The injury report form for students and non-employees must be completed any time a student or non-employee has an incident or injury while on District property, or while participating in a District sponsored event. This applies when the injury is caused by another student, an employee, a visitor or volunteer, or did not involve another person. 

Any employee with PPS intranet login capability has the ability to complete our online injury report.  Following the submission of a report, Risk Management will receive an email alert.  Records may be kept at the school, however, there is no need to send a paper copy to Risk Management.  Should you require a copy of the report, you may contact Risk Management for further assistance.

Medical Emergencies

Immediate medical assistance, as necessary, will be ordered by the school at parent/guardian expense. A medical emergency includes, but is not limited to:

• When a major body function, breathing, heart or consciousness has perceptibly declined

• Head, neck or back injury is suspected

• Major burns

• Fracture of a major bone

• Compound fracture

Student Injury Reporting Guidelines

It is preferred that a PPS employee who directly observes a student injury/incident file the online report. We understand that many school administrators delegate this task to the school secretary; this is subject to the building administrator’s discretion.

Generally, MESD nurses will complete their own nursing documentation and not fill out a student injury report.  PPS does not require a student injury report to be filed when the student is injured on the way to or from school; unless they are being transported by a PPS vehicle.  Likewise, when there is a known medical condition unique to a particular student, such as seizures.  In these cases, it is advised that the school monitor the student's health and be aware of the circumstances; however, it is better to submit a report if you are unsure.

Below are circumstances when PPS requires a student injury report to be completed, preferably within one workday of the incident. Each example, alone or in combination, warrants a student injury report.

• The injury requires the student to leave school or the school-related activity for medical treatment.
• An ambulance is called, whether or not the student is actually transported.
• A parent notifies the school that they have taken their child to a doctor because of an injury received at school.
• The injury may have been partially or wholly caused by a physical condition of PPS grounds, equipment, the facility, or by a staff member.
• An injury experienced while on a field trip that requires first aid or professional medical attention.

Instances that involve a parent/guardian being notified that their student was injured in a minor way at school are subject to a school’s discretion.

For Transportation Services

When an injury occurs on a school bus during routine transportation activities, the Driver will collect the necessary information and relay that to the Student Transportation "Central" office for reporting.  Only in these instances will the Student Transportation office be responsible for submitting the Student or Non-Employee Injury Report form. 

For Athletics Departments

Any competitive sports-related injury that requires first aid or professional medical attention shall be reported. Such an incident will be documented by an Athletics department staff member. Adhere to the Athletic Injury—Emergency Procedures outlined in the Administrative Directive, 3.50.120-AD.  It will be the responsibility of the PPS Athletics department staff member to complete the online Student or Non-Employee Injury Report form.

Should you have questions, please contact Risk Management.  Philip March is our primary contact regarding liability matters and can be reached via email or telephone number (503) 916-3704.

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education data.  Education agencies and institutions are required to adhere to strict guidelines to ensure the confidentiality and protection of such data. FERPA applies to elementary schools, secondary schools, post-secondary educational agencies and institutions, and state and federal educational agencies that receive federal funds from the U.S. Department of Education. 

When health care professionals work within the school environment - e.g., a school nurse or contracted service provider such as a physical therapist - HIPAA transactions may take place.  HIPAA (the Health Insurance Portability and Accountability Act) is mainly associated with healthcare professionals.  However, since a public school receives federal funding, the student records are covered by FERPA, not by HIPAA.

Joint Guidance on the Application of FERPA and HIPAA

Education Records Management Administrative Directive 2.50.021-AD