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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 an 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 should contact Risk Management for further assistance.
Medical Emergencies
Immediate medical assistance, as necessary, will be ordered by the school at parent/guardian's 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 files 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.
Given that public schools receive federal funding, student records are covered by FERPA, not by HIPAA.
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Circumstances when PPS requires a student injury report to be completed:
- The injury requires the student to leave school or school-related activity for medical treatment.
- An ambulance is called, regardless of whether 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 the 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 at school are subject to the school’s discretion.
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For Transportation Services
When an injury occurs on a school bus during routine transportation activities, the driver will collect the necessary information and relay it 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.
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For Athletics Department
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. It will be the responsibility of the PPS Athletics department staff members to complete the online Student or Non-Employee Injury Report form.
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FERPA & HIPAA
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.
HIPAA (the Health Insurance Portability and Accountability Act) is mainly associated with healthcare professionals. 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.
Since the District receives federal funding, 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
Resources
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First Aid and Emergency Care: 3.40.100-AD
Concussion Management: 3.50.121-AD
Concussion Signs & Symptoms Checklist
Sports Concussion Resources (Toolkit)
Student Success Center (SSC)
Field Trip, Shop Class & Sports Insurance (pending review)
PPS Athletics (PIL)
Health & Accident Insurance
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Portland Public Schools does not carry accident insurance for students. The district is not responsible for medical bills of students injured at school. The safety of our students is one of our most important concerns. Even so, accidents do happen, and the resulting medical treatment can be very expensive. Use the following link to learn more about health coverage available through Oregon HealthCare.gov.
Healthy children learn better, and a better education makes for a brighter future. Multnomah County Health Department provides high-quality physical and mental health care at nine local high schools. Learn more on Multnomah Education Service District's website, here.
