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River East Transcona School Division
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Student and Visitor Accident Reporting

 Safe Operating Procedure



To define the River East Transcona School Division (RETSD) process for reporting student, volunteer and visitor accidents.




The term "accident" can be defined as an unplanned event that interrupts the completion of an activity, and that may (or may not) include injury or property damage.

Reasons for accident investigation are:

  • to fulfill legal requirements

  • to determine the cost of an accident

  • to determine compliance with applicable safety regulations


Most importantly accident investigations are conducted to find out the cause of accidents and to prevent similar accidents in the future.


Incidents that involve no injury or property damage should still be investigated to determine the hazards that should be corrected. The same principles apply to a quick inquiry of a minor incident and to the more formal investigation of a serious event. 






Management workers must work in consultation with non-management workers in incident reporting, response, investigation and corrective action activities.




River East Transcona School Division is committed to a safe work environment.  An initial investigation and claims management procedure is necessary to ensure that causes of injury are promptly identified and that follow-up takes place.


In situations, where medical treatment is warranted, the injured student, volunteer or visitor must be transported immediately, with an escort, to the nearest public medical treatment centre (hospital, clinic or doctor's office)


Step 1 -            When an accident (minor, moderate, severe) occurs to a student, volunteer or visitor on River East Transcona School Division property, the principal/supervisor must ensure an investigation is done promptly and completely by interviewing


a)                  the injured person as well as

b)                  any witnesses (witness reports should be in writing and kept on file until the limitations of claim has expired, i.e. adults - 2 years; students - 2 years after their 18th birthday). 


In severe cases, notify Western Financial Group Insurance Solutions (formerly HED Insurance); the assistant superintendent of schools and the director of human resources or safety and health officer by telephone.


Step 2 -            Once the above is complete, the information is then to be reported on-line directly to Western Financial Group Insurance Solutions (Insurer:  website where an acknowledgement of receipt is automatically generated/displayed once the report is submitted. There is an option available, after submission, to print a copy of the report. 


Notification is also automatically sent to the Human Resources Department at the River East Transcona School Division.




1.      The new access link is:


2.      Click on Student Incident Reporting


3.      The login has not changed:


  • River East Transcona
  • Call the Safety and Health Officer for password if needed.


Clicking on, 'remember" may help with the number of times in the future you need to re-enter credential if you use the same web browser.


4.      Click on: Student Accident Incident Report Form.


5.      Proceed to fill in all required information.


6.      Click Submit button at end of form.




These questions are ones that are common to most employee injury situations, but can be adapted to student and non-student incidents. The information should be obtained at the time of reporting, or as soon as possible afterward.  All reports of injury should be investigated.


1.       Who was involved?

i)     What were they doing at the time?

ii)     Was it their job?

iii)     Were they trained for it?


2.       What happened?

i)          What happened to cause the injury?  (The intent of the question is to determine if there was an accident.)

ii)          What were the weights, sizes, location, etc., of the objects involved?

iii)         Were any hazards involved, e.g., water on the floor?

iv)          Was it witnessed?  If so, by whom?  Confirm with the witnesses what they saw.


3.       Where did it happen?

i)          What was the environment like?

ii)          What was the layout?

iii)         What was the condition of the work-site at the time?

iv)         Where did it occur in the flow of operations?

v)         Where were the people identified in the who above?


4.       When did it happen?

i)          Date and time of injury.

ii)          If not reported immediately, why was reporting delayed?  Was the employee aware of the reporting requirements?


5.       How did it happen?

i)          How did it happen?

ii)          How can you be sure?  Can you use the answers to these questions to produce a detailed description?


6.       Why did it happen?

The answer should flow from the above questions.



A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.




All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:


  • New employee orientation, employee manuals or employment information packages


  • Return to work or remedial programs, as required on an individual basis


  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted




Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.


Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.


Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.




 Document Number


 Document Control


Divisional Safety and Health Officer


Divisional Safety and Health Officer


Divisional Workplace Safety and Health Committee


Director of Human Resources


Director of Human Resources


February 23, 2010

Last Reviewed:

August 13, 2018

Last Revised:

August 13, 2018

Next Review On or Before:

August 13, 2021


Manitoba Workplace Safety and Health Act or equivalent legislation as applicable


Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable


Manitoba Workplace Safety and Health Regulation Part 02 General Duties


Manitoba Workplace Safety and Health Program Element 09 - Safety Incident Reporting, Investigation and Corrective Action


All other associated and applicable workplace safety and health management system documents