Accident and hazard reporting

How to report an accident or hazard

You can either use the:

Please use the online incident report form. The Microsoft Word form (DOC, 73.0KB)should only be used for confidential reports and when you cannot access the online report.

Unless it is inappropriate in the situation, a copy of the report must be sent to your manager or supervisor.

Note: if a person cannot lodge a report themselves you can do it on their behalf.

What should be reported?

Any injury that occurs on campus or while you are on University business or under the direction of Deakin staff must be reported. Serious personal medical events that occur on campus should also be reported.

Incidents that may have result in injury (called near misses) should also be reported. Hazards with the potential to cause damage to people, the environment, property, plant or equipment should also be reported. OHS hazards associated with public areas, fixtures such as toilets and lights, and fittings such as carpets should be lodged directly with the Infrastructure and Property Group via a Work Request. If you identify a hazard and you cannot fix it quickly, you should report it.

Some examples of reportable incidents include:

  • injuries to staff while travelling on University business,
  • injuries to students on student placements, study tours or field trips,
  • hazardous use of equipment on campus such as using a drone close to people,
  • threatening behaviour, abuse or other threats of physical or psychological harm to another person,
  • injuries or other adverse events in Deakin supervised student activities such as sports, practical classes or workshops,
  • first aid treatments,
  • an incident that involves narrowly avoiding serious injury (“near miss”).

Serious injuries and incidents

There is a statutory requirement in Victoria to report all serious injuries and other incidents to WorkSafe Victoria. This applies to injuries involving anyone on Deakin premises, including visitors or contractors. There is also a requirement to report electrical accidents to EnergySafe Victoria.

Please contact the Health, Wellbeing and Safety immediately on (03) 522 72869 (Geelong / Warrnambool) (03) 924 68175 (Melbourne)

Incident Management

Supervisors and managers responsibilities

Supervisors and managers are required to follow the following steps after they become aware of non-trivial incident report from a staff member:

  • Step 1: Discuss the injury or incident with the staff member involved. The main purpose of the discussion is to enquire about the welfare of the staff member and offer any additional assistance needed.

  • Step 2: Understand how the incident occurred and what can be done to prevent a re-occurrence. (There must be no attempt to attribute blame.).
    Use the “Ask Why?” approach to identify the root causes of the incident (please see below).
    Unless otherwise advised, it is the responsibility of the manager of the staff member, student or contractor to follow up (investigate) the incident.

  • Step 3:Put in place appropriate control or remediation measures to prevent the incident occurring again. Incident follow up should commence within 48 hours or as soon as reasonably practicable after the manager is informed of the incident. Where a corrective action involves another area of the University, for example Facilities Services, it is the responsibility of the manager to advise them of this and follow up until it is resolved. In the case of Facilities Services and Campus Services this would be done through the Work Request system.

The manager or local OHS professional may be requested by Health, Wellbeing and Safety to carry out a formal, documented investigation using the Manager Accident Analysis Report (DOCX, 31.9KB).

Where the work area has an OHS representative (OHSR), the manager is required to give the OHSR an opportunity to be involved in the investigation.

Incident Investigation: Ask Why?

Jane is hit in the eye by a small piece of grinder stone when sharpening a work tool.

  1. Why – The grinding stone broke (presenting cause)
  2. Why - The stone was in poor condition (contributory cause)
  3. Why – The stone had not been inspected or maintained (contributory cause)
  4. Why – There was no inspection or maintenance program (root cause)
  1. Why – Jane was not wearing eye protection (presenting cause)
  2. Why – Eye protection was not readily available (contributory cause)
  3. Why – There was no safe working procedure (contributory cause)
  4. Why – Jane was not given any training in the use of the grinder (contributory cause)
  5. Why – It was assumed that Jane was competent in the use of the grinder (contributory cause)
  6. Why – There was no safe system of work (root cause)
  1. Why – There was no guard on the grinder (presenting cause)
  2. Why – The guard had been taken off because it was in the way (contributory cause)
  3. Why – The guard was never replaced (contributory cause)
  4. Why – Everybody believed it was important to get the job done quickly (contributory cause)
  5. Why – There was no inspection program (contributory cause)
  6. Why – There was no commitment to safety (root cause)

Corrective Actions

  1. Implement an inspection and maintenance program
  2. Create a safe system of work including Safe Work Procedures, training and provision of eye protection
  3. Provide supervision to reinforce safe work practices.

OHS Incident Reporting Standard

Further information is provided in the OHS Incident Reporting Standard


Further help

If OHS matters are not adequately addressed you can take them up with:

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