HomeMy Public PortalAboutADM-103_Serious Incident Reporting (SIR) Policy_Effective 06-01-2018
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
Incident Report
Policy Number Effective Date Last Revision Page No.
ADM-103 6/1/18 Page 1 of 4
Approved by:
Section 1.0: Purpose
Timely reporting of incidents of significance is crucial in the proper transfer of
information from Department Heads to the City Manager’s Office. The success
in providing City leadership with accurate and timely information can result in
better response rates when making crucial decisions which can bring about
positive impacts that can have cascading effects. This policy outlines the
procedures for reporting such incidents of significance.
Section 2.0: Scope
This policy applies to all department heads and those officials/employees who
report directly to the City Manager.
Section 3.0: Definitions
Incident: An event or occurrence, including but not limited to, those
involving an employee, an elected or appointed official at any level of
government, a facility or piece of infrastructure, key piece of equipment, or
the degradation of a critical city function.
Community Infrastructure: Infrastructure or facilities owned or operated
by a private sector or non-profit entity.
Serious Bodily Injury: Injury to a person that involves loss to a limb or
eyesight; protracted or permeant loss of an organ or critical body function.
Level 1-Serious Incidents:
Serious incidents involve the following:
a. Death or serious bodily injury of or to an employee or city official while
the employee/official is working or acting on behalf of the City.
b. Death or serious bodily injury caused by an employee or official acting
on behalf of the City.
c. Damage, inoperability or destruction of a key piece of City or community
infrastructure, facility or equipment which has the actual or imminent
potential significant impact on the City.
City Manager
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
Incident Report
Policy Number Effective Date Last Revision Page No.
ADM-103 6/1/18 Page 2 of 4
Approved by:
d. Any incident which is forecasted, predicted or information becomes
available of an imminent threat to the safety, health or well-being of a
sizeable portion of the population of the City. This does not require the
police department or any other investigatory official to report such an
incident if the department head is concerned such notification may
compromise an ongoing investigation.
Level 2-Incidents:
a. Death of or serious bodily injury to an employee or city official while the
employee/official is not working or acting on behalf of the City. The
death or serious bodily injury of a State or Federal employee or official
while working or acting on behalf of their respective entity within the
limits of the City.
b. Damage, inoperability or destruction of a key piece of City or community
infrastructure, facility or equipment which may have an impact on the
City of some appreciable value.
c. Traffic or industrial accidents involving City vehicles, staff or facilities.
d. Incidents or situations that are politically sensitive or are likely to create
a significant degree of concern in the community.
e. Incidents of corruption or criminal activity in which an employee or city
official is a suspect. This does not require the police department or any
other investigatory official to report such an incident if the department
head is concerned such notification may compromise an ongoing
investigation.
Level 3-Incidents:
a. Interactions with elected or appointed officials which may violate the
provisions of the City Charter or Ethics Policy. This includes interactions
with department heads and any members of their staff with said
officials.
b. Any other incident or situation which the department head in his or her
judgement feel should be reported to the City Manager’s Office.
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
Incident Report
Policy Number Effective Date Last Revision Page No.
ADM-103 6/1/18 Page 3 of 4
Approved by:
Section 4.0: Reporting Procedures
Other than in those sections which state “shall”, this policy intends for
Department Heads to utilize discretion when reporting incidents. This policy
does not relieve or preempt reporting requirements that may be contai ned in
other policies, procedures, codes, ordinances or charter of the City , State or
Federal administrative rules, regulations or laws.
1. Level 1 incidents shall be reported to the City Manager as soon as can
reasonably be reported (as soon as the department head has the means
to do so, which does not interfere with the department head’s
management of the situation). Such communication must be either in
person or by phone call.
2. Level 2 incidents shall be reported to the City Manager within six (6)
hours of the department head becoming aware of the situation. Such
communication may be communicated by text, email, phone call or in
person.
3. Level 3 incidents shall be reported to the City Manager within 24 hours
of the department head becoming aware of the situation. Such
communication may be communicated by text, email, phone call or in
person.
Department heads are expected to use their judgement with regards to Level
2 and 3 incidents. If immediate notification is felt appropriate, contact the
City Manager at any hour of the day or night in person or by phone.
Incidents that involve multiple departments requires the department head
who has primary responsibility for the incident to make the report.
Departments that are assisting and do not have a primary role are not required
to make incident notification to the City Manager. In those situations that it
may not be clear which department is primary, both department heads should
make the report.
In the absence of the City Manager, or the inability to make contact with the
City Manager, the department head shall notify the Deputy City Manager.
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
Incident Report
Policy Number Effective Date Last Revision Page No.
ADM-103 6/1/18 Page 4 of 4
Approved by:
Section 6.0: References (Charter/Code/State Statues)
City Charter C419:30
Section 7.0: Policy & Procedure Revision History
Section Revisions Date
Original Adoption 6/1/18
Amendment
Amendment
Amendment