Incident and Hazard Reporting

Emergency Information

Introduction

Staff, students, contractors and others must report any hazard and/or incident 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).

Report

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

Report an incident or hazard

If you have trouble entering an incident or hazard, please refer to either the How to enter an incident report in ERMS or the How to enter a hazard report in ERMS article in ServiceNow.

For anyone WITHOUT a University username and password, or if you are unable to access ERMS for any reason please contact your health and Safety Business Partner for assistance.

Immediate response

Requirements and guidance

  • Definition of Incident and Hazard

    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. If an individual cannot be associated with an incident then the Hazard Reporting System should be used.

    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. 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

    The Risk Matrix uses Likelihood and Consequence to rate risk. This risk rating assists the incident approver to determine and prioritise the corrective actions.

    The incident reporting risk matrix page offers further details.

  • 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: I have received an email notification from ERMS - what should I do?

    • 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.
    • If you assess the risk rating of an incident, near miss, illness or injury to be high or severe (refer: Incident reporting risk matrix), you must ensure that an ICAM incident investigation is carried out (see list of ICAM trained personnel). Incidents assessed with a risk rating of medium, will require a basic or an ICAM incident investigation.
    • You can request Campus Services take action in response to an incident or a hazard report by following the instructions in ERMS - Request Campus Service take action in response to an incident/hazard report.

    If you are not the most appropriate person to action a report assigned to you, please refer to the ERMS - Reassign Responsible Person for an incident/hazard report instructions available in ServiceNow.

    If you have leave planned, your ERMS responsibilities can be delegated to another in your absence. See ERMS - Delegate incident/hazard responsibilities to another while on leave for instructions on how to delegate responsibilities. Please remember to remove the delegation when you return, as ongoing delegation of responsibilities can cause access issues within the system for the delegate.

  • Notifiable Incidents

    If the incident is notifiable then respond immediately by following the steps in the Health & Safety - Notify an incident to WorkSafe process.

    If you are unsure what a notifiable incident is (often referred to as a high consequence incident at the University) please refer to:

  • 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 investigation with an incident investigation team.

    An incident with a risk rating of High or 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 transferred to ERMS.

    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.

    If you have trouble attaching a document to an action plan please review ERMS - Attach a document to an Incident/Hazard Report Action Plan for instructions.

    Update a closed report

    A closed report can be reopened by following the ERMS - How to reopen an incident/hazard report instructions in ServiceNow.

  • Frequently Asked Questions

    General

    • I am a staff member, how do I report an ERMS access issue?
      Where the issue relates to not being able to access ERMS, please log a request with Information Technology:
      • IT Service - https://unimelb.service-now.com/it (University username and password required)
      • Click on Request Something
      • Click on Applications
      • Select Enterprise Risk Management System (ERMS)
      • Describe the issue.
    • I am a staff member, how do I report an issue in ERMS?
      Where you are able to access ERMS but it is not working as expected, please log a request with Health and Safety:
      • HS Service - https://unimelb.service-now.com/hs (University username and password required)
      • Click on Request Something
      • My request is related to: select General OHS query
      • Subject please write ERMS - [module name]
      • Details include all relevant details relating to the issue you are experiencing in ERMS.
    • I am a Health & Safety Business Partner, how do I request elevated access privileges?
      The ERMS - Access request to change, modify or removed access to ERMS knowledge base article in the Staff Services Portal provides step by step instructions on how to request elevated access privileges in ERMS.
    • I am a student, where can go for more information or to report an systems issue?
      • For more information please visit Stop 1 or call 13Melb. Alternatively, you can contact the Health and Safety Business Partner in your area.
      • If you are experiencing difficulty with the system, please log your issue with Stop 1 or call 13Melb.

    If you do not have access to ServiceNow, please email the Health & Safety Services team or call x98926 (internal number) for assistance.

    Incident/Hazard Reporting

    • 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.
    • 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.
    • How can I request Campus Services take action in response to a hazard or an incident?
      You can request Campus Services take action in response to an incident or a hazard report by following the instructions in ERMS - Request Campus Service take action in response to an incident/hazard report.

Forms and guidance materials