Submit an OARS Report

All work-related accidents, incidents, and occupational illnesses must be reported to your supervisor or manager and in the Online Accident Reporting System (OARS) and, if necessary, to the Workers' Compensation Board (WCB).


In OARS, incidents are classified into levels (one, two, three) based on the severity of the incident. Classification also establishes the appropriate level of notification and management involvement.

  • First aid with no lost time (temporary, immediate care)
  • Minor incident with no lost time
  • Spill or release not reportable to Alberta Environment (AENV) or City of Calgary but more that 5L or 5kg
  • Near miss
  • Medical aid with no lost time (medical care beyond first aid)
  • Injury reportable to WCB with no lost time
  • Occupational disease (illness) reportable to WCB with no lost time
  • Radiation incident internally reportable
  • Spill or release reportable to Alberta Environment (AENV) or City of Calgary that is not an adverse effect or contravention of an approval, license or code of practice.
  • Chemical spill resulting in injury or exposure
  • Motor vehicle accident
  • Injury reportable to WCB with lost time
  • Occupational disease (illness) reportable to WCB with lost time
  • Injury or accident that results in death 
  • Injury or accident that results in a worker being admitted to a hospital for more than two days
  • Unplanned or uncontrolled explosion or fire that causes a serious injury or that has the potential of causing serious injury
  • Unplanned or uncontrolled flood that causes a serious injury or that has the potential of causing serious injury
  • The collapse or failure of any component of a building or structure necessary for the structural integrity of the building structure
  • The collapse or upset of a crane, derrick, or hoist
  • Release of dangerous goods reportable under Transportation of Dangerous Goods (TDG)
  • Radioactive incidents reportable to the Canadian Nuclear Safety Commission (CNSC)
  • Spill or release reportable to Alberta Environment (AENV) or City of Calgary that is potentially an adverse effect or contravention of an approval, license, or code or practice

What Not to Report

Not all incidents are required to be reported in OARS. An OARS report is not required for:

  • Acts of violence and harassment, property damage: report to Campus Security at 403.220.5333.
  • Odours: report to the Customer Care Centre at 403.220.7555 during regular business hours or to Campus Security at 403.220.5333 after regular business hours.

Aany undesired event or incident that under slightly different circumstances could have resulted in personal injury, illness, environmental release, or loss.

Reportable Alberta Environment (AENV) or City of Calgary.

Medical and other services provided by a person licensed to practise the healing arts in Alberta, and nursing, hospitalization, drugs, dressing, x-ray treatment, special treatment, appliances, apparatuses, transportation and any other matters and things that the Worker's Compensation Board authorizes or provides.
 

Internally reportable to the Radiation Safety Officer which are classified as level two include:

  • external exposure greater than 3 mSv
  • known or suspected internal contamination
  • personal contamination including clothing
  • spill of radioactive material outside of radioactive work area.

The Radiation Safety Officer is automatically notified when a level two radiation incident is reported in OARS.

Reportable to Alberta Occupational Health and Safety as identified in Section 18 of the Alberta Occupational Health and Safety Act.

Reportable to the Canadian Nuclear Safety Commission (CNSC) are classified as level three incidents. EHS will report all level three radiation incidents to the CNSC when:

  • the occurrence of an event is likely to result in the exposure of persons to radiation in excess of the applicable radiation dose limits prescribed by the Radiation Exposure Reportable Dose
  • any theft or loss of a nuclear substance, prescribed equipment or prescribed information that is used in carrying on any activity that is authorized by the CNS Act
  • a release of a quantity of radioactive nuclear substance into the environment not authorized by licensed activity
  • an attempted or actual breach of security or sabotage at the site of the licensed activity
  • a serious illness or injury incurred or possibly incurred as a result of the licensed activity
  • fatality at a nuclear facility as a result of licensed activity.

The Radiation Safety Officer is automatically notified via email when a level three radiation incident is reported in OARS.

Nuclear Energy Worker, including a pregnant nuclear energy worker

  • One year dosimetry period: 50 mSv
  • Five year dosimetry period: 100 mSv

Pregnant Nuclear Energy Worker

  • Balance of the pregnancy: 4 mSv

Person (not a Nuclear Energy Worker)

  • One calendar year: 1 mSv

Online Accident Reporting System (OARS) does not replace Worker's Compensation Board (WCB) reporting requirements. All WCB reportable incidents require the completion of WCB forms and the University of Calgary's OARS incident report. 

    Report accidents or incidents to their supervisor or manager as soon as possible and follow the WCB reporting procedure on the Staff Wellness website.

    What needs to be reported to WCB? Any work-related injury or illness that results in:

    • lost time – or probable lost time - beyond the day of accident
    • the need for medical treatment beyond first aid (i.e. assessment by physician, physiotherapist, chiropractor)
    • a temporary or permanent change in your ability to perform the regular duties of your job
    • incurring medical aid expenses (i.e. dental treatment, eyeglass repair/replacement, prescription medications).

      Students injured during their course of study are covered by WCB through the Alberta Government WCB Student fact sheet. Report all accidents or incidents to their supervisor, instructor, or university representative as soon as possible and follow WCB reporting procedure:

      1. Student seeks medical attention promptly.
      2. Student completes the WCB Student - Employee Form and faxes to WCB at 1.800.661.1993
      3. Student or university representative to complete OARS report
      4. Faculty/department of the student reporting the incident completes and faxes the WCB Student - Employer Report to WCB at at 1.800.661.1993.
      5. Faculty/Department of the student reporting the incident retains the original WCB Employer record.
      6. Ambulance costs for students who suffer an accident and who are in need of medical aid to a hospital are covered by Alberta Advanced Education and Technology. Invoices should be sent for payment to Melanie White, Office Manager, Training and Development Coordinator, 7th floor, Phipps - McKinnon Building, 10020 - 101 A Avenue, Edmonton, Alberta T5J 3G2.

      • Must report any accident or incident to their supervisor as soon as possible.
      • Completes and faxes the WCB Worker's Report to the Health and Wellness Consultant at Staff Wellness within 24 hours of the injury (fax: 403.282.8603)
      • Must report all accidents or incidents to their supervisor, instructor, or university representative as soon as possible.
      • Must report any accident or incident to a university representative as soon as possible when the University of Calgary is the prime contractor. Where the University of Calgary is not the prime contractor, accidents and incidents shall be reported utilizing the prime contractor's reporting system.
      • Must report any accident or incident to a university representative as soon as possible.
      • Notifies direct supervisor or university representative immediately or next higher authority as available.
      • Assists with incident investigation, if required. 
      • Completes OARS report within 24 hours of receiving notification of the accident 
        or incident.
      • Completes OARS report within 24 hours of receiving notification of the accident 
        or incident.
      • Completes incident investigation and develops recommendations, within 3 days for Level 1 incidents and within 7 days for Level 2 and Level 3 incidents.
      • WCB Claims.
      • Completes and faxes the Employer's Report to the Health and Wellness Consultant at Staff Wellness within 24 hours of receiving notification of the injury (fax: 403.282.8603).
        • the supervisor may forward the Worker's Report  to the Health and Wellness Consultant at the Staff Wellness on behalf of the employee.
      • Ensures corrective actions are implemented.
      • Final sign-off to close level one OARS reports.
      • Reviews incident investigation and corrective actions for level two and level three incidents.
      • Approves incident investigation and corrective actions for level two incidents.
      • Ensures incident investigation corrective actions are developed within seven days for level two incidents.
      • Ensures corrective actions are implemented.
      • Final sign-off to close level two OARS reports.
      • Reviews incident investigation and corrective actions for level three incidents.
      • Approves incident investigation and corrective actions for level three incidents.
      • Ensures incident investigation corrective actions are developed within 7 days for level three incidents.
      • Ensures corrective actions are implemented.
      • Final sign-off to close level three OARS reports.
      • Report incidents to Alberta  Occupational Health & Safety (OH&S), Canadian Nuclear Safety Commission (CNSC) and written reports to Alberta Environment (AENV).
      • Discretionary involvement with level two and level three incident investigations.
      • Manage Worker's Compensation Board (WCB) claims at the university.

      Training

      Incident Reporting and Investigation online training is mandatory training for supervisors, managers, and all employees who participate in conducting incident investigations. The purpose is to inform employees, supervisors, and managers of their responsibilities for reporting and investigating work-related accidents, incidents, and occupational illnesses.

      OARS Instructions

      OARS Printable Worksheet

      OARS Process Flowchart


      Incident Investigation and Management Review

      Second Higher Authority is a university employee to whom the supervisor or manager of the employee involved reports to. A Second Higher Authority has oversight in the management review of level two and three incidents and may be involved in the investigation.

      Third Higher Authority is a university employee to whom the Second Higher Authority reports. This includes but is not limited to department heads, director level three incidents and may be involved in the investigation.

