January 13, 2015
MEMORANDUM FOR: Reviewer of OMB NO. 1220-0045
FROM: Matthew Gunter
Economist
Office of Safety, Health, and Working Conditions
Office Compensation and Working Conditions
Bureau of Labor Statistics
SUBJECT: Request for Non-substantive Change for conducting the Survey of Occupational Injuries and Illnesses follow back survey on workplace injury and illness recordkeeping procedures and recording of late cases
Attached is a telephone questionnaire (Attachment A) to be administered to a small, national subsample of 2013 Survey of Occupational Injuries and Illnesses (SOII) respondents.
We will be asking establishments selected for their voluntary participation in a telephone questionnaire developed by BLS and Westat. BLS has contracted with Westat to conduct this survey. We hope to learn more about how employers track and record injuries and illnesses, particularly “late cases,” and whether they follow the recordkeeping criteria established by the Occupational Safety and Health Administration (OSHA). BLS will use the results of this study to improve the SOII. BLS will not be publishing the results of this study.
Westat will conduct the phone questionnaire from January to August of 2015. Westat will contact 3,588 establishments for interviews, selected from among the 50 states and District of Columbia. The interviews are expected to last about 20 minutes. There will be 25 pre-test interviews lasting approximately 40 minutes each. Thus, the maximum number of burden hours is estimated to be 1213 hours.
If you have any questions about this request, please contact Matthew Gunter at (202) 691-6211 or e-mail at gunter.matt@bls.gov.
Attachments
Attachment A – Telephone Questionnaire
Attachment B – OSHA 300 Form Request Script
At the conclusion of the interview, Westat will request that respondents forward them their 2013 OSHA 300 log, or other recordkeeping materials used during the year to track injuries and illnesses (Attachment B). The log information will be entered into a database, along with the survey results, and delivered to BLS for analysis.
The goal of this study is to investigate reasons for and the scope of underreporting due to late cases as well as other factors that may contribute to an undercount of injuries and illnesses in the SOII. Similar past work has been conducted at the state level, but this study will provide BLS reliable estimates at the national level. Since SOII respondents are requested to complete the survey using their OSHA logs and other supplemental reports, we are also requesting employers send us their OSHA 300 form. If the results of this project indicate that respondents add or update information after SOII data collection, BLS could evaluate changes to future SOII data collection processes that would improve the accuracy of the SOII estimates.
There will be 3,588 reporting units contacted for this study with an expected time burden of 20 minutes per interview. There were a total of 3,703 sampled units, but 115 of these unites will be coded as refusals and will not be contacted for this survey based on consultation with staff in our Office of Field Operations. This sample size is set to ensure that BLS will be able to collect reliable data across 45 total strata (15 industry sectors and 3 size classes). There will also be 25 pre-test units contacted with an expected time burden of 40 minutes per interview. All respondents will be contacted by telephone asking for their voluntary participation. Respondents will be informed of the purpose of the phone interview and the expected time burden. Although SOII is used to collect data on state and local government establishments, as well as private sector employers, the focus of this study will be on establishments in the private sector.
The questionnaire will be conducted by Westat under a contract with BLS. SOII respondents from survey year 2013 will be divided into 45 strata by industry sector and size class and then randomly sampled. . Under the guidance of BLS, Westat will conduct the employer interviews, collect occupational injury and illness records from participating establishments, enter the data into a database, and send BLS a final database and codebook at the close of the project.
The following table shows the expected workload burden for the SOII phone interviews between January and August 2015.
Expected Workload Burden |
|
Pre-test |
|
Number of respondents |
25 |
Minutes needed for interview |
40 |
Total minutes |
1,000 |
Total hours |
16.67 |
Survey |
|
Number of respondents |
3,588 |
Minutes needed for interview |
20 |
Total Minutes |
71,760 |
Total hours |
1,196 |
Total expected burden hours |
1,212.67 |
The estimate of costs to respondents based on burden hours to participate in this survey is $30,034. This estimate is based on a mean hourly cost of compensation of $24.76 for office and administrative support workers by the BLS from September 2014 and was multiplied by the 1,213 total expected burden hours.
