Injury and Incident Reporting
Online Hazard / Incident Reporting & Investigation System (staff only)
REPORT A HAZARD OR INCIDENT!
Your minor near miss may cause the next person's injury.
Report a hazard that cannot be easily and safely rectified to ensure immediate attention before it causes harm to others!
Contractors must immediately notify their University contact of any Hazards or Incidents so that it may be promptly recorded.
A key component of an effective incident prevention program is prompt, reliable reporting. If hazards, near misses and injuries are reported, it provides the University, through your supervisor/manager, elected health and safety representative and Divisional Health and Safety Consultant (where applicable), an opportunity to intervene at the earliest opportunity to either prevent an incident from occurring or minimise the severity of injury.
The University online Hazard / Incident Reporting & Investigation System provides a user-friendly and efficient way to report hazards and incidents, record investigation findings and corrective action to prevent a recurrence.
Access is available through the Staff Portal, logging into 'myUniSA' using your username and password and clicking on the 'Report a Hazard or Incident' link.
- Initiates early intervention and facilitates the University of South Australia s injury management processes to assist an injured/ill employee return to pre-injury status at the earliest opportunity
- Prompts the commencement of an investigation as soon as possible (and within 5 working days) to gather factual information, establish contributing factors that led to the incident occurring and the identification of corrective action required to prevent a recurrence
- Allows all personnel involved in the reporting workflow to be kept informed of the status of the report from start to finish, including action taken or planned via an auto-generated email notification
- Initiates the universitys worker's compensation and/or insurance processes where applicable
- Ensures reports are closed out by the system administrator ONLY after confirming that recommended and appropriate corrective action has been completed
- Allows the university to analyse data captured to identify trends and the development of specific programs to eliminate/control risk
- Ensures statutory reporting requirements are met by the university.
The person involved, or if they are unable to do so, a person on their behalf shall report an incident to their supervisor/manager and submit a report within 12 hours of its occurrence using the online Hazard/Incident Reporting & Investigation System.
An employee or other authorised person shall log details of an incident on behalf of a student, external contractor or other person (i.e. member of the public, visitor, volunteer, work experience person etc.) using the online system.
Safety is everyones responsibility! If you identify a hazard and you cannot fix it safely, you must report it immediately to your supervisor/manager. Where the hazard cannot be controlled quickly, you must complete the online hazard report.
- If you identify a hazard and you cannot fix it safely or control it quickly, you must report it to your supervisor/manager and complete the online hazard report
- If an incident occurs you must report it to your supervisor/manager and complete the relevant online report (refer to link - 'Which report form do I complete?') within 12 hours of the occurrence
- If you experience persistent, reoccurring pain or discomfort, early reporting can prevent the problem from developing and becoming more serious (e.g. performing repetitive tasks, computer use, manual handling tasks or work related anxiety).
There are five (5) different online report forms.
*To ensure accuracy of data maintained in the system, please select carefully from the following:-
A situation or object that has the potential to harm a person, the environment or cause damage to property. Hazards may include, but are not limited to, noisy or unguarded machinery, chemicals, electricity, working at heights, a repetitive task or poorly designed workplace/workstation.
An incident that could have resulted in injury or illness to a person, danger to health and/or damage to property or the environment but did not.
Injury / Illness:
An incident that causes bodily harm to a person.
An incident that has led to the death of a person.
A significant critical incident involving multiple people - injury/illness may not have occurred or may not be known at the time of reporting. Some examples include: an uncontrolled explosion; fire; flood; food poisoning; structural collapse; natural disaster.
An event may have duration where circumstances/effects occur over a period of time i.e. a fire that continues for multiple hours.
The immediate supervisor or the person responsible for the work area/ task or process where an incident occurred or hazard identified is responsible to investigate.
Notification to commence an investigation
- The immediate supervisor or the person responsible for the work area/task or process (nominated by the reporter) will receive an auto-generated email notification from the HS&IM system immediately a hazard or incident report is submitted.
- This notification informs them that an incident has occurred or hazard identified and an investigation must commence as soon as possible. A direct link to the hazard/incident report is provided in the email notification.
Who should be involved in the investigation?
- The investigation shall be conducted by the supervisor (or appropriate delegate), in consultation with the person involved, the health and safety representative (where applicable) and any other relevant personnel or subject matter experts (e.g. Divisional Health and Safety Consultants) where necessary.
- Factual information should be gathered on the circumstances that led to an incident occurring and contributing factors identified in order to determine root cause.
Recording Investigation Outcomes (within 5 working days)
- Investigation findings and corrective action taken or planned must be entered into the online investigation report by the nominated investigator and submitted within 5 working days of the incident occurring or hazard identified wherever possible. Exception is made in circumstances where an incident requires more complex investigation.
- Where selection of the immediate supervisor as the investigator is undesirable another selection can be made by choosing an appropriate alternative.
Note: If you have been incorrectly selected as the responsible person to investigate a hazard or incident, or you are unavailable at the time i.e. on leave or overseas, you must notify the reporter of the occurrence and the Safety and Wellbeing Team and advise of the next appropriate responsible person to allow the necessary changes and notifications to be made.
For more detailed information refer to the WHS Incident/Hazard Reporting and Investigation Procedure.
The logging process is a series of forms organized into a wizard. The system has in-built work flows and business rules based on the information entered by the user. Auto-generated email notifications are sent to appropriate UniSA employees after an occurrence is logged, investigated and closed.
The Safety and Wellbeing Unit:
- monitors the progress of all reports
- monitors information on injuries sustained in order to trigger the University Early Intervention Injury Management Program
- reviews investigation outcomes
- provides feedback where additional information is required.
The system is accessible through the Staff Portal with single sign on security, using existing user name and password from anywhere in the world (assuming an internet connection) at any time of the day or night.
For more information on how to use the system, refer to the following links:
Quick Guide (QG) 1- Introduction (pdf 187kb)
Quick Guide (QG) 2 - Know the environment (pdf 189kb)
Quick Guide (QG) 3 - How to login (pdf 521kb)
Quick Guide (QG) 4 - Definitions (pdf 351kb)
Hazard/Incident Reporting System HELP
If you have any further queries regarding using the system please contact the Safety and Wellbeing Team on 8302 2459 during normal business hours, 8am - 6pm ACST Monday to Friday, or email the Safety and Wellbeing Team or alternatively you may contact your Divisional Health and Safety Consultant.
ISTS Helpdesk should be contacted for assistance where users experience difficulty with computer hardware compatibility or inability to view information displayed when navigating through the screens.