      Classification

      Level One

      Supervisor or Manager:

      • Conducts incident investigation (Identifies immediate, root causes, and corrective actions)

      • Closes OARS report

      Level Two

      Supervisor or Manager:

      • Conducts incident investigation (Identifies immediate, root causes, and corrective actions)

      • Identifies the Second Higher Authority

      Second Higher Authority:

      • Conducts management review 

      • Closes OARS report

      Level Three

      Supervisor or Manager:

      • Conducts incident investigation (Identifies immediate, root causes and corrective actions)

      • Identifies the Second Higher Authority

      • Identifies the Third Higher Authority

      Second Higher Authority:

      • Conducts management review 

      Third Higher Authority:

      • Conducts management review 

      • Closes OARS report


      Supervisors or managers are required to investigate all incidents. This includes completing the investigation portion of the report on OARS Page 5. Investigative Details to identify the "Immediate Causes" and "Root Causes." and completing the Corrective Actions to Prevent Recurrence OARS page 6. Corrective Action to identify the "Corrective Actions to Prevent Recurrence.

      1. Level One Incidents

        For Level One incidents, the supervisor or manager is required to:

        1. Identify the "Corrective Actions Target Date" (date the corrective actions are expected to be completed by)
        2. Identify the "Corrective Actions Complete Date" (date the corrective actions have actually been completed)
        3. Select "Yes" to "Approve the Investigation and Corrective Actions"
        4. Select "Yes" to confirm "Corrective Actions Complete" - Include additional comments in the text field provided.
        5. Click "Submit Completed Report" to close the report.
      2. Level Two and Three Incidents

        Level Two and Three incidents, the supervisor or manager is required to:

        1. Identify the "Second Higher Authority" for Level Two and Three incidents. Identify the "Third Higher Authority for Level 3 Incidents.
        2. Identify the "Corrective Actions Target Date" (date the corrective actions are expected to be completed by)
        3. Identify the "Corrective Actions Complete Date" (date the corrective actions have actually been completed)
        4. Select "Yes" to "Approve the Investigation and Corrective Actions"
        5. Select "Yes" to confirm "Corrective Actions Complete" - Include additional comments in the text field provided.
        6. Click "Submit Completed Report" to initiate review by higher authorities. The report will be view only and no longer editable by the supervisor

      A Second Higher Authority is a university employee to whom the supervisor or manager of the employee involved reports to. Second Higher Authority has oversight in the Management Review of Level Two and Three incidents and may be involved in the investigation.

      1. Level Two

        For Level Two incidents, the Second Higher Authority is required to:

        1. Confirm that the supervisor or manager has identified the "Corrective Actions Target Date", "Corrective Actions Complete Date". and selected "Yes" to "Approve Investigation and Corrective Actions" and "Yes" to Corrections Actions Complete" - if these actions were not completed and the report is edited, the supervisor or manager will be locked out of the report.
        2. Select "Yes" to "Approve the Investigation and Corrective Actions"
        3. Select "Yes" to confirm "Corrective Actions Complete"-Include additional comments in the text field provided.
        4. Click "Submit Completed Report" to close the report.
      2. Level Three

        For Level Three incidents, the Second Higher Authority is required to:

        1. Confirm that the supervisor or manager has identified the "Corrective Actions Target Date", "Corrective Actions Complete Date". and selected "Yes" to "Approve Investigation and Corrective Actions" and "Yes" to Corrections Actions Complete" - if these actions were not completed and the report is edited, the supervisor or manager will be locked out of the report.
        2. Select "Yes" to "Approve the Investigation and Corrective Actions"
        3. Select "Yes" to confirm "Corrective Actions Complete" - Include additional comments in the text field provided.
        4. Click "Submit Completed Report" to initiate review by the Third Higher Authority. The report will be view only and no longer editable by the supervisor.
      1. Level Three

        For Level Three incidents, the Third Higher Authority is required to:

        1. Confirm that the supervisor or manager has identified the "Corrective Actions Target Date", "Corrective Actions Complete Date". and selected "Yes" to "Approve Investigation and Corrective Actions" and "Yes" to Corrections Actions Complete" - if these actions were not completed and the report is edited, the supervisor or manager will be locked out of the report.
        2. Confirm that the Second Higher Authority has selected "Yes" to "Approve Investigation and Corrective Actions" and "Yes" to Corrections Actions Complete" - if these actions were not completed and the report is edited, the Second Higher Authority will be locked out of the report.
        3. Select "Yes" to "Approve the Investigation and Corrective Actions"
        4. Select "Yes" to confirm "Corrective Actions Complete" - Include additional comments in the text field provided.
        5. Click "Submit Completed Report" to close the report.