Accident/Incident Reporting

How do I conduct a Preliminary and Full Investigation?

The preliminary and full investigation checklist below provides an overview of what is required for both types of investigations.

What to do if you are involved in an incident/accident?

1. If an injury occurs, seek first aid immediately by calling 604-822-4444 (for faculty, staff, and student staff). In the event of a medical emergency, call 9-1-1 first, then contact first aid.
   • Note: For UBC workplaces outside the Point Grey campus, refer to the site specific first aid procedures. Ask your supervisor to learn more.
2. Notify your supervisor
3. Report the incident in the Centralized Accident Incident Reporting System (CAIRS)
4. If you have seen a doctor or have missed time from work as a result of a work-related injury/illness, you can start a claim by calling the WorkSafeBC Teleclaim Contact Centre at 1.888.WORKERS (1.888.967.5377).

What types of incidents should I report?

All accidents/incidents involving UBC workers (faculty, staff & student-staff) or practicum students must be immediately reported to your supervisor and then online through the UBC Centralized Accident/Incident Reporting System (CAIRS). Specifically, immediately reportable incidents and any of the incidents below must be reported in CAIRS:

• Incident only (e.g. near miss, minor injury or property damage)
• Medical treatment (e.g. visited a doctor or other healthcare practitioner) 
• Time loss (e.g. missed at least a day of work after the day of injury)

Note: It is against the law to discourage or not report an injury or accident that has occurred in your workplace.

What is considered an immediately reportable incident?

Under the Workers Compensation Act the following incidents must be immediately reported to WorkSafeBC:  

• Death of a worker;
• Serious Injury (major broken bone, fracture, crush, amputation, 3^rd degree burn, penetration to eyes, chest, lungs, circulatory shock or injury to internal organs, asphyxiation/poisoning, heat stroke/hypothermia, loss of senses etc.)
• Ambulance Transport to hospital
• Major structural failure or collapse of a building, bridge, tower, crane, hoist, temporary construction support system or excavation
• Major release of a hazardous substance;
• Fire or explosion that had potential for causing serious injury to a worker; or
• Blasting accident causing injury
• Diving incident that causes death, injury or decompression sickness requiring treatment

Safety & Risk Services (SRS) can be immediately notified by calling Campus Security at 604-822-2222. SRS will then report the incident to WorkSafeBC.  For questions or concerns about federally reportable incidents involving radiation, infectious materials, or transportation of dangerous goods, please contact SRS Research Compliance and Occupational Hygiene Team at 604-822-2029 (Mon-Fri 8:30-4:30) or call Campus Security at 604-822-2222 for immediate response to a serious incident or after-hours support.

If I am unable to work, how do I receive compensation for my injury?

Workers’ Compensation is an accident and disability insurance benefit set up under the Workers Compensations Act to help protect workers and employers against the financial impact of work-related injuries. If your reported claim through CAIRS is accepted by WorkSafeBC, UBC Workplace Health Services (Human Resources), provides a Remain at Work/Return to Work Program for injured and/or ill employees to assist workers to maintain productive employment.

How do I get more information regarding injury/illness coverage?

Contact UBC Workplace Health Services (HR) for information regarding WorkSafeBC claims coverage.

For information regarding Practicum/Clinical Placement Students coverage, you may also visit Practicum/Clinical Placement Student Safety.

For additional insurance coverage, please contact SRS Insurance & Loss Prevention.

What to do if you are involved in an incident/accident?

1. If there is an injury, seek first aid immediately by calling 604 822 2222 (students, visitors and contractors)).  In the event of a medical emergency, first call 9-1-1 and then call first aid.
2. Note: For UBC workplaces outside the Point Grey campus, refer to the site specific first aid procedures. Report the incident in the Centralized Accident Incident Reporting System (UBC CAIRS) or ask a UBC staff member to submit the report on your behalf.

Note: In the event that a site presents an unsafe condition or poses a potential risk of injury, please notify Campus Security at 604-822-2222 prior to leaving the area. For off-campus locations, the designated site coordinator should be informed.

As a student, what additional supports are available to you?

If you are experiencing challenges following an incident or accident. A range of services is available to help you stay well, feel supported, and access the care you need.

• 🧠 Early Alert: A confidential referral system that helps connect you with support services early on, before challenges become overwhelming.
• 🩺 Student Health Service: Provides medical care, mental health support, prescriptions, vaccinations, and more.
• 💬 Counselling Services: Offers same-day appointments, wellness advising, and brief counselling to support mental health and personal wellbeing.
• ♿ Centre for Accessibility: Supports students with disabilities and ongoing medical conditions through academic accommodations and campus accessibility services.
• 🌱 Wellness Centre: A peer-led space offering health resources, harm reduction supplies, and wellness workshops.
• 🏠 Residence Life Support: Residence Advisors and Managers offer guidance, referrals, and support for students living on campus.
• 💜 Sexual Violence Prevention and Response Office (SVPRO): Provides confidential support to anyone impacted by sexual or gender-based violence. SVPRO offers emotional support, academic accommodations, safety planning, and guidance through reporting options, all in a survivor-centered, inclusive environment

If an accident occurs to a diver, notify the Diving Safety Officer (DSO) and your Principal Investigator as soon as safely possible!

Even topside injuries can impact your ability to dive safely!

Unless directed by a WorkSafeBC officer or a peace officer, no one must disturb the scene or tamper with, alter, or disassemble the diving equipment except to:

• attend to persons injured,
• prevent further injuries, and/or
• protect property that is endangered as a result of the accident.

WorkSafeBC and the DCB has the right to take temporary possession of and investigate all equipment related to the diving operation.

UBC is committed to promptly investigating all diving accidents or incidents and reporting them to WorkSafeBC and UBC via the CAIRS reporting system. These investigations aim to identify the causes of the occurrences and implement corrective measures.

Note: All accidents and / or incidents that prevent you from diving weather while diving or not, must be reported and notify the DSO.

UBC’s Centralized Accident/Incident Reporting System (CAIRS) is an online system to report Incidents and Accidents.

Who can have access?

UBC CAIRS is an online system to report Incidents and Accidents. You do not need registered administrative access to report an incident or accident. To report an incident, please visit: https://www.cairs.ubc.ca/public_page.php

Managers, Supervisors, Joint Occupational Health and Safety Committee (JOHSC) co-chairs, Local Safety Team (LST) chairs and select others may be permitted registered administrative access to all departmental accident/incidents and statistics as determined in collaboration with information privacy security measures.

What does access grant me?

With access to UBC CAIRS, you will be able to:

• view and assist with the incidents that are occurring in applicable buildings and/or departments you have requested
• participate and assist with the investigation and corrective actions that have been recommended. You can use this information to carry out a follow up to the incident and ensure that corrective actions have been completed and effective.
• you will be able to use the statistical features of the Database to generate charts and graphs to identify incident trends in your area for discussion at the JOHSC or LST meetings.

You will not be able to access any personal information about personnel involved in the incident.

How do I get access?

Given the nature of information collected and stored in CAIRS, it is important that you have completed the Privacy & Information Security Fundamentals online training to better understand the measures needed to protect personal information and to comply with UBC privacy and security requirements.

Request access to UBC CAIRS.

• Complete the form to the best of your abilities
• Check your email for email verification request
• SRS will review the request and grant access as deemed appropriate.

What is the role of JOHSC and LST in incident investigations?

Participate in, and provide assistance on accident/incident investigations. For more information please visit UBC Safety Committees.

• General 30-Day Calendar Process for Standard/Routine Incident Investigations

How can I get support or resources for CAIRS?

For support regarding CAIRS, please email ubc.cairs@ubc.ca

CAIRS Workshops are available through SRS.

The following is an instructional guide, with excerpts below, to aid in the use of CAIRS. Note, these instructional guides are subject to changes based on technical enhancements.

• CAIRS Operations Manual – General User Manual PDF (11/2020)
  • Guide for Reporting in CAIRS PDF – Includes images and support regarding navigating and entering CAIRS reports.
  • Registered CAIRS Administrators PDF – Provides support to registered CAIRS administrators on how to navigate and use CAIRS, and support others.
  • Statistics PDF – Provides instructions to registered CAIRS administrators to access and use the Statistics section.

WorkSafeBC Inspection Reports are now posted on the new UBC Safety Committees website.