Frequently Asked Questions (FAQs)

Participation requirements

1. Is my response to this survey mandatory?

   Participation by private sector employers is mandated by OSHA. OSHA's recordkeeping advisor explains some of the regulations that apply. For State and local government employers, your State laws determine whether participation in the survey is mandatory. This information can be found on your survey form.

2. Why have I been chosen to participate in this survey?

   You were randomly selected as part of a probability survey of about 230,000 establishments across the entire country. The establishments selected for this survey were separated into groups according to their location, industry, and number of employees to form a representative sample for the nation and each participating state.

Reporting your data

1. How can I submit my information?
   • Online — instructions for how to submit information online can be found here.
   • Phone — call the number listed on the front of your survey packet next to "For Help Call:"
   • Fax — forms to fax information can be found here.
   • Electronic file — contact us at osh.helpdesk@bls.gov for more information. Generally, large companies with multiple locations in the SOII would benefit most from this type of submission.
   • Ground mail — mail your completed survey form to the State address listed on your survey instructions.

   
   

   Unfortunately, we are currently unable to accept completed surveys via E-mail.

2. When does the survey need to be completed?

   We request that you submit your data within 30 calendar days of receiving your survey instructions.

3. The person who completed our survey last year is no longer with our company. What should I do?

   Please contact the State office where you are located and they will assist you in updating your contact information.

4. How should I calculate the number of hours worked?

   You should count the number of regular AND overtime hours worked by employees during the calendar year. You should exclude vacation, sick days, holidays, and any other non-work time.

   If you are uncertain of the precise number of hours worked (i.e., for salaried workers), then a reasonable estimate is an acceptable substitute. More information on this can be found here.

5. Which employees should I count when providing the average number of employees for this report?

   You should count full-time employees, part-time employees, temporary workers, seasonal workers, salaried workers, and hourly workers.

   More information about this can be found here.

6. Do I use calendar days or working days when calculating the length of injury?

   Calendar days.

7. I did not record my injuries and illnesses on the OSHA forms. What do I do?

   If you did not record the necessary information on your OSHA forms, please use any records you have available.

8. What if an injury had both days away from work and days of job transfer or restriction?

   According to OSHA recordkeeping rules, you should classify a case according to its most serious outcome. In this instance, you would classify this as a case with days away from work, while recording the number of days away from work AND days of job transfer or restriction in the corresponding columns.

9. We have multiple work sites, some in other States. Which should we report for?
   1. Report only for the location(s) identified on the front page under "Report for:" Instructions on how to locate this section are located here.
   2. If the instruction says "Report for: Statewide Operations of Addressed Firm" or something similar, report for all of your work sites in that State. Do not include information from establishments in other States.
   3. If you are not sure what to do, you can contact any state listed on one of the forms sent to you. State contact information is located on the upper right corner of the front of your survey form.
10. An injured employee was sent to a clinic or urgent care facility. Should I record this as an emergency room visit?

    No. For OSHA recordkeeping purposes (per guidance provided by OSHA), an emergency room is a facility staffed and equipped to provide emergency care to persons requiring immediate medical treatment. It can be either free standing or attached to a hospital. These facilities are almost always labeled as an "Emergency Room" or "ER".

    Urgent care facilities, health units, infirmaries, and visits to a general practitioner's (primary care physician's) office are NOT considered to be emergency room visits under this definition.

11. How do I report cases of COVID-19?

    Guidance for recording and reporting occupational injuries and illnesses related to the COVID-19 pandemic is determined by OSHA. Visit https://www.osha.gov/recordkeeping/index.html and https://www.osha.gov/memos/2020-05-19/revised-enforcement-guidance-recording-cases-coronavirus-disease-2019-covid-19 for instructions.

Using IDCF

1. My User ID and/or password is not working from a previous year. What should I do?

   Passwords are reset yearly after SOII data collection closes. Please contact your State Office to verify if your participation is currently mandated.

2. I get an error message when I click on the “Forgot Password” button and enter my User ID in the IDCF. What should I do?

