Incident Reporting and Escalation

Operating Standard:

In addition to unit-level internal documentation (outlined in EM1: Incident Response Guidance), any incidents designated as "High Risk" must be reported to the relevant authority, which in some cases includes engaging an external agency or law enforcement.

A High Risk Incident originates from a hazard or unsafe condition in the program or the environment. The incident poses a serious risk to an individual or group. This may also include a “near miss,” (i.e., a hazard that if not addressed could cause harm in the future).

Refer to Table 1 for reporting and escalation protocol.

Examples of High Risk Incidents

• An instance or allegation of child abuse, including physical, emotional or sexual abuse, sexual misconduct or exploitation against any minor by a current employee, volunteer or another youth participant, or knowledge of any such instance by a former employee, volunteer or participant.
  • Report to: DHS (1-855-503-7233) or law enforcement (9-1-1 if emergency); also notify OSU after a report is made by using the Mandatory Reporting Post-Report Notification form.
     
• A threat of serious harm to self or others, and anything with potential to escalate and require intervention by emergency services or law enforcement (e.g., missing child, dangerous person).
  • Report to: 9-1-1 if emergency or local law enforcement; escalate to Dean/VP and submit in the Oregon State University Incident Portal.
     
• Injuries, illness or damage resulting from unsafe conditions or hazards in the program environment, including those that are the result of employee or volunteer action or inaction.
  • Report to: 9-1-1 if emergency or local medical response; escalate to Dean/VP and submit in the Oregon State University Incident Portal.
     
• Actions affecting participation in or access to programs or services, such as termination or withdrawal of any youth participant(s), employees or volunteers, that may raise reasonable concerns of discrimination, harassment, bullying or retaliation.
  • Report to: Equal Opportunity and Access (541-737-3556) or Report a Concern to EOA.
     

Examples of Moderate Risk Incidents

• A ‘near miss,’ or incident in which no property was damaged and no one was injured, but where given a slight shift in time or position, damage or personal injury easily could have occurred.
  • Report to: Unit or building leadership, as appropriate; submit in the Oregon State University Incident Portal.

Evidence or Documentation:

• For suspected child abuse in OSU programs: Submission of Post-Report Notification to EOA.
• For most other accidents/incidents or near misses: Submission in the Oregon State University Incident Portal.

Applies to:

• University-operated youth programs, where OSU is offering the event or activity with minors.
• University-hosted youth programs, where OSU hosts third-party events or activities with minors.

Related Information:

• Incident Response Guidance
• Mandatory Reporting of Child Abuse Post-Report Notification Form
• How to File a Near Miss, Incident or Claim and Worker's Comp Forms
• Reporting Sexual Misconduct, Discrimination, and Other Concerns (EOA)

Self-Assessment:

Does the unit or program operator have a protocol for ensuring that instances of suspected child abuse and neglect are reported externally to either Oregon Department of Human Services or law enforcement?

       YES        NO

Does the unit or program operator have a protocol for escalating other High Risk incidents to the relevant authority?

       YES        NO

Does the unit or program operator have a protocol for identifying and escalating Moderate Risk or “near miss” incidents?

       YES        NO