What I Need to Know about Incident Reporting

What are the benefits of online reporting?

Prevent a colleague being injured by proactively reporting a hazard or near miss incident! Our UniSA community is our biggest asset therefore, keeping our people safe is paramount. Prompt reporting of hazards and near miss incidents can prevent another person's injury.

There are many benefits in promptly reporting incidents which are explained in the Health and Safety Hazard / Incident Reporting Guide along with reporting responsibilities and timeframes. Please read and distribute this guide within your workplace.

The Safety and Wellbeing team are available to answer any queries you may have.

Who is responsible to report?

Incident

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.

Hazard

Safety is everyone's 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.

When should I 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 the information below - '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).

Which report form do I complete?

There are five (5) different online report forms. To ensure accuracy of data maintained in the system, please select carefully from the following:

Hazard:

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.

Near Miss:

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.

Fatality:

An incident that has led to the death of a person.

Event:

A significant critical incident involving multiple people where injury or illness may not have occurred or may not be known at the time of  the initial reporting of the incident. Some examples include: an uncontrolled explosion; fire; flood; food poisoning; structural collapse; natural disaster.

An event may have duration where circumstances and effects occur over a period of time i.e. a fire that continues for multiple hours.

Who is responsible for investigating an incident or a hazard?

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 after 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.

Exceptions

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 Hazard / Incident Reporting and Investigation procedure.

How do I use the reporting system?

The logging process is a series of forms organised 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: