taking place in
        hallways, lobbies, parking lots, lavatories, elevators, etc. A faculty or staff member
        who is notified or aware of a previously unreported incident, occurring in the areas
        specifies, must notify security immediately.

Photographs are to be taken of each incident scene immediately after a reportable
event takes place. Photographs will be taken by Security personnel.

        Physical evidence relating to an incident is not to be tampered with, destroyed,
        returned to a manufacturer, or be otherwise removed from UMDNJ premises without
        the express authorization of the Office of Risk and Claims Management.

3.     If a faculty or staff member is injured, the applicable box is to be checked on the
        UMDNJ Incident Report and the completed report is to be brought immediately to the
        Campus Personnel Office by the injured faculty or staff member and/or by the
        supervisor. Faculty or staff members will not be referred to a Worker's Compensation
        physician until a complete Incident Report is received by the Personnel Office.
        However, in the event that emergency medical care is required, the supervisor should
        assist the injured faculty or staff member in obtaining appropriate emergency treatment.
        Copies of the report must also be forwarded to the Office of Risk and Claims
        Management and to the Security Director. For additional information concerning
        policy for work-related injuries, please contact the Office of Personnel Resources for
        assistance.

4.     When an incident involves a structural defect (ex: loose ceiling blocks, broken glass,
        defective chair, etc.) or an operational error or omission (failure to follow prescribed
        procedure, disregard for fire safety codes, etc.) the Safety Director's Office, Newark
        Campus, (973) 972-3413, must be notified immediately.

5.     All completed UMDNJ Incident Reports must be distributed by the supervisor or,
        when applicable, by the Security Office within 48 hours of the incident or, in the event
        that an incident occurs on a weekend or holiday, on the first working day following the
        incident.

        Memorandum indicating the facts surrounding the incident and distributes it along with
        the other claim documents as outlined in paragraph 4 of this policy.

        a.    If an incident report has been filed, attaches a copy to the other claim documents
               and distributes copies as indicated in paragraph 4 following.

6. The Manager of Risk and Claims Management is to distribute documents relating to
tort claims as follows:

        a.    Forwards the originals of claim letters, notice of claims, motions, summons or
               complaints and incident reports together with a transmittal letter to the insurance
               company for incidents which occurred prior to October 31, 1975. For incidents
               which occurred subsequent to October 31, 1975, the originals should be sent to
               the Attorney General.

b. Forwards copies of all documents identified in 6a to the appropriate Deputy
Attorney General, Claims Bureau.

c. Forwards copies of the transmittal letter and the first page of the summons,
motions, complaint, etc. to the appropriate Unit Administrator.

7.     The Manager of Risk and Claims Management will maintain registers of the cases that
        are forwarded to the Deputy Attorney General. Cases are to be recorded on the day
        they are served on the University.

8.     It is stressed that any papers served on any UMDNJ individual should be delivered the
        same day or, at the latest, the next day to the Manager of Risk and Claims
        Management for registration and forwarding.

By Direction of the President:

_________________________________________
Senior Vice President for Administration and Finance

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