Respondents will be informed as to the voluntary nature of the study. Information related to this study will not be released to the public in any way that would allow identification of individuals except as prescribed under the conditions of the Confidential Information Protection and Statistical Efficiency Act of 2002 (Title 5 of Public Law 107-347) and other applicable Federal laws.
There are no payments made to the respondents for this survey.
Attachment A
Introduction
Thank you for agreeing to participate in our study of workplace injury and illness recordkeeping. We are talking with people about how companies gather, record, and use information about workplace injuries and illnesses. We will start out by discussing your company’s general recordkeeping practices, and then ask some questions specifically about recordkeeping during the 2013 calendar year and the 2013 BLS Survey of Occupational Injuries and Illnesses (SOII). We will use the information you provide us to improve the BLS survey. The information you provide us today is very important.
Everything we discuss today is strictly confidential and your participation is voluntary. The Bureau of Labor Statistics, its employees, agents, and partner statistical agencies, will use the information you provide for statistical purposes only and will hold the information in confidence to the full extent permitted by law. In accordance with the Confidential Information Protection and Statistical Efficiency Act of 2002 (Title 5 of Public Law 107-347) and other applicable Federal laws, your responses will not be disclosed in identifiable form without your informed consent.
This survey is being conducted under OMB Control Number 1220-0045. We estimate it will take an average of 20 minutes to complete this study.
If
at any point you don’t understand a question, feel free to ask
for clarification. Do you have any questions for me before we get
started?
Our records show that you are the person that completed the 2013 BLS Survey. Could you confirm with me your job title and department so we can verify our records?
Job title: _______________
Department: ______________
Background and Company Demographics
First, I have a few questions on your company location, employees, and workplace injury compensation practices.
The location we selected for this survey is (sample unit description/address). We show the 2013 annual average employment at this location is ____. Does that sound correct?
Yes
No, specify: __________
DK
(Probe to see if they have a clear understanding of the unit we are asking about.)
Are all the (# ABOVE) employees at (Sampled Unit Description/Address) or does this number also include employees at other locations?
Sampled Unit Description/Address
Other/Multiple locations
DK
(Probe for what other locations are and how different they are from location selected.)
Do you have other locations in (state name of sampled unit)?
Yes
No
DK
Do you have locations in other states?
Yes
No
DK
Does your company have part-time employees at this location?
Yes
No
DK
a. (If yes), How many/what proportion of workers were part-time?
#__________
%_________
Are any employees covered by a union or collective bargaining agreement at this location?
Yes
No
DK
Does your company use temporary workers hired through a temp help or staffing agency at this location?
Yes
No
Not now, but has in past
DK
Can you tell me who completes or assists with WC claims for your company at (sample unit description/address)? (CHECK ALL THAT APPLY)
You (respondent)
Other company employees
WC insurer
TPA
Other, specify: ____________
DK
(Probe for whether there is a “primary” person for this.)
(Definition: TPA is an individual or firm hired by an employer to handle insurance claims processing)
Recordkeeping and Recordkeepers
Great, thank you. Next I have some questions on workplace injury and illness tracking and recordkeeping in your company.
Injury and illness recordkeeping sometimes involves use of the Occupational Safety and Health Administration Log of Work-Related Injuries and Illnesses, Form 300. In 2013, did your company use, maintain, or have the capacity to electronically generate the OSHA 300 log?
Yes (go to 10)
No (go to 9a)
DK (go to 9a)
(Definition: The OSHA 300 log is a form that includes information on the employee name and job title, type, date and location of injury, and whether the employee lost days of work or was assigned different work tasks due to the injury).
a. (If no or DK) Does your company (keep records/keep track of information/record any information) about your employees’ workplace injuries and illnesses?
Yes (go to 10)
No (go to 11)
DK (go to 11)
10.) Can you tell me more about how your company keeps track of workplace injuries and illnesses? How is the information tracked/recorded? Does your company use… [CHECK ALL THAT APPLY]
a. A specialized injury software program?
Yes
No (Go to 10b)
i. (If yes) Do you know the name of the software?
