Health and safety incidents

Use the Health and Safety Incidents module to manage all health and safety incidents, from investigation and reporting to implementing recommendations for action.

Access to the module is tailored based on your user role:

• Health and safety incident managers have comprehensive access, allowing them to view and manage all incidents, whether involving students or staff.

• Health and safety student incident managers have restricted access, enabling them to view and manage only incidents involving students, excluding those related to staff.

Manage Health and Safety Incidents section

Create an incident report

To create a Health & Safety Incident Report, provide a brief overview of the incident. The form is divided into several sections to capture all necessary details for a comprehensive report.

1. Click Add Incident.

Overview section

• Enter an overview of the health and safety incident.

• Note: Some fields are required to submit the report.

Add further details

Some additional sections are available for the initial report, while others are enabled only after submission.

• Investigation: Details about the incident investigation.

• Injured Person: Information about any injured individuals.

• Files/Links: Attach supporting documents or links.

• Treatment: Details of any medical treatment provided.

• Notified People: List of individuals who were notified about the incident.

• Witnesses: Information about any witnesses to the incident.

• Recommendations: Suggested actions to prevent future incidents.

• Notes: Any other relevant information.

1. Click the relevant section (e.g., Investigation, Injured Person, etc.).

2. Complete the required fields within the selected section.

These sections can be accessed and updated at any time while the incident report is in progress.

Submit an incident report

1. Ensure all required information in the Overview section is complete.

2. Add any further details in the relevant sections, if needed.

3. Click Submit.

Upon submitting an incident report:

A confirmation message will appear, and the report will be added to the list. If you are not a Health & Safety Manager, an email notification will be sent to Health & Safety Managers, and they will also see the report in their list.

Export a spreadsheet of all incident reports

This option allows you to export incident reports within a two-month period.

1. Click the Export button.

2. Click Export All button.

3. Locate the downloaded file (usually in your "Downloads" folder).

4. Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).

5. Print if needed.

Export a spreadsheet summary of incident reports

1. Click the Export button.

2. Click Export Summary button.

3. Locate the downloaded file (usually in your "Downloads" folder).

4. Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).

5. Print if needed.

Filter and search health and safety incident reports

1. Use the filter options in the top toolbar to set your desired criteria.

   • Show: Select from the dropdown menu to refine search.

   • Date range: Specify a start and end date to filter results within a specific time period.

2. Click Search to apply the filters and display the results.

Manage health and safety incident report search results

The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators for health and safety incident reports

• Resolved

• Unresolved

Modify a health and safety incident report

After creating a health and safety incident report, you can update details and add information, including files. Saving the report unlocks additional functions. The form is organised into sections. Assigned staff can add Treatments, Notified People, Witnesses, Recommendations, and Notes.

Note: Original incident details are uneditable after creation.

1. Click Edit icon button to open the health & safety incident report form.

Actions in the health and safety incident report form

Mark an incident as resolved

1. Click Mark As Resolved.

   • The fields will lock and become uneditable.

Mark an incident as unresolved

1. Click Mark As Unresolved.

   • The fields will unlock and become editable.

Download a health and safety incident report as PDF

1. Click Download.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

4. Print if needed.

Copy an incident

This feature allows you to create multiple copies of an existing health and safety incident report.

1. Click Copy.

2. Enter the repeat details for the new incident.

3. Click Copy.

The new incident will now appear in the Health & Safety Administration list.

Overview section

Enter the basic information required to describe a health and safety incident.

1. Click the Edit button.

2. Select the Overview section.

3. Enter or update the basic details about the incident.

   • Note: The reporting person’s details, added during the creation of the incident report, are locked and cannot be edited.

4. Click Save to update the incident report.

Investigation section

Use this section to enter specific details from the investigation, including the nature of the occurrence and any contributing conditions or factors.

Add investigation details to an incident report

1. Click the Edit button.

2. Select the Investigation section.

3. Click Yes if any of the general factors apply to the incident (this will expand the relevant section):

   • Trip or Fall

   • Manual Handling

   • Equipment

   • Chemicals

   • Competency Details

4. Enter comments and observations from the investigation.

5. Select all contributing factors that apply to the incident.

6. Enter notes about the contributing factors.

7. Click Save to update the incident report.

Field response changes

• If you answer Yes to a general factor question (e.g., Equipment) and complete the details, then change the answer to No, the section will collapse. The entered information will remain but will not be included in the report. You can change it back to Yes at any time to include the information.

