Incident Reporting

Safety & Equipment

Report every incident — minor equipment hiccup to serious injury — promptly and accurately. This is not about blame. It is about identifying hazards, preventing the next one, getting injured people proper care, and staying compliant with OSHA and state regulations.

What Must Be Reported

Report all of the following to your supervisor immediately, regardless of severity. Any employee injury — cuts, strains, sprains, stings, heat symptoms. Near misses where injury could have occurred (blade guard failure, falling limb). Property damage: broken sprinkler heads, cracked windows, damaged fencing, gouged turf, severed irrigation lines. Equipment malfunction: unexpected shutdowns, steering loss, brake failure, blade ejection. Chemical exposure or spill involving skin, eyes, or environment. Vehicle incidents: collisions, backing contacts, trailer detachment, blowouts. Animal encounters: aggressive dogs, snakes, wasp nests. Client complaints about safety, damage, or crew behavior. Theft or vandalism at a job site.

Immediate Response Steps

1) Ensure your own safety and clear others from the hazard. 2) For medical emergencies, call 911 — do not delay. 3) Administer first aid only if trained and it is safe. 4) Notify your crew leader or supervisor by phone within 15 minutes. 5) Secure the area and shut down equipment if safe to do so. 6) Preserve the scene — do not move equipment or clean up until your supervisor arrives, unless safety demands it. 7) Photograph the scene, damaged equipment, injuries, and surrounding conditions. 8) Collect witness names and contact information. 9) Complete a written Incident Report Form before the end of the workday.

Field-Specific Incident Scenarios

Equipment strikes a hidden object (rock, stump, buried pipe): stop immediately, assess damage, document the object's location, report. Sprinkler head or irrigation line damage: mark the spot, photograph, notify supervisor and client, log it. Chemical exposure (skin or eyes): flush with clean water for 15 minutes, remove contaminated clothing, seek medical attention, report. Heat illness on crew: move the person to shade, apply cool water, hydrate, call 911 if they show confusion, vomiting, or loss of consciousness. Dog bite or animal attack: retreat to safety, apply first aid, call supervisor, document the animal and owner. Allergic reaction to a sting: administer EpiPen if available, call 911, keep the person calm and lying down. Vehicle backing incident: stop, assess, exchange information, photograph, call supervisor. Client property damage: stop work, tell the client honestly, photograph everything, call supervisor.

Incident Report Documentation

Complete a thorough written report within 24 hours. Include the date, time, and exact location (property address and specific area). List all persons involved and witnesses. Describe what happened including the events leading up to it. Detail injuries, property damage, or equipment damage. Note environmental conditions: weather, terrain, visibility, temperature. Record equipment involved with make, model, condition, and last maintenance date. Attach photos. Document immediate actions taken and your assessment of contributing factors and prevention measures.

Investigation & Follow-Up

Management investigates every reported incident within 24 hours. The process includes root cause analysis beyond the immediate cause, review of safety procedures, training records, and maintenance logs, and development of a corrective action plan communicated to affected employees. Follow-up training is scheduled when the incident stems from a knowledge gap. Damaged equipment is repaired or replaced and documented before returning to service. Lessons learned go out to all crews at the next safety meeting. Trends are tracked quarterly for recurring patterns. You are protected from retaliation for reporting in good faith.

Checklists

Incident Report Completion Checklist

  • Supervisor notified within 15 minutes of incident
  • Scene photos taken from multiple angles
  • Witness names and contact information collected
  • Injured person received appropriate medical attention
  • Equipment tagged 'Out of Service' if involved in incident
  • Written Incident Report Form completed and signed
  • Client notified if property damage occurred
  • Report submitted to office within 24 hours
  • Follow-up actions assigned and documented