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Incident/Hazard Reporting

Staff are responsible for reporting all hazards, near misses, incidents and injuries to their manager immediately in accordance with the Swinburne Incident / Hazard Reporting procedure

If your manager is not available you should report the incident or hazard to the next senior manager.

Swinburne's online OH&S management system, Riskware, should be used for reporting all hazards and incidents from 6 March 2014. Riskware replaces the paper-based OH&S incident/hazard system for reporting and managing incidents, injuries, hazards and OH&S risks.

If an injured person is unable to enter the incident/hazard another person can enter it on their behalf.

You can access information about how to notify an incident/hazard using the links below

What to do if a staff member is injured

  • Arrange first aid and support for the injured team member as appropriate. The University has a network of first aid officers [link]
  • Ensure that the injury is reported in Riskware within 24 hours of the occurrence
  • If the injury is work-related and there are medical costs or time lost resulting from the injury, inform the injured employee of their eligibility to claim workers' compensation. (Click here Has your injury occurred at work?)
  • Support the worker as required through any injury management and return to work programs

What to do if a student is injured

  • Only staff members can log an incident therefore if a student, visitor or contractor is injured a staff member will need to arrange for the incident/injury to be reported using Riskware.
  • Arrange first aid and support for the student as appropriate. Swinburne has a network of first aid officers. Click here for a listing of Wardens and First Aid Contacts. Note that all security personnel are also trained first aiders.

The manager of the person making the report must:

  • Take action to prevent any person being further exposed to the hazard.
  • Contact an OH&S Consultant immediately on 0449-161-585 or 0404-006-987 if there is a serious incident or dangerous occurrence in the workplace. For definitions of what is a serious incident or dangerous occurrence? see below.
  • Enter the incident / hazard details into Riskware within 24 hours of the occurrence
  • Where managers need further assistance to complete the report in Riskware they should contact HR Assist for further assistance
  • Conduct an investigation with the worker, consulting with your health and safety representative and / or OH&S Consultant as required
  • Identify the factors which may have contributed to the hazard or incident
  • Assess the level of risk associated with the hazard and determine controls / actions to eliminate the hazard or reduce the risk
  • Implement controls to prevent a recurrence and allocate responsibility for actions and timeframes

What is a serious incident or dangerous occurrence?

In the event of a serious incident or dangerous occurrence the manager is to notify the OH&S Consultant immediately (24/7) on 0404-006-987 (speed dial 3188)

You must preserve the scene of the incident pending discussion with the OHS Consultant.

A serious incident or dangerous occurrence is one that must be reported to WorkSafe. Compliance with the OH&S Act 2004 requires the employer to notify WorkSafe immediately after becoming aware of an incident at a workplace which results in a serious injury or an incident

Once you have reported the incident to an OH&S Consultant they will notify WorkSafe.

A Serious injury is defined in accordance with the OH&S Act 2004 as being:

  • the death of a person; or
  • a person requiring medical treatment within 48 hours of exposure to a substance; or
  • a person requiring immediate treatment as an in-patient in a hospital;
  • a person requiring immediate medical treatment for
    • The amputation of any part of his or her body
    • A serious head injury
    • A serious eye injury
    • The separation of his or her skin from an underlying tissue (such as de-gloving or scalping)
    • Electric shock
    • A spinal injury
    • The loss of bodily function;
    • Serious lacerations;
    • any other injury to a person or other consequences prescribed by the regulations

A Dangerous Occurrence is defined by the OH&S Act 2004 as being one of the following:

  • the collapse, overturning, failure or malfunction of, or damage to any plant or equipment that the regulations prescribe must not be used unless the plant or equipment is licensed or registered; or
  • the collapse or failure of an excavation or of any shoring supporting an excavation; or
  • the collapse or partial collapse of any part of a building or structure; or
  • an implosion, explosion or fire; or
  • the escape, spillage or leakage of any plant or equipment, substance or object; or
  • the fall or release from a height of any plant or equipment, substance or object

In the case of a notifiable incident you will need to provide the following information:

  • the name and address of the place where the incident occurred;
  • the name of any injured people;
  • the details of the injury and a brief description of what occurred;
  • contact details of a person at the incident site; and
  • whether the police, an ambulance or other emergency service is attending or has attended the scene.

The OH&S Consultant will notify WorkSafe. A reference number will be issued by Work Safe that is proof of immediate notification. The OH&S Consultant will then ensure written notification of the incident is given to WorkSafe within 48 hours of the manager becoming aware of the incident

If you need further information please contact HR Assist for assistance.