Incident and Hazard Reporting

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Report, respond, manage

In an emergency, University Security provides a 24-hour emergency response.

If you have a life threatening emergency call 000 (from the Parkville campus switchboard call 0 000) and then Security immediately afterwards so that access to the campus can be provided. Security will contact the on-call Health and Safety Business Partner where health and safety is required. Further information is available at Staff Hub on the Emergency page.

Report

Staff, students, contractors and others must report any incident and/or hazard to their local supervisor or the manager of the work area as soon as reasonably practicable.

High consequence incidents must be reported immediately, other incidents must be reported within 24 hours of becoming aware of the incident, injury or illness.

The incident and hazard reporting tool used by the University of Melbourne is ERMS (Enterprise Risk Management System).

For anyone WITH a University username and password, please use this link:

For anyone WITHOUT a University username and password, or if you are unable to access ERMS for any reason:

If you have feedback or questions please contact the central Health & Safety team on ohs-enquiries@unimelb.edu.au or x98926 (internal number).

Incident reporting requirements reference documents:

  • Definition of Incident and Hazard

    Definition of an Incident

    An unplanned event (including dangerous occurrences and systems failures) resulting in, or having a potential for injury, ill health, damage or other loss.
    Note: This incident report is only relevant if it is associated to an individual whereas if an individual cannot be associated with an incident, then the Hazard Reporting System should be used.

    Definition of a Hazard

    A source or a situation (including dangerous occurrences and systems failures) with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment, or a combination of these.
    Note: This hazard report is only relevant if it is NOT associated to an individual whereas when a situation results in an injury/illness/disease or can be associated with an individual(s), the Incident Reporting System should be used.

  • Incident Reporting Risk Matrix and definitions

    Risk matrix

    The risk matrix uses Likelihood and Consequense to rate the risk. This risk rating assists the incident approver to determine and prioritise the corrective actions

  • User Types and Privileges

    User types and privileges

    Incident and Hazard Reporting
    Incident/Hazard Reporting Super Users have assess to: Display an Incident/Hazard Register for University business units;
    View, Action, Edit, Cancel an Incident/Hazards in Register;
    View Audit tab in an Incident/Hazards in Register;
    View and create reports for University business units.
    Incident/Hazard Reporting Advisors have access to: Display an Incident/Hazard Register for the business unit the Advisor belongs to;
    View, Action, Edit, Transfer or Cancel an Incident/Hazards in Register.
    Supervisors, have access to:View, Action, Edit, Transfer and Complete an Incident/Hazard report allocated to them.
    General Users, have access to:Log an Incident/Hazard report.
    View own Incident/Hazard report.
    WHS Risk Register
    WHS Risk Register Super Users have access to: Approve WHS Risk Assessments;
    Create risks and view WHS Risk Register;
    View risks for the business unit that the Super User belongs to.
    WHS Risk Register Safety Advisors have access to: Approve WHS Risk Assessments.

    Advice and assistance

    For general advice, please contact your Health & Safety Business Partner.

    For further assistance, please contact the ERMS Expert User for your area.

  • Respond

    This advice presumes you are a supervisor or manager, and the incident involves staff who report directly to you, and occurs in a workplace location that you are responsible for. If not all these conditions are true, then another supervisor/manager may need to complete some of these actions.

    For supervisors: an incident just happened - what should I do?

    • For immediate response to an incident, follow the sequence in 4.1 Incident response detailed in Health & Safety: Incident, injury, hazard reporting and investigation requirements.
    • For emergency on-site assistance, see Emergency advice/response.
    • If needed, seek advice from your local Health and Safety Business Partner on immediate actions required to prevent a further incident.
    • When immediate response is complete, ensure that staff involved report an incident.
    • If the supervisor assesses the risk rating of an incident, near miss, illness or injury to be high or severe (refer: Incident reporting risk matrix), they must ensure that an ICAM incident investigation is carried out (see below for list of ICAM trained personnel). Incidents assessed with a risk rating of medium, will require a basic or an ICAM incident investigation.
    • Once you receive an email notification about the incident from ERMS, log in to ERMS and enter information about your immediate response, risk rating, action plan and the results of any incident investigation.
    • If there is an outstanding action plan or tasks at the time that you acknowledge the incident, you will need to return to ERMS again after the actions/tasks are completed, to confirm or adjust the information you entered previously.
  • Manage / Investigate

