EHS Incident Reporting
On this page:
About EHS Incident Reporting
- A new Incident Reporting and Investigation procedure has been implemented at the University in 2007.
- Refer to the Incident Reporting Flow Chart for an overview of the incident reporting process.
- The new procedure includes an electronic incident reporting system in Themis.
When and how to report an incident
- Incidents are now reported via Themis - see the side bar of this page for more information. Detailed instructions are available on the Help page.
- The person reporting an incident completes up to three screens of information (Person Details, Witness Details and Incident Details). The incident report is sent via Themis to the reporter's supervisor or another person nominated by the reporter.
What incidents should be reported?
Staff, students, contractors and visitors should complete an incident report form for any EHS incident, including:
- Injuries or illnesses,
- Incidents or near misses,
- Property loss or damage,
- Environmental damage, or
- Theft
that occurred at a University of Melbourne campus, a University of Melbourne controlled entity or whilst undertaking any University-sanctioned activity. For more information, see EHS Manual 14.1.New. Incident Reporting.
When to report an EHS incident
- High Consequence incidents should be reported immediately by contacting the on-call EHS Adviser via the Parkville Campus Security Control Room on (03) 8344 6666. These incidents may require notification to WorkSafe Victoria by the EHS Unit. Refer to Safety Bulletin 01/07 - Serious Injury & Incident Notification for guidance.
- Other incidents should be reported within 24 hours of becoming aware of the incident, injury or illness. For more information, see EHS Manual 14.1.New. Incident Reporting.
Incident Review, Response and Investigation
The role of the supervisor or nominated recipient
The supervisor is required to complete two screens of information (Incident Response, and Incident Investigation & Classification). These screens assist the supervisor, employee and health & safety representatives (if applicable) to investigate the incident, determine corrective actions and monitor the completion of corrective actions. The supervisor may send copies of the incident report (excluding names of injured persons) to Asset Services (Maintenance) or an elected health & safety representative.
An Incident Investigation S4 Form has been developed to assist supervisors, EHS officers, health & safety representatives and staff to undertaken incident investigations.
A Witness' Record of Events S5 Form has also been developed to record information from witnesses.
EHS Unit Actions
All incidents are reviewed by an EHS Advisor to determine the suitability of corrective actions.
Monitoring the progress of incident reports
Incidents may be monitored by the reporter and the supervisor by selecting Review status of existing incident report in the Staff Self Service menu in Themis.
Incident Forms and Documentation
- Themis Incident Report
- Incident Report (New S3 Form) (use this only if you do not have access to Themis)
- Incident Investigation (S4 Form)
- Witness' Record of Events (S5 Form)
- Incident Reporting and Investigation Procedure
- Incident Reporting Flow Chart