Yes
No (Go to 10b)
ii. (If yes) What is the name of the software? Name: ______________
b. Do you use paper forms?
Yes
No
(Probe: Sometimes companies use individual files on employees, state forms, WC forms, or injury report forms, do you use any of those?)
(Probe: Are any of these forms supplied by OSHA?)
c. Do you use any electronic forms or spreadsheets?
Yes
No
(Probe: Do you have your own system using Excel or other electronic spreadsheets?)
(Probe: Are the electronic forms or spreadsheets supplied by OSHA?)
[If yes to any of 10a, 10b, 10c, skip to 12]
11.) The OSHA 300 log includes information on the employee name and job title, type, date and location of injury, and whether the employee lost days of work or was assigned different work tasks due to the injury. Did your company maintain records or information during 2013 that could be used to complete the OSHA 300 log?
Yes
No
DK
12.) Thank you. Now I have a few questions on company recordkeepers. Some companies have one and others have multiple persons to help with workplace injuries and illnesses reporting. From the following list, can you tell me who typically completes or assists with the (OSHA 300 log / injury and illness) recordkeeping at (sample unit description/address)? (CHECK ALL THAT APPLY)
You (respondent)
Other company employees, specify: __________
WC insurer
TPA
Someone else, specify: ____________
No one (Go to 14)
DK (Go to 14)
a. (If more than 1 in Question 12) Can you tell me who has primary responsibility for the (OSHA 300 log / injury and illness) recordkeeping at this location? (CHECK ONE)
Respondent
Other company employees
WC insurer
TPA
Someone else
DK (Go to 14)
b. How long have (you/other person) been (an OSHA recordkeeper/kept track of workplace injuries and illnesses)?
_______Years
13.) (If yes to 9) Have/has (you/person with primary responsibility) received formal training on OSHA recordkeeping, such as classes, seminars, or online courses?
Yes (Go to 13a)
No (Go to 14)
DK (Go to 14)
a. (If yes to question 13) Do you recall when (you/person with primary responsibility) last received formal OSHA recordkeeping training? (CHECK ONE)
Within the past 12 months
1-5 years ago
6-10 years ago
10+ years ago
DK
14.) Also focusing on recordkeepers, the 2013 BLS Survey of Occupational Injuries and Illnesses was completed for this location in (month, 2014). Can you tell me who completed or assisted with submitting the BLS survey? (CHECK ALL THAT APPLY)
You (respondent)
Other company employees, specify: __________
WC Insurer
TPA
Other, specify: ____________
Don’t know or recall (Go to 15)
a. (If more than 1 in question 14) Can you tell me who had primary responsibility
for completing the BLS survey? (CHECK ONE)
Respondent
Other company employees
WC Insurer
TPA
Other, specify: __________
DK
(If yes to Q3 or Q4) Are (you/other person in 14) responsible for completing the BLS Survey for any other company locations?
Yes
No
Was 2013 the first time (you’ve personally/other person in 14) completed the BLS Survey at (sampled unit description/address)?
Yes
No
DK
Other, specify: _______________
d. What information sources were used to complete the 2013 BLS Survey?
OSHA 300 Log
WC Data
Company injury and illness records
Other, specify: _______________
(If yes to Q11): Now we have some general questions about OSHA 300 Log recordkeeping, or your records that can be used to maintain, generate, or complete the OSHA 300 Log. [Ask all questions in this section about the OSHA 300 Log].
(If no to Q11): Now we have some general questions about your experiences completing the 2013 BLS Survey. You completed this survey on (DATE).
[Ask all questions in this section about the 2013 BLS Survey]
(Only ask if yes to 9) In general, how long after an injury or illness is reported to your company does it get recorded on the OSHA 300 log?
Within 1 week
Within 1 month
End of year
Other, specify: __________________
Where does your company usually get the number of days away from work for the (OSHA 300 log / BLS Survey)? (CHECK ALL THAT APPLY)
Doctor’s report/note
Payroll data
Attendance records/timekeeping
WC Time loss data
TPA
From employee
Supervisor
Other, specify: __________________
(Probe: What about for DJTR? Do you get that the same way?)
