Near Miss Reporting & Follow Up
This program establishes a mandatory, non-punitive process for documenting, investigating, and correcting all reported near miss events. The goal is to identify systemic safety gaps before they result in injury, property damage, or regulatory action.
The Near Miss Reporting and Follow Up (NMRFU) Program provides a structured framework for employees at all levels to report incidents that had the potential to cause harm — but did not. The policy mandates a 24-hour reporting window, a preliminary risk classification by the direct supervisor, and a formal root cause analysis for all High-Potential near misses. Corrective actions are tracked to closure, and monthly trend reports are reviewed by senior management. This program aligns with WorkSafeBC and OSHA requirements for proactive hazard identification and continuous improvement.
This policy applies to all employees, temporary workers, contractors, and visitors at every company-operated site — including offices, workshops, warehouses, and field locations. It encompasses any unplanned event, condition, or act that could reasonably have resulted in an injury, illness, environmental release, or property damage. Exclusions are limited to events already captured by the Critical Injury or Major Incident investigation protocol. All near misses, regardless of perceived severity, must be reported under this program.
- Non-Punitive Reporting: No employee shall face disciplinary action for reporting a near miss in good faith. Retaliation is a violation of this policy and will result in corrective action up to and including termination.
- Mandatory 24-Hour Reporting Window: All near misses must be documented using the approved digital form (SafeDesk or paper equivalent) within 24 hours of discovery. Late submissions require written justification from the supervisor.
- Supervisor Acknowledgment: The direct supervisor must review, acknowledge, and assign a preliminary risk classification (Low, Medium, High-Potential) within 8 business hours of submission.
- Root Cause Investigation: Any near miss classified as High-Potential must undergo a formal root cause analysis (RCA) within 5 working days. Corrective actions must be assigned with clear deadlines and responsible parties.
- Monthly Trend Review: The Joint Health and Safety Committee (JHSC) shall review aggregate near miss data monthly. Persistent or systemic issues must be escalated to the Senior Management Review Board.
- All Employees & Contractors: Immediately report any observed near miss via the designated channel. Participate in follow-up interviews and implement assigned corrective actions as directed.
- Supervisors & Foremen: Acknowledge reports within 8 business hours, conduct a field risk assessment, assign corrective actions, and verify timely closure of all items under their area.
- Joint Health & Safety Committee (JHSC): Review near miss trends on a monthly basis, recommend systemic improvements, and verify closure of High-Potential items during monthly inspections.
- Site Safety Coordinator: Maintain the near master register, track corrective action completion rates, prepare monthly KPI dashboards, and ensure regulatory recordkeeping compliance.
- Senior Management: Review trend reports at the quarterly management review meeting, allocate resources for systemic corrective actions, and reinforce the non-punitive reporting culture.