RIDDOR Incident Reporting and Records Procedure

This procedure applies conditionally to [school name] when it is acting as an employer or as the person in charge of work premises. It covers work-related deaths, certain serious injuries, diagnosed specified industrial diseases, dangerous occurrences, and work-related accidents that incapacitate a worker for more than seven days.

1. Responsibility

The person responsible for coordinating the procedure is [riddor coordinator role]. The school should ensure that the person who makes a report is identified for each incident and has access to the relevant online RIDDOR forms.

Responsibility must reflect the employment relationship and control of the premises for the incident. Where agency workers or hosted workers are involved, the school must consider whether the agency, the school, or another appropriate person is responsible for reporting under the particular facts of the employment relationship and circumstances of the incident.

2. Identify incidents for assessment

When an incident occurs, the person receiving the information must refer it to [riddor coordinator role] for assessment where it may involve:

a work-related accident causing a death;

a work-related accident causing a specified serious injury;

a diagnosed specified industrial disease;

a dangerous occurrence; or

a work-related accident that incapacitates a worker for more than seven days.

3. Assess whether RIDDOR applies

Assess whether the incident is work-related, whether it falls within a RIDDOR category, and whether [school name] is the employer or the person in charge of the relevant work premises. Record the reasons for the decision, including the incident date, the affected person or worker, the relevant circumstances, and any applicable period of worker incapacitation.

Where the incident is not considered reportable, record the assessment and the basis for that decision. Where the incident is considered reportable, proceed with notification and record the report reference.

4. Agency workers and hosted workers

For an agency worker or hosted worker, review the relevant employment, supply, and premises-control arrangements before assigning reporting responsibility. An employment agency may be the legal employer and may have the employer's reporting obligations. In other circumstances, including where a worker is self-employed, responsibility may rest with the host business as the person in control of the premises, or with the self-employed person in accordance with the circumstances described for their own premises and ill health.

Record the conclusion about responsibility and ensure that the agency, school, worker, and relevant managers understand who is responsible for the report.

5. Submit a report

Where the assessment identifies a reportable incident, [riddor reporting role] must prepare and submit the appropriate RIDDOR notification using the relevant online form. The submission must be linked to the underlying incident record.

If information changes after notification, review whether the notification needs to be amended, including where a notified injury has ended in a fatality.

6. Keep incident records

Keep an accident and incident record or equivalent record in [incident record system]. The record must identify the incident, the relevant RIDDOR category considered, the reportability decision, the person responsible for reporting, and the report reference where a report was required.

Records must also show the information used to assess work-relatedness, the affected person or worker, and, where relevant, the period of worker incapacitation and the arrangements considered for agency or hosted workers.