Does the number of days away from work (for the OSHA log / on the BLS Survey) include all calendar days, or only days in which the employee was scheduled to work?
Calendar days
Scheduled days/shifts
DK
Other, specify: __________________
Does your company add or update cases on the previous year’s (OSHA 300 log / BLS Survey)?
Yes
No
DK
Now I have some general questions about recordkeeping practices for the BLS Survey (SOII) at your company.
Since the BLS survey covers one calendar year, and your company receives and returns the survey early the following year, there are a number of common reasons the survey may miss some injury and illness cases. For example, sometimes injuries and illnesses happen late in the calendar year when information on them is not complete, cases maybe be pending in the workers’ compensation system, employees may delay in reporting injuries and illnesses, or an injury may change and become more serious over time.
Do you recall whether any of these types of timing issues have occurred at your company that could have resulted in the BLS survey missing injury or illness cases?
Yes, specify: __________
No
DK
2013-specific questions
We are interested in learning about possible timing issues for the 2013 BLS Survey of Occupational Injuries and Illnesses. It may be useful to refer to your records for these questions, e.g., the OSHA 300 log or the BLS survey.
As mentioned earlier, sometimes timing issues prevent full reporting on an injury or illness. Here’s a list of some common examples. Do you recall if any of the following timing issues could have prevented your company from including one or more cases on the BLS survey?
|
…in 2013? |
...Has it ever happened in the past? |
An injury or illness was reported or discovered after submitting the 2013 BLS Survey |
□ Yes □ No |
□ Yes □ No |
An injury or illness occurring in November or December 2013 had incomplete information and was not included |
□ Yes □ No |
□ Yes □ No |
An employee reported an injury or illness to you after separating from your company that was not included on the 2013 BLS survey. |
□ Yes □ No |
□ Yes □ No |
An injury worsened and resulted in days away from work after submitting the 2013 BLS survey
(probe for: CTS, hearing loss, soft tissue injuries, sprains/strains, cumulative trauma, recurring injuries) |
□ Yes □ No |
□ Yes □ No |
A claim was pending WC at the time of submitting the 2013 BLS survey and was not included |
□ Yes □ No |
□ Yes □ No |
An injured employee was still away from work at the time of submitting the 2013 BLS survey and was not included |
□ Yes □ No |
□ Yes □ No |
The final days away from work was incomplete or unknown when you submitted the BLS Survey |
□ Yes □ No |
□ Yes □ No |
Any other issues that might have prevented reporting of an injury or illness on the 2013 BLS survey? Specify: ______________________
|
□ Yes □ No |
□ Yes □ No |
(For the above, Probe on whether and how respondent could identify these types of cases in their record system, e.g., by memory, by comparison of 2013 BLS SOII with new records, update field that indicates a change in electronic system, etc.)
(Probe: How (did/would you) identify these types of cases in your records?)
(If uses the OSHA 300 Log), do you have or could you generate an updated OSHA 300 log that would include 2013 cases additions or updates?
Yes
No
DK
(Probe: What records would you consult?
Could you provide BLS with your additions/updates?
What would be the easiest way to provide BLS with the additions/updates?)
(If uses non-OSHA records/record-keeping system), if requested, could you provide BLS with additional or updated information on 2013 cases that are added or change?
Yes
No
DK
(Probe: What records would you consult?
Could you provide BLS with your additions/updates?
What would be the easiest way to provide BLS with the additions/updates?)
Recordkeeping vignettes
Now we have a few questions about different possible scenarios on recordkeeping practices that may be related to timekeeping issues. These questions are just meant to get your feedback regarding what recordkeeping decisions you think your company might make in the following situations.
(If yes to Q7) Would you ever include a temp agency worker on your BLS survey?
Yes
No
DK
Let’s say an employee sprained his ankle at work on Friday. His doctor recommended he take 2 days off from work. He was not scheduled to work on the weekend, and he returned to work on Monday.
Would your company consider this an OSHA-recordable injury?
Yes
No
DK
(If yes) would you record any days away from work?
Yes
No
DK
(if yes) How many? _____
Let’s say a worker was injured, and the doctor recommended 2 days away from work and 5 days of modified duties/DJTR. For the (OSHA 300 Log / BLS Survey), you are asked to classify either DAFW or DJTR as the most serious outcome of the case. Would your company classify this as a ‘days away from work’ case or ‘days of job transfer and restriction’ case on the (OSHA 300 Log / BLS Survey)?
DAFW
DJTR
Software decides
Other: _____________
DK
(Probe to find out if they accommodate DJTR)
24.) Let’s say an injured employee was kept on salary instead of receiving WC wage replacement benefits. Would your company include this case (on the OSHA log / include on the BLS Survey)?
Yes
No
Other: __________
DK
Debriefing questions (for pretest only):
Do you have any general thoughts or comments about this survey, the SOII, or injury and illness recordkeeping?
Could we identify changes by comparing your BLS survey responses to your updated OSHA log?
I have a question on the overlap between WC claims and cases that you record on the OSHA log. Are they one in the same or are they sometimes different? If different, do you have any examples?
How could we collect information on cases that are added or are changed most efficiently from your company?
Are these additions/changed cases more likely to happen in the first half of the year, second half, or anytime during the year?
Would it have been easier if we asked for your OSHA 300 log prior to the interview?
Attachment B
SOII Follow-back survey
OSHA Form 300 request script
Thank you for your participation in our follow-back survey. To conclude, we are requesting the most up to date copy of your [OSHA Form 300/other recordkeeping form] used track your establishment’s injuries and illnesses in 2013. With receipt of this form, we can verify that our data accurately reflect what you have recorded.
After making a copy of your [Log of Work-Related Injuries and Illnesses (OSHA Form 300) or other form], if you could, please fax, mail, or e-mail this copy to us. The BLS will use the information you provide for statistical purposes only and will hold the information in confidence to the full extent permitted by law. In accordance with the Confidential Information Protection and Statistical Efficiency Act of 2002 and other applicable Federal laws, your responses will not be disclosed in identifiable form without your consent.
INSTUCTIONS FOR SENDING FORMS
WILL FAX READ BLOCK A
WILL EMAIL READ BLOCK B
WILL MAIL READ BLOCK C
REFUSED READ BLOCK D
BLOCK A
Please fax your copies to (301) 251-xxxx. Please mark the attachment to the attention of [YOUR NAME].
As a participant in a BLS statistical survey, you should be aware that use of electronic transmittal methods in reporting data involves certain inherent risks to the confidentiality of those data. Further, you should be aware that responsible electronic transmittal practices employed by the BLS cannot completely eliminate those risks. The BLS is committed to the responsible treatment of the data you report and will take appropriate steps within our ability to protect the confidentiality of those data.
Thank you for helping us collect accurate information and for helping in the effort to make America’s work places safer and healthier. [END INTERVIEW]
BLOCK B
You may scan your copies and e-mail them as attachments to xxx@westat.com. Please indicate on the subject line “SOII STUDY”.
As a participant in a BLS statistical survey, you should be aware that use of electronic transmittal methods in reporting data involves certain inherent risks to the confidentiality of those data. Further, you should be aware that responsible electronic transmittal practices employed by the BLS cannot completely eliminate those risks. The BLS is committed to the responsible treatment of the data you report and will take appropriate steps within our ability to protect the confidentiality of those data.
Thank you for helping us collect accurate information and for helping in the effort to make America’s work places safer and healthier. [END INTERVIEW]
BLOCK C
You may mail your copies to:
Westat, Inc.
1600 Research Blvd
Rockville, MD 20850
Thank you for helping us collect accurate information and for helping in the effort to make America’s work places safer and healthier. [END INTERVIEW]
BLOCK D
Thank you for helping us collect accurate information and for helping in the effort to make America’s work places safer and healthier. [END INTERVIEW]
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Title | September 14, 2007 |
| Author | WILLIAMS_S |
| File Modified | 0000-00-00 |
| File Created | 2021-01-24 |