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Completion instructions and definitions

Report instructions

  • Contract companies providing services to EPCOR are required to complete this form on a monthly basis. The information captured should only be reflective of EPCOR work.

  • If performing work on more than one EPCOR project, please submit a separate report for each EPCOR project.

  • This reporting requirement applies to companies that provide maintenance, services (i.e. janitorial, landscaping, snow removal, security, onsite engineering services, onsite IT services, etc.) and construction in excess of 100 hours per month (including overtime and sub-contractor hours). 
  • Offsite IT and Engineering services that may visit EPCOR sites on occasion shall use 20% of billable hours to EPCOR on this report.
  • Reporting is not required for consultants, visitors, delivery drivers, off site manufacturing, design, or servicing office equipment such as photo copiers/phones.
  • Each injury/illness should be recorded only once and categorized using the hierarchy below. For example, a lost-time injury that involves medical treatment and subsequent restricted work shall be categorized as a lost-time injury.
  • Complete the online form and email a copy to the EPCOR Owner Representative no later than the 5th business day of the month.


Hierachy of recordable injuries
Any occupational injury/illness (work related) that results in an employee experiencing:

  • Fatality
  • Lost-time injury
  • Medical treatment injury beyond first aid
  • Restricted work
  • Other injury/illness (not captured above), which results in:
    • Significant cccupational injury/illness
    • Loss of consciousness

Near miss
An incident that could have, but did not, result in unintended harm or damage.

On-site first aid injury
An occupational injury/illness where first aid treatment is limited to on-site. First aid injuries include those items listed under off-site first aid that was performed on-site only.

Off-site first aid injury
An occupational injury illness where a visit to a health care provider is required for first aid treatment only and does not result in loss of time from work or restricted work. First aid injuries include:

  • Use of non-prescription medications at a non-prescription strength, including antiseptics
  • Administration of tetanus or diphtheria shot(s) or booster(s).  Other immunizations such as Hepatitis B vaccine or rabies vaccine related to an injury are considered medical treatment
  • Cleaning, flushing or soaking wounds on skin surface
  • Use of wound coverings such as bandages including liquid bandages, gauze pads, steristrips or butterfly bandages, etc.  Wound closing devices such as surgical glue, staples and sutures are considered medical treatment
  • Use of any hot/cold therapy (e.g., compresses, soaking, whirlpools, non-prescription skin creams / lotions for local relief, etc.)
  • Use of any totally non-rigid, non-immobilization means of support (e.g., elastic bandages, wraps)
  • Use of temporary immobilization devices while transporting an accident victim
  • Use of eye patches
  • Removal of foreign bodies not embedded in the eye if only irrigation or removal with a cotton swab is required
  • Drilling a fingernail or toenail to relieve pressure or draining fluids from blisters
  • Removal of splinters or foreign material from areas other than eyes by irrigation, tweezers, cotton swabs or other simple means
  • Use of finger guards
  • Use of massages
  • Drinking of fluids for relief of heat stress
  • Preserving warmth for relief of cold stress

Medical treatment
A classification of occupational injury/illness for medical treatment beyond first aid injury where there has been no lost days. The following are not considered medical treatment injuries:

  • Visit(s) to a health care provider limited to observation or counseling or prescribed restricted work
  • Diagnostic procedures (e.g., X-rays, blood tests), including the use of prescription medications solely for diagnostic purposes (e.g., eye drops to dilate pupils)

Lost-time injury
An injury/illness resulting in lost days beyond the date of injury as a direct result of an occupational injury/illness incident. A fatality is not considered a lost-time injury.

Other recordable injury/illness

  • Restricted/modified work – When an employee, due to a work-related injury/illness, is medically determined to be unable to perform one or more routine functions or unable to work the normal time period of their pre-injury/illness work day, they are working in a "restricted" capacity. Routine functions are the work activities that employee regularly performs at least once a week.
  • Significant occupational injury/illness – Any injury/illness, that is not recorded as a fatality, loss of consciousness, lost-time injury, medical treatment injury or restricted work incident but has been medically diagnosed and determined to be work-related and the cause is a verified trauma or workplace exposure that has extended to be within the current reporting period. Injury examples include: punctured eardrums and fractured or cracked bones. Illness examples might be hearing loss, or respiratory disease.
  • Loss of consciousness – Is a work-related, altered state of consciousness that can vary from disorientation to time, place or person, to coma. For reporting purposes, the loss of consciousness must be witnessed or medically substantiated as related to a work activity or exposure.