   Enter your User ID in the following format: 302XXXXXXXXX. This number is located in the bottom right of the front page of your survey form. See here for details.

3. Can I report additional establishments using the same account?

   You can report additional for additional establishments using your existing account. On the Select Establishment Page:

   1. Click the "Add Establishment" button.
   2. Type in your establishment ID into the bottom row of the table using the following format: xx-xxxxxxxxx-x. You can locate your establishment ID on your survey form under the section "Report for:" See here for details.
   3. Hit the "Add" button located to the left of the Establishment ID that was just typed in.
4. Can I modify my answers once I've submitted them?

   Yes! To modify your survey responses:

   1. Log back into the IDCF system using your account number and password you created.
   2. Click the "Select" button next to the establishment you would like to update.
   3. Revise any necessary answers on the appropriate page.
   4. Click on the "Save & Continue" arrow on each page until you reach the Data Review page.
   5. Click on the "Submit Data to BLS" button to submit your updated survey data.
5. Can I print my submitted survey?

   Yes. After filling out the survey click the "Submit" button and press "Print Submission.”

6. Can I update my establishment's name and address?

   Yes. To update establishment information:

   1. Open the survey for the establishment whose information you want to update.
   2. Click on the "Update" button located in Section 1: Establishment Information.
   3. Update your establishment information.
   4. Click on the "Submit" button.

Protecting your information

1. Is the information I provide confidential?

   Yes! Your information and identity are kept in strict confidence in accordance with Bureau of Labor Statistics Data Integrity Guidelines, and used for statistical purposes only. More information on BLS data integrity can be found here.

2. How are my data used?

   Your information is used to provide detailed statistics on occupational injuries and workplace safety to academia, researchers, companies, advocacy groups, and the general public. More information about our program can be found here.

OSHA reporting

1. Is OSHA electronic reporting the same thing as the Survey of Occupational Injuries and Illnesses?

   No. OSHA’s Injury Tracking Application (ITA) is an electronic reporting requirement for some establishments developed and maintained by OSHA. The SOII is a survey of establishments administered by BLS for statistical purposes. Some employers may be required to report to OSHA and may also be sampled for participation in the SOII.
   
   More information on OSHA electronic reporting requirements can be found here.

2. Can we submit data to only BLS or OSHA?

   No. If you receive a mandatory survey from BLS and are required to provide information to OSHA, you must submit it to both agencies.

3. I tried to enter my OSHA Identification Number (OSHA ID) when entering data for BLS and it did not work. Why?

   BLS has implemented several matching criteria in addition to the OSHA ID to ensure the confidentiality and security of SOII respondents, and to ensure that the establishment matches the location(s) sampled by the SOII.

4. Where can I find my OSHA ID number?

   The OSHA ID number is sent to a respondent by OSHA once they enter their information into the OSHA ITA system. The OSHA ID would appear in a confirmation email sent from DoNotReply@osha.gov with the subject “OSHA Injury and Illness Report: Successful Submission(s).”
   

5. Will BLS use OSHA-collected data for the SOII?

   In some instances, yes. Some respondents will be able to provide their OSHA identification number (OSHA ID) to import to BLS the data that they have submitted to the OSHA ITA in that same year. If BLS can successfully match establishment information with information reported to OSHA, data that have been reported to the OSHA ITA will be automatically imported into the SOII Internet Data Collection Facility (IDCF). Imported data are taken from the OSHA 300A form, “Summary of Work-Related Injuries and Illnesses.” Additional information may need to be entered manually to complete the SOII.

6. Where can I find additional information regarding OSHA’s recordkeeping rule requiring employers to electronically submit injury and illness data?

   Visit OSHA’s webpage for additional information on their recordkeeping rule requiring employers to electronically submit injury and illness data to OSHA. Additional questions should be directed to OSHA.

Contact us

If you are not sure which establishment(s) to report data for, please contact the State Office listed on the front of your survey form.

If you require further assistance completing the survey, please do not hesitate to contact us at osh.helpdesk@bls.gov.

 

Last Modified Date: March 4, 2021