Hazard and incident, investigation and reporting procedure
Procedure
Intent and objectives
RMIT is committed to providing and maintaining a safe and healthy workplace. The immediate reporting of all incidents or hazards is imperative to enable legislative compliance, to ensure worthwhile investigation and for prompt implementation of appropriate remedial action to prevent a recurrence.
Scope
RMIT University-wide.
Exclusions
None
Procedure steps and actions
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Procedure |
Responsibility |
Timeline |
Kits |
|---|---|---|---|
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1.Where an incident involves personal injury, attend to the injured person. Contact the nearest first-aider and notify emergency services and RMIT Security if necessary. |
Injured person or person nearest the incident scene. |
Immediate | |
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2.All hazards, incidents and accidents involving RMIT University staff, students or property, or other persons or property for which the University has a legislative responsibility, must be reported using the RMIT University Incident Report Form or the online equivalent, SafetySuite. Incidents Report Forms are available from school offices, health and safety representatives, Human Resources, RMIT Security, Campus Nurse Service, and Student Hubs. Report the hazard or incident immediately to the relevant manager. In the case of:
In circumstances such as stress and bullying where a direct supervisor is alleged to be the cause of an incident, the Incident Report Form can be forwarded directly to the next level of management or to Human Resources. Safety Suite has a provision for inputting confidential incidents. All alleged incidents of bullying will be taken seriously and followed up by HR. HR will formally acknowledge the receipt of the incident and will provide options to the individual to progress the resolution of the issue. |
Person involved in the incident or the person who is notifying the hazard. Where this is not possible, by the supervisor of the person/area/activity. In some cases involving visitors or students not under supervision, the person administering initial treatment. |
As soon as possible following the incident. Staff must be aware that an entitlement to compensation may not exist if notice of an injury was not given within 30 days. | |
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3. The person to whom the hazard or incident is reported must determine whether the incident is a Notifiable Incident as defined (see definitions). |
Manager or senior person at site of incident | ||
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Notifiable Incident (see definitions) follow Steps 6, 7, 8, 9 10, 11 and 12. All other incidents follow Steps 4, 5, 11 and 12. | |||
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4. All reported hazards and incidents must be investigated. The investigation must be conducted by the relevant manager with the health and safety representative of the designated work group and other relevant staff. Expert advice and assistance can be provided by Human Resources. An investigation report will be prepared by the manager with recommendations for action to prevent a recurrence. Consultation on the type of risk control measures to be introduced must include the health and safety representative and all staff members impacted on by the introduction of such measures. |
Manager of staff or supervisor of student or of the area where the incident occurred. Where an Incident Report Form containing confidential information is forwarded directly to Human Resources, an investigation will be conducted by Human Resources. |
Within 2 weeks of the hazard or incident being reported. |
Incident Investigation Guidelines |
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5. The Incident Report Form, investigation report and proposed remedial action are forwarded to the Head of School/Executive Director for completion and signing of the relevant section of the Hazard/ Incident Report Form. The completed form and agreed action is signed by the Head of School/Executive Director and the health and safety representative. |
Manager/Head of School/Executive Director and health and safety representative. | ||
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NOTIFIABLE INCIDENTS |
WorkSafe Guide to Incident Notification |
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6. Ensure the site of the incident remains undisturbed and immediately notify the Head of School/Executive Director and Human Resources. Where the incident occurs out of hours contact RMIT Security on extension 53333 |
Manager |
Immediate | |
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7. Human Resources or Property Services will immediately notify WorkSafe Victoria of the incident. The site must remain undisturbed until an inspector arrives at the site or as directed by an inspector when WorkSafe is notified. The site of a notifiable incident may only be disturbed before an inspector arrives or issues a direction to do so, in circumstances where it is essential to provide aid to the injured person or to protect the safety of other people. |
Human Resources or Property Services |
Immediate phone call to WorkSafe Victoria on telephone number 132 360. | |
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Human Resources will provide a written record of the incident to WorkSafe Victoria within 48 hours. |
Human Resources |
Written record within 48 hours | |
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Notification of the incident will also be given to the relevant Pro Vice-Chancellor, Vice President Resources, Executive Director Human Resources and the Executive Director Property Services where appropriate. |
Human Resources |
Email notification within 48 hours | |
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8. Human Resources will co-ordinate an investigation of the incident in conjunction with the Head of School/Executive Director/health and safety representative of the designated work group and relevant staff. A written report will be prepared and will include agreed actions to prevent a recurrence. Consultation on the type of risk control measures to be introduced must include the health and safety representative and all staff impacted on by the introduction of such measures. |
Human Resources, Head of School/Executive Director, health and safety representative. |
Within 2 weeks of the hazard or incident being reported. |
Incident Investigation Guidelines |
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9. Where an inspector visits the site to investigate the incident on behalf of the statutory authority, the Head of School/Executive Director must be available to meet and co-operate with an inspector as required under legislation. A representative from Human Resources will also attend meetings with inspectors to provide support and advice. |
Head of School/Executive Director and Human Resources |
As required | |
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10. Agreed actions will be communicated to relevant staff and implemented within the set time frames. |
Head of School/Executive Director. |
Communication to staff within 5 days of receiving report. Actions implemented within agreed time frames. | |
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11. Copies of the signed Incident Report Form are distributed as follows: White Copy: Human Resources – Where initial treatment is provided by a University First Aider, attach a copy of the First Aid Treatment Report. Yellow Copy: Health and Safety Representative Green Copy: Head of School/Resources Group Pink Copy: Injured person or person reporting the hazard (the return of this copy is considered to be the University’s official acknowledgement of the receipt of the notice of injury as required under legislation). SafetySuite will automatically send email notifications to Human Resources, the Health and Safety Representative, the Head of School/Resources Group and the injured person or person reporting the incident. |
Head of School/Executive Director. |
Within 5 days of all documentation being finalised. | |
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12. RMIT University will maintain a central database of all hazards and incidents involving University staff, students or property. This data will be used to identify trends, plan new initiatives, produce reports and to meet statutory record-keeping requirements |
Human Resources |