CHAPTER 3. Notification and Reporting Procedures

3.1 Notification to HQ Safety Office of an Incident

3.1.1 All Type A, Type B, or Type C mishaps that involve a lost time injury or illness, and any high-visibility incidents that occur onsite shall be reported (after emergency response has been initiated) by the responsible supervisor to the HQ Safety Office no later than one hour after initiating the emergency response.

3.1.2 All Type C that do not involve a lost time injury or illness, Type D, and low-visibility incidents shall be reported (after emergency response has been initiated) by the responsible supervisor to the HQ Safety Office no later than 4 hours after initiating the emergency response.

3.1.3 The HQ Safety Office shall be notified by using one of the following:

a. Calling the Facility HELP Desk at (202) 358-HELP (4357), and choosing the option for the Safety Hotline.

b. Direct input to the NASA IRIS by using the Quick Incident report. https://nasa.ex3host.com/iris/

3.1.4 The HQ Safety Office IRIS Representative will enter or verify the initial incident notification information in IRIS and distribute, if necessary. The initial incident notification information, at a minimum, must include the following information:

a. Location and time of incident.

b. Number of fatalities and/or hospitalized employees (if known).

c. Company or HQ organization contact person and phone number.

d. A brief description of the incident, including a description of the damage to equipment and/or facilities.

3.1.5 The HQ Safety Office shall review the initial incident notification information and determine an initial mishap classification to ensure the appropriate HQ management are notified of the incident. (Refer to Appendix D: HQ Mishap Notification and Contact List).

3.1.6 The HQ Safety Office shall, based on the initial incident classification, contact the appropriate personnel and provide the information listed in 3.1.4.

3.1.7 Type A, Type B, or Type C that involve a lost time injury or illness, and high-visibility incidents shall be entered into IRIS no later than 24 hours after the initial notification to the HQ Safety Office.

3.1.8 Type C that does not involve a lost time injury or illness, Type D, and low-visibility incidents shall be entered into IRIS no later than 6 days after the initial notification to the HQ Safety Office.

3.2 Notification to the Executive Director of an Incident

3.2.1 The OIC of the organization where the mishap occurred shall notify the Executive Director, HQ Operations immediately upon occurrence or when it becomes known for the mishap types listed below. Electronic notification is sufficient with receipt acknowledgement.

a. Type A, Type B, and high-visibility incidents.

b. Type C involving a lost-time injury or illness.

c. A non-work-related fatality, such as a sudden cardiac arrest of a NASA civil service or HQ contractor employee that occurs onsite.

d. An off-the-job fatality or serious injury/illness of a NASA civil service or contractor employee.

3.2.2 The HQ Safety Office will notify the Executive Director immediately of the occurrence of a Type A, Type B, or Type C with lost-time injury/illness, or high-visibility incidents involving HQ personnel.

3.3 Notification to NASA HQ Offices of an Incident

3.3.1 The Executive Director, HQ Operations will report to the NASA Administrator by phone or email within 24 hours of learning of the following:

a. Type A mishap or Type B mishap.

b. Any non-occupational fatality that occurred at HQ of a NASA civil service employee or on-site contractor.

c. Any off-the-job fatality or serious injury/illness of a HQ civil service employee or contractor.

3.3.2 The Executive Director, HQ Operations will report, by phone or e-mail, to the Associate Administrator and the Associate Administrator for Mission Support Directorate, within 24 hours of learning of a HQ Type C mishap involving a lost-time injury or illness.

3.3.3 The HQ Safety Officer will notify the NASA HQ OSMA/SARD after one hour of the emergency response being initiated at (202)-358-0006 or 1-(866)-230-6272 with notification acknowledged by NASA HQ for all of the following: Type A, Type B, or high-visibility incident. This notification must be acknowledged verbally, or by e- mail, or fax. (Refer to Appendix E: Example of 1-Hour Phone Report to OSMA/SARD).

3.3.4 The notification to NASA HQ shall include the following: Center name, location of incident, time of incident, number of fatalities, number of hospitalized employees, type of injury, type of damage, contact person and phone number, and a brief description of mishap.

3.3.5 The HQ Safety Office shall inform NASA OSMA/SARD that OSHA has been notified and receipt acknowledged, when necessary.

3.3.6 An electronic follow-up shall be sent to OSMA/SARD for all Type A, Type B, or any high-visibility incidents that occur onsite as additional information becomes available to include all of the following:

a. Name, phone number, and mail code of the author of the initial incident notification information.

b. Date and time the initial incident notification information was submitted.

c. Date and time of the mishap/incident.

d. General location or exact location (if known) where the mishap/incident occurred.

e. Responsible organization and manager/supervisor's phone number and mail code.

f. Mission affected and program impact (if known).

g. Number and type of injuries or fatalities (if known).

h. Type of damage to equipment, or facilities.

i. Estimate of direct cost. Refer to Appendix A: Definitions and Terms, "Direct Cost of Mishap or Close Call". Replacement costs are to be included, even if salvage/excess parts are available at little or no cost to NASA. If insurance or contractor compensation is available or provided, then the direct cost is to be calculated as if the compensation were not available or provided. The cost of mishap investigation is not to be included.

j. Update to brief description.

3.4 Notification to OSHA of an Incident

3.4.1 The HQ Safety Officer shall ensure work-related Type A injury or illness mishaps are reported to OSHA area office or "1-(800)-321-OSHA (6742)" within 8 hours and receive a receipt of acknowledgement.

3.4.2 The OSHA notification shall provide all of the following: establishment name, location of incident, time of incident, number of fatalities and/or number of hospitalized employees (if known), HQ contact person and phone number, and a brief description of the incident.

3.5 Notification by Contractor of an Incident

3.5.1 Contractor fatalities shall be reported to the HQ Safety Office immediately and to their local OSHA offices within 8 hours.

3.5.2 Contractors shall report and investigate mishaps to the extent specified in their contract by NFS clause 1852.223-70, "Safety and Health."

3.5.3 The HQ Safety Office shall verify that contractors are reporting mishaps and conducting mishap investigations by initial incident notification information submitted by the contractor, and monthly safety data reports.

3.6 Notification to HQ Employees of an Incident

3.6.1 The HQ Safety Officer/HQ IRIS administrator shall ensure HQ employees are notified of each reported mishap and close call. Employees are notified after valid investigation data has been received by the HQ Safety Office in order to provide a description of what caused the mishap or close call and what could have been done to prevent it. This notification can be accomplished by posting it on the HQ Safety Web page.