    Incident investigation

    An incident with a risk rating of Medium requires the responsible person to complete a basic investigation. It may require further invesitgation with an incident investigation team.
    An incident with a risk rating of High to Extreme requires an incident investigation team, including one ICAM trained member. (refer: Incident reporting risk matrix).

    Instructions on completing incident investigations are available from Health & Safety: Incident, injury, hazard reporting and investigation requirements.

    Enter incident investigation results into ERMS. If you do not have access to ERMS you can use the Incident Investigation form which can then be transfered to ERMS.

    ICAM (Incident Cause Analysis Method) trained staff who have had advanced incident investigation training can be contacted to attend an incident investigation:

    AreaNameContact
    Faculty contacts for ICAM investigations
    Arts Su Butler 43085
    Architecture, Building and Planning Steve Guggenheimer 43052
    Business and Economics Christian Rantzau 42207
    Education Christian Rantzau 42207
    Engineering Steve Beard 46712
    Engineering Deanna Strangis 53487
    Law Su Butler 43085
    Medicine, Dentistry and Health Sciences Yan Hong Tan 53858
    Medicine, Dentistry and Health Sciences Manni Sidhu 49048
    Medicine, Dentistry and Health Sciences Milly Yim 48749
    Medicine, Dentistry and Health Sciences  Tania Lombardi 47723 
    Medicine, Dentistry and Health Sciences  Katia Somerville 47981
    Medicine, Dentistry and Health Sciences Ira Tedja 56358
    Medicine, Dentistry and Health Sciences Swaved Marcinski 48841
    Science Sam Montalto 46924
    Science - Bio21 Christine Baggs 47757
    Science - Biosciences Sam Montalto 46924
    Science - Chemistry Kate Nowell 40548
    Science - Geography Darren Hocking 48342
    VCA & MCM Rohan Meddings 59245
    Veterinary and Agricultural Sciences Julie McNiece 56807
    University Services
    University Services Dani Norman 49239
    University Services Brendan Chaplin 44534
    University Services - Infrastructure ServicesDani Norman 49239
    University Services - Legal & Risk, Audit & Assurance Lynn Grey 40844
    Semi-autonomous bodies and Wholly-owned subsidiaries
    Semi-autonomous bodies and Wholly-owned subsidiaries Dani Norman 49239
    Semi-autonomous bodies and Wholly-owned subsidiaries Brendan Chaplin 44534
    General information
    Whole University - General information Christian Rantzau 42207
    Whole University - General information Steve Guggenheimer 43052
    Whole University - General information Su Butler 43085
    Whole University - General information Stefan Delaney 49277

    Corrective action plan

    All hazards and incidents are required to have an action plan. The action plan is used to assess the hazard or incident. Based on this assessment control measures are introduced to mitigate or minimise:

    • the hazard from becoming an incident; or
    • the incident reoccurring.
  • Frequently Asked Questions

    Can I notify my local Health & Safety Representative about an incident?
    Yes. The incident or hazard report needs to be submitted and then exported to a PDF document. This document is emailed to the HSR. You can find your local HSR on the HSR list.

    If I assign a task or responsibility for part of the action plan, how is the person notified?
    The person will receive an automated email from ERMS.

    Will the injured person be notified when the action plan and investigation has been completed?
    Yes. The injured person will receive an automated email from ERMS.

    How do I report an issue on ERMS?
    Go to - https://unimelb.service-now.com/it (UoM login required)

    1. Click on Fix Something (contact support to report a problem) or
    2. Click on Webpage or Application
      • Select Applications from the Issue Type drop down table
      • Select tick box Enterprise Risk Management System
      • Enter information as required