For the Air, Waste, Water, and Chemical Inventory modules, the Incident form is available to record key details about releases of hazardous substances to help you meet the notification and reporting requirements of the Emergency Planning and Community Right-to-Know Act (EPCRA), also known as SARA Part III.
Establish an incident by first specifying the entity where the release took place and then assigning an incident identification number. Next, enter the start and end date and time of the incident. If the incident is ongoing, enter the end date later. In the sections on the form, identify the materials emitted, which media they were released to, and the actions taken to contain the release. After the information is entered, generate a notification report to submit to emergency response organizations.
Tip: Incidents created in the Air, Waste, Water, and Chemical
Inventory modules can also be viewed and edited in the Emergency and Incident
modules. Enter an incident number to open a Watch
List for the incident in the Emergency module
For additional instruction on recording incidents, click the following links or use the scroll bar to scan the page.
|
Click Data
Entry > Incidents > Incidents in the Navigation
Tree.
The Incidents list is displayed.
Click the New button and select an Enterprise Entity from the list.
Select an Incident Type when more than one exists and click Create Incident to open the Incident form.
Enter an Incident
name and an Incident Number
to identify the incident.
Tip: An incident number is required to open a Watch
List for an incident in the Emergency module.
Change the default Incident
Status, when applicable, by selecting a different value from
the list.
If the appropriate status is not listed, click the Ellipsis
button and add it.
Change the current Start Date and time as necessary. The Calendar button is available to select the date. Although the other date-related fields are not required, the following date rules apply:
A future Start date cannot be entered—based on (1) the entity's time zone or (2) the current date/time of the logged-in user's work station when no time zone exists.
The Date Reported cannot be prior to the Date Occurred.
The Date Reported can be prior to or after the End Date.
The Date Occurred can be prior to the Start Date and should reflect the date/time the incident actually occurred.
The End Date cannot be prior to the Start Date or the Date Occurred.
Add other incident details in the
remaining fields on the form and click Save.
The Contacts, TRI
Materials, Regulatory Notifications,
and Attachments sections are
displayed.
Click Save.
In the Contacts section on the Incident form, identify the person who reported the incident, the person responsible for investigation, or any other relevant contacts. For identification purposes, a contact type (e.g., the position the person holds) can be assigned to each name.
To associate contacts
Locate the incident on the Incidents list, click the incident link to open the Incident form, and expand the Contacts section if necessary.
Click Add Contacts.
Select a Contact
from the list.
If the appropriate contact is not listed, click the Ellipsis
button and add the contact.
Select a Contact
Type from the list.
If the applicable contact type is not listed, click the Ellipsis
button and add it.
Click Save.
Click the New
button and repeat steps 3 through 5 to associate other contacts with
the incident. Otherwise, close the window.
Each contact is displayed as a line item in the Contacts
section. Change existing contact information using the Edit
button adjacent to the line item.
Click the Save button on the Incident form.
In the TRI Materials section on the Incident form, specify the materials that were released during an incident. Indicate whether some or all of the material was released to the environment and whether some or all of the material was contained and disposed.
To indicate material quantities released, enter one quantity directly in the Total field. Or, enter the amounts that were released, contained, and/or disposed for each medium (air, water, waste) and click the Calculate Total button. The amounts will be automatically summed and entered in the Total field. A unit of measure is required and all amounts must be entered in the same unit, such as pounds.
For SARA reporting, select the disposal method for on-site disposal systems and shipments to off-site destinations in the Discharge to Waste section (if applicable). Additionally, in the Determination Method Information section, select the method used to determine the amount released. If the material released is not SARA reportable, click the SARA Exempt check box to exclude it from your TRI and notification reporting.
If the material was released into the air, enter the estimated amount released and whether it was a fugitive (non-point) or stack release.
When the release occurred through a stack, specify the stack's process unit ID.
If some or all of the material spilled into a body of water, enter the estimated amount released and the water body affected.
If the material was released through an outfall monitored for pollutants, enter the amount released and select the outfall name.
If all or a quantity of the material was contained and sent to a POTW facility, enter the amount shipped and specify the POTW name.
If all or some quantity of the spilled material was contained, specify the amount and final destination of that material. Indicate when it has been disposed on-site, such as in an approved landfill, or been treated on-site in a disposal system, such as an incinerator.
