Incident and Hazard Reporting
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.
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:
Incident reporting requirements reference documents:
- Health & Safety: Incident, injury, hazard reporting and investigation requirements
- Health & Safety - Report, record and investigate an incident
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
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
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
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:
Area Name Contact Faculty Contacts 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 Services Dani 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.
- Risk matrix and definitions
- ERMS Consultation Feedback Safety Bulletins
- Safety Bulletin 01-17 - Incident and Hazard Reporting and Investigation
- Safety Bulletin 02-17 - Serious injury and incident notification