Incident Reporting Policy

The purpose of this policy is to ensure that all incidents occurring on our properties are reported promptly and accurately using our incident reporting system, Risk Wizard. This enables us to effectively manage risks, ensure the safety and well-being of our residents and staff, and maintain compliance with regulatory requirements.

This policy applies to all employees at Horizon and covers all incidents, including but not limited to: accidents, injuries, property damage, employee injuries, and any other events that could impact the safety, security, or operation of our properties.  

Definitions:

• Incident: Any event that has caused or could cause harm to individuals, property, systems, or the environment.
• Risk Wizard: The designated platform or process used by Horizon to report and manage incidents.

Policy:

1. Immediate Response:
   • In the event of an incident, prioritize ensuring the safety and well-being of all affected individuals.
   • Contact emergency services if necessary (e.g. in the case of serious injuries or fires).
2. Initial Notification:
   • Notify your immediate supervisor or the designated point of contact as soon as it is safe to do so.
   • Provide a brief description of the incident including the date, location, who it involves, and the nature of the incident.
3. Incident Reporting:
   • On The Source, click the link labeled “Risk Wizard” on the tile with the Risk Wizard logo.
   • Select the Incident Type most relevant to what happened. For more information about incident types and examples, please consult the “Risk Wizard – Incident Type Examples” article.
   • Complete the incident report with as much information as possible.
   • Depending on the selected incident type, the incident report will be sent to the appropriate people, but the “Notify” field allows you to notify additional people. For a property manager, please add your Regional Manager to the Notify field.
   • Make sure to also complete the Questionnaire section with as much information as possible.
   • When you have filled in as much information as possible, click “Save” and the incident report will be sent to the appropriate people.
   • After you click “Save”, you will have the ability to add attachments.
   • For further information about how to report an incident, please consult the “How to Report an Incident” article.
4. Confidentiality:
   • All incident reports are confidential and should be handled with the utmost discretion. Do not share details of the incident outside the organization unless authorized to do so.  
5. Review and Continuous Improvement
   • Reported incidents are reviewed by the appropriate internal and external parties to take action if necessary.
   • When deemed necessary, an investigation may be initiated, and all staff are expected to participate in any investigation.
   • Recommendations for policy or procedural changes will be made based on the findings of incident investigations.

Responsibilities:

• Employees: Responsible for promptly reporting all incidents and cooperating with investigations.
• Regional Managers: Responsible for ensuring incidents are reported accurately and supporting their team members in the reporting process.
• Risk Management Team: Responsible for overseeing the incident reporting system, conducting investigations, and recommending improvements.

Anti-Retaliation:

Retaliation against individuals who report incidents in good faith or participate in investigations is prohibited. Any form of retaliation should be reported promptly and may result in disciplinary action, up to and including termination.

Compliance:

Compliance with this policy is mandatory, and failure to report incidents as outlined may result in disciplinary action. Any inquiries regarding incident reporting should be directed to your Regional Manager and Trevor Shearer, Director of Legal Affairs, TShearer@horizonra.com.

Date of Adoption: June 18, 2024

Date of Last Revision: June 10, 2025