Injured person section

Use this section to include details if a person has been injured, or has an illness or disease.

Add an injured person record to an incident report

1. Click the Edit icon button.

2. Select the Injured Person section.

3. Select the type of person and enter their contact details.

4. Enter details about the injury or illness.

5. Click Save to update the incident report.

Files/Links section

Use this section to add supporting files or links to the health and safety incident.

Add a file to an incident report

1. Click Edit icon button.

2. Click the Files/Links section

3. Click Add File button.

4. Click Browse to select a file.

5. Add a description (required).

6. Click Upload file.

7. Confirm the upload.

Note: You cannot make changes or delete a saved file.

Once uploaded:

• The file name will appear as a clickable link.

Add a link to an incident report

1. Click Edit icon button.

2. Click the Files/Links section

3. Click Add Link button.

4. Enter link (URL).

5. Add a description (required).

6. Select file type (required).

7. Click Save.

8. Confirm the save.

Note: You cannot make changes or delete a saved link.

Once saved:

• The link name will appear as a clickable link.

Treatment section

Manage medical treatments. The number of records is indicated in the section header.

Add a medical treatment record to an incident report

1. Click the Edit icon button.

2. Select the Treatment section.

3. Enter location details.

4. Enter the date and time of treatment.

5. Enter the name and role of the person who administered the treatment.

6. Enter the name and contact number.

7. Enter the date and notification time.

8. Enter the treatment description and details.

9. Click the Save Treatment button.

10. Confirm the save.

Note: You cannot make changes or delete a saved treatment.

Once added:

• The new treatment record will appear in the treatments list.

• The number in the Treatments section header will increase to reflect the number of treatment records added.

Notified people section

All notified individuals are listed here. The number of records is indicated in the section header.

Add a notified person record to an incident report

1. Click the Edit icon button.

2. Select the Notified People section.

3. Click the Add Notified Person button to display a new form.

4. Select the type (required).

5. Enter the name and contact number.

6. Enter the date and notification time.

7. Click the Save Notified Person button.

8. Confirm the save.

Note: You cannot delete a notified person after submitting.

Once added:

• The new notified person record will appear in the notified people list.

• The number in the Notified People section header will increase to reflect the number of notified person records added.

Witnesses section

All witness records are listed here. The number of records is indicated in the section header.

Add a witness statement to an incident report

1. Click the Edit icon button.

2. Select the Witnesses section.

3. Select who is making the statement: a staff member or someone else (required).

4. Select the staff member’s name from the dropdown menu (required).

5. Enter the time they witnessed the incident.

6. Enter the incident description and details.

7. Click the Save Witness Statement button.

8. Confirm the save.

Note: You cannot make changes or delete a saved witness statement.

Once added:

• The new witness statement will appear in the witnesses list.

• The number in the Witness Statement section header will increase to reflect the number of witness statements added.

Recommendations section

Use this section to manage recommendations. Types of recommendations include:

• Administration

• Elimination

• Engineering

• Other

• Personal Protection Equipment

• Substitution

Multiple recommendations can be included for a health and safety incident.

Add a recommendation to an incident report

1. Click the Edit icon button.

2. Select the Recommendations section.

3. Select the recommendation type from the dropdown menu (required).

4. Enter action details (required).

5. Enter who the recommendation is to be actioned by.

6. Click the Save Recommendation button.

7. Confirm the save.

Note: You cannot make changes or delete a saved recommendation.

Once added:

• The new recommendation will appear in the recommendations list.

• The number in the Recommendations section header will increase to reflect the number of recommendations added.

Notes section

Use this section to manage notes. Multiple notes can be included for a health and safety incident. The number of records is indicated in the section header.

Add a note to an incident report

1. Click the Edit icon button.

2. Select the Notes section.

3. Enter details into the note field.

4. Click the Save Note button.

5. Confirm the save.

Note: You cannot make changes or delete a saved note.

Once added:

• The new note will appear in the notes list.

• The number in the Notes section header will increase to reflect the number of notes added.