When the spilled material was disposed using an on-site disposal system, specify the process unit ID and disposal method associated with that disposal system.
If the spilled material was shipped off-site for treatment and disposal, specify the shipment ID and the disposal method associated with the shipment's off-site destination.
To add material released during an incident
Locate the incident on the Incidents list, click the incident link to open the Incident form, and expand the TRI Materials section if necessary.
Click Add TRI Material.
Select the Material released from the list.
Enter the Total released quantity or wait to total after the released quantities for discharges to air, water, and/or waste are entered.
Select the unit of measure for released quantities in the Units field.
Expand the Discharge to Air section when necessary and follow the guidelines below if some or all of the material was released to the air. Otherwise, skip to step 7.
Enter the Amount released.
Select the Stack/Point Release or the Non-Point Release option.
Select the process unit from the list for the Stack/Point Release option.
Expand the Discharge to Water section when necessary and follow the guidelines below if some or all of the material was released to a body of water or sent to a POTW. Otherwise, skip to step 8.
Enter the Amount released.
Click the Body of Water, POTW, or Outfall option.
Select the appropriate body of water, POTW, or outfall from the list.
Expand the Discharge to Waste section when necessary and follow the guidelines below to indicate the material was contained and disposed. Otherwise, skip to step 9.
Enter the Amount contained and select the applicable disposal option.
Select the On-site Disposal System or Shipment Off-Site option.
Select the appropriate disposal system or shipment ID from the list.
Select the corresponding Disposal Method from the list.
Expand the Determination Method Information section if necessary, select a determination Method from the list, and enter a Description.
Click the SARA Exempt check box when the material should not appear on SARA reports you generate.
Click the Calculate Total button to sum the quantities of the entries in the Amount fields, when applicable.
Click Save.
Click the New
button and repeat steps 3 through 12 to add another material released
during the same incident. Otherwise, close the window.
Each material added is displayed as a line item in the TRI
Materials section on the Incident
form. Change existing released material information using the Edit button adjacent to the line
item. To review regulatory information about a released material,
click the material link to open the Material
form.
Click the Save button on the Incident form.
Use the Incidents Notification form to enter the names of the governing bodies that were notified about the incident. Documenting this information provides a record that can be used to prove notification requirements have been met.
First, select the governing body notified, such as the National Response Center. If the phone number for the agency has been entered on the Governing Bodies form, it will appear in the Phone Number field. The name of the person you spoke with can also be specified. If a phone number for that person was entered on the Contacts and Personnel form, it will appear in the corresponding Phone Number field.
Next, enter the date and time the governing body was notified and the person who performed the notification. Assign a notification type, such as "Follow-up Call". Notification types categorize the communications you make during an incident and allow you to distinguish multiple calls to the same governing body. Finally, enter any notes about the incident notification for your records.
To document regulatory notifications
Tip: The Incident Notification
form can only be accessed via the Notification
section on the Incidents form.
Locate the incident on the Incidents list, click the entity link to open the Incident form, and expand the Regulatory Notification section if necessary.
Click Add Notification.
Select the Governing
Body and Governing Body Contact
from the list for each field. A corresponding phone number is displayed
if a phone number was entered on the Governing
Bodies/Contacts and Personnel
form, respectively, for the selection made.
If the appropriate governing body is not listed, click the Ellipsis
button next to the field and add it.
Enter the date the governing body was notified in the Notification Date field. The Calendar button is available to select the date.
Select the contact who notified
the governing body from the list for the Notified
By field.
If the contact is not listed, click the Ellipsis
button and add the contact.
Select a Notification
Type from the list.
If the appropriate notification type is not listed, click the Ellipsis button and add it.
Enter any related Notes and click Save.
Click New
and repeat steps 3 through 7 to add other notifications. Otherwise,
close the window.
Each notification added is displayed as a line item in the Regulatory
Notification section on the Incident
form. Change existing notification information using the Edit
button adjacent to the line item.
Click the Save button on the Incident form.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to an incident:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema).
Each link or attachment is displayed as a line item in the Attachments section on the Incident form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description
of the document and the Document
Location field.
Enter a URL in the Document Location
field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Tip: The attachment that is added first is displayed in the
Site Map section of the ICS 208 Site Safety and Control Plan.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