Lost days
The number of calendar days that the employee is unable to work beyond the day of injury/illness recommended by a physician or other health care professional. Lost time ends as of the date that the employee is deemed fit to work either full or restricted work or to a maximum of 180 calendar days for any individual case. For cases where the disability will continue beyond the closing date, lost days and restricted days shall be estimated on the basis of medical opinion as to probable ultimate disability and included in the data submission. Lost days are only recorded for the period that the injured person is in the employ of the company.

Restricted days
The number of calendar days to a maximum of 180 days during which the employee is subject to Restricted Work, based on the recommendation of a physician or licensed health care professional, for an individual case.  For cases where the disability will continue beyond the closing date, Lost Days and Restricted Days shall be estimated on the basis of medical opinion as to probable ultimate disability and included in the data submission.  Restricted Days are only recorded for the period that the injured person is in the employ of the company.

Environmental incident
Environmental Incidents include, but are not limited to, any incident that results in a release of a substance into the environment that could cause adverse effects, or is a contravention of the terms and conditions of an approval, code of practice or permit and which may result in a public complaint.

Vehicle and mobile equipment
Incidents that may be described as something the vehicle contacts, something contacting a vehicle or a vehicle failure. Vehicle incidents are to be recorded as moving forward, moving backward, operating in place or stationary. Vehicle incidents include the following:

  • Company licensed motor vehicle incidents – Incidents involving vehicles that are licensed to be driving on the road. These incidents include the vehicle (bucket trucks, etc.), any equipment on the vehicle (booms, cranes, etc.), and any trailers attached to the vehicle.
  • Licensed personal motor vehicle incidents – Any vehicle that is either owned by an contract worker or owned by an outside party, used for travel in the course of employment. Travel occurs in the course of employment when the travel is under the direction of the employer either specifically or as an expected part of the work duties.
  • Mobile equipment incidents – Non-licensed vehicles.

Utility strikes
Contact with an underground or overhead line or equipment which include but are not limited to:

  • Energized, underground cable, overhead cable or infrastructure
  • Water services piping or infrastructure
  • Traffic or streetlight cable infrastructure
  • Drainage piping infrastructure
  • High pressure gas or process piping
  • Telecommunications cable
  • Unknown abandoned infrastructure 

Property damage
Incidents where damages were made to public or private property caused by operation of the company.

Other (security incidents, etc.)

  • Results in the theft of or criminal damage to company assets, equipment, facilities, or information
  • Involves the commission of a criminal offence
  • Involves unusual behaviour that would give rise to concern as to the security of personnel, assets, operations, or information
  • Is reportable under any security regulation or legislation

Leading indicators and definitions

Toolbox meetings (tailboard, tailgate, etc.)
A meeting conducted at the work site by the workers to discuss a Safe Work Plan for the job step/task to be performed to ensure that all associated hazards have been identified and controls established.

Workplace observation
An observation method which focuses on what people do in the workplace with respect to both safe and hazardous behaviours and then applies supported intervention (coaching) strategy to improve what they do.

Workplace inspection
A regular inspection (at appropriate intervals) to monitor premises, equipment and work practices to identify required actions to correct hazardous conditions.

Hazard ID
The process of identification, evaluation and control of worksite hazard(s) that did not result in a near miss or incident.

Field level hazard assessment
The assessment of hazards/aspects at the worksite or area where hands-on work is actually taking place (e.g. laboratory, field site, plant or shop).

The process of introducing new employees to the health and safety requirement in EPCOR. It provides information on the employer and employee's roles and responsibilities on health and safety, as well as the hazards recognition and control at work sites. 

Safety meeting
Meetings intended to instill awareness and safe work behaviors through communication, education, and reiteration and promotion of HSE expectations. These meetings allow open communication for the workers to express and discuss general concerns with safety or work scope concerns and to be held at regularly determined intervals.