EHS-03 Injury and Near-Miss Reporting

Revision 3 · Effective 2025-08-04

1 Purpose

This procedure explains how to report work-related injuries, illnesses and near-misses so that people get care quickly, causes are corrected and records required by OSHA are complete.

2 Scope

Applies to all employees, contractors and visitors at the Wichita plant and the Overland Park sales office. Information security incidents are reported under IT-06, not this procedure.

3 Definitions

Injury: Any work-related injury or illness, however minor, including cuts, strains, burns, eye injuries and hearing changes.
Near-miss: An event that did not cause injury or damage but could have, such as a part ejected from a vise, a load slipping from a hoist or a forklift close call.
First aid: Treatment such as bandages, eye flushing or cold packs, as defined by OSHA.
Recordable: An injury or illness that meets OSHA recordkeeping criteria (29 CFR 1904).

4 Responsibilities

Employees and contractors report every injury and near-miss as described below.
Supervisors arrange care, secure the scene and notify EHS.
Contractor sponsors make sure contractor injuries are reported to EHS (see EHS-04).
EHS Coordinator (ext. 2250) investigates, determines recordability and maintains the OSHA 300 log.
HR handles workers' compensation claims and keeps medical records per HR-230.

5 Procedure

5.1 Emergencies

For a serious injury, call 911 first, then call EHS at ext. 2250 and the supervisor. Do not move an injured person unless they are in further danger. Send someone to meet emergency responders at the main entrance.

5.2 Reporting injuries

Report every injury to your supervisor and to EHS immediately, and in all cases before the end of the shift in which it happened. This includes minor cuts treated with first aid. The supervisor and employee complete EHS-F-03 Injury / Near-Miss Report the same shift. If an injury is discovered later (for example, soreness the next day), report it as soon as it is noticed.

5.3 Reporting near-misses

Report near-misses within 24 hours on EHS-F-03 or by scanning the near-miss QR code posted on the safety board in each bay. QR reports may be submitted anonymously. Near-miss reports are reviewed by EHS each week and summarized at the monthly safety meeting.

5.4 First-aid kits and AEDs

First-aid kits are mounted in every bay: Bay 1 dock office, Bay 2 east wall, Bay 3 by the receiving inspection bench, Bay 4 lab entrance, Bay 5 and Bay 6 at the breakroom door, and Bay 7 packing station. The front office and the Overland Park office each have a kit.
Eyewash stations are located in Bay 2 and Bay 5.
AEDs are located in the main lobby beside the front desk and in the Bay 5/6 breakroom.

Report any use of a first-aid kit so EHS can restock it. Kits are checked monthly by EHS.

5.5 Medical treatment

If treatment beyond first aid is needed, the supervisor arranges transport to the company's occupational clinic or the nearest emergency room. Employees are not to drive themselves after an eye injury or a head injury. A post-incident drug test may be required when the incident caused injury requiring medical treatment or property damage.

5.6 Investigation

EHS starts an investigation within 1 working day of an injury report and completes it within 5 working days, with the supervisor and the involved employee. Corrective actions are assigned owners and due dates and tracked to closure by EHS.

5.7 OSHA recordkeeping

The OSHA 300 log is maintained by EHS. The EHS Coordinator enters recordable cases within 7 calendar days of learning of them, completes the OSHA 301 incident report, and posts the OSHA 300A summary in the main breakroom from February 1 to April 30 each year.

5.8 No retaliation

Tallgrass does not retaliate against anyone for reporting an injury, illness, near-miss or hazard. Reporting will never be counted against attendance or bonuses. Concerns about retaliation go to HR (ext. 2230) or the President.

6 Records

EHS-F-03 reports, investigation records, OSHA 300 logs, 300A summaries and 301 reports are retained by EHS for 5 years following the end of the calendar year they cover. Medical and exposure records are retained per HR-230.

7 Revision history

Rev	Date	Change	Approved by
1	2021-07-06	Initial release.	Carl Brandt
2	2023-08-07	Added near-miss QR codes; second AED in Bay 5/6 breakroom.	Carl Brandt
3	2025-08-04	Injuries must be reported before end of shift; near-miss reporting window set at 24 hours; added contractor reporting and no-retaliation section.	Margaret Lindqvist