Occupational Injury or Illness Follow-up

Updated February 23, 2015

If an employee is injured or becomes ill on the job, they should notify their supervisor and seek care as indicated below.  The supervisor must submit and injury/illness report within 24 hours (see below). The EHS Office generates an injury/illness log.  The injury reporting and the injury/illness log are required by OSHA regulations.  The purpose of Occupational Safety and Health Administration (OSHA) record keeping requirements is to provide statistical data to be used to identify and prevent occupational injuries, illnesses and deaths. This data is used to assure a safe and healthful working environment. OSHA has provided regulations that both employees and supervisors must comply with when an occupational injury or illness has occurred.

If you are injured or become ill when working at MIT:

  1. Immediately report all injuries/illnesses to first level supervisor or PI if possible. If you work in a lab, you can also report to the EHS Rep for the lab.
  2. Seek medical attention by immediately going to MIT Medical (Building E23) if physically able, or call the triage phone number at 617-253-4481 or 617-253-1311 if it is after 11:00 p.m.
  3. If not physically able to go to MIT Medical, call 100 to reach the MIT Police, and let them know you are injured and need help.
  4. Your supervisor or PI should be informed as soon as possible, if you were not able to notify them initially.
  5. Provide your supervisor with the pink ‘Supervisor’s Copy’ of medical report. If it is not offered, please request it before leaving the Medical Department.  If you go to the emergency room after hours, provide your supervisor a copy of paperwork received at the emergency room when you return to work.

If you are a student and the injury occurred outside of your work area (so there will be no supervisor’s report) then please send an email to environment@mit.edu  after you have been to MIT Medical.

If you are a PI or Supervisor, notified of an employee or student work related injury/illness, follow-up as follows:

  1. Inform your employee that it is MIT policy to seek medical attention from the MIT Medical Department for the first visit and they have the go to MIT Medical.  If it is after 11:00 p.m. They need to call the triage phone number at 617-253-4481 or 617-253-1311 and if referred by the triage nurse to an emergency room the preference would be Mount Auburn Hospital or Mass General Hospital.
  2. Gather the information that is needed to complete the online Supervisor’s Report of Occupational Injury/Illness.  Refer the Injury/Illness Report Checklist.
  3. Submit a report to the Institute’s OSHA Record keeper within twenty-four hours of an injury/illness, as mandated by OSHA.
  4. A MIT certificate is needed for access to submit this online report. If you do not have a certificate ID please create one at the following link: http://web.mit.edu/is/help/cert/
  5. Submit an online Supervisor’s Report of Occupational Injury/Illness at the following link:  https://atlas.mit.edu . On Atlas, in left menu select "Full Catalog", then search on "Injury" and select the link "Report an injury".
  6. If your employee does not seek medical attention right away, but then later follows up with a medical appointment at MIT Medical and then with their own doctor, you must notify the OSHA Recordkeeper and the Workers’ Compensation Office as soon as possible.  Continue forwarding updates on their status after each appointment until they have returned to full-duty without restrictions.
  7. Prior to returning to work, all employees must provide a doctor’s note which provides instruction for work restriction or full duty.  Inform your employee of restricted duty options to accelerate the return to work process.  All paperwork must be provided to the OSHA Recordkeeper.

Since the OSHA Recordkeeper does not have access to outside medical provider return to work notes and records, it is imperative that we are kept apprised on what is happening with your employee so that we can record the injury correctly for OSHA.  Please note that the employees’ right to privacy is always protected. Only authorized MIT personnel have access to the MIT OSHA database and all hard copies are kept in a secure file.

Beginning January 1, 2015 OSHA will require employers to report the following:


For any fatality that occurs within 30 days of a work-related incident, the employers must report the event within 8 hours of finding out about it (This is not a change from the previous recordkeeping rule).

Inpatient Hospitalizations, Amputations and Eye Loss:

For any inpatient hospitalizations, amputation, or eye loss employers must report the incident within 24 hours of learning about it.  Employers only have to report and inpatient hospitalization, amputation or loss of an eye that occurs within 24 hours of a work related incident.

If you are made aware of an incident involving any of the above scenarios in your DLC or as part of your work as a first responder, please notify EHS at x2-3477.  If this happens after hours, please call the MIT Operations Center at x3-1500 to notify the EHS Primary On-Call person

Your role as supervisor of an employee injured on the job is vital in making sure that we meet the reporting and mandatory liability requirements of the Institute!

Thank you for your continued support.  Should you have questions please contact: Suzanne Adams, EHS-OSHA Recordkeeper at 8-5638 or email at sma@mit.edu