Goulburn Ovens Institute of TAFE Procedure no. CS15-P75 Refer OS Polic! no. CS15 (Copy on Web Site)
Title" Incident Re#ortin$ Re#ortin$ %nd Investi$%tion Investi$%tion Procedure Procedure E&ecutive '%n%$e(ent %##roved" )*5*+,,5 Revieed" 1+*1,*,5 1/*1*,/ 1/*1*,/ 1+*/*,7 10*0*, 1)*,2*+,11 1)*,2*+,11 Responsible Officer: Officer: OHS Coordinator Coordinator Authorising Officer: Officer: Deputy Director Review: Biennial (!th April "#
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I3CI4E3T REPORTI3G A34 I3ESTIGATIO3 PROCE46RE 1.
P6RPOSE • •
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to ensure all OHS incidents are reported; to ensure all OHS incidents are investigated appropriately, with a view to prevention of similar occurrences; to ensure compliance with legal reuirements for incident notification to the !ictorian Wor"cover #uthority$
SCOPE %his procedure is applicable to all incidents&' that occur on nstitute premises, *or; that occur on nstitute premises under the control of nstitute staff, *or; involve nstitute staff or students, while involved in wor" related to nstitute business or programmes$ • • •
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4EFI3ITIO3S nc nciden dent&
#n unp unpllanned nned even eventt re resul sultin ting in in, or or ha having ving pote poten ntial tial for for in+ in+u ury, ry, ilill health, damage or other loss$ ncidents ncidents may involve actual or potential in+ury*illness, property*environment property*environment damage, motor vehicle accidents or near'misses$ near'misses$
Haard&
#ny source or situation with a potential for harm in terms of in+ury*illness, in+ury*illness, damage to property*plant*euipment, property*plant*euipment, or damage to the environment$
-ear -ear .iss .isses es&&
-ear -ear .iss .isses es may may be be inc incid iden ents ts that that invo involv lve e ver very y min minor or loss losses es or no loss as such, and when there is no in+ury*illness in+ury*illness involved$ -ear' misses, however highlight wor"place wor"place haards and the need to initiate corrective action, eg& tripping without falling$
Staff&
Staff refers to any persons employed by the nstitute, whether employment employment is ongoing, fi/ed term, part'time or casual*sessional$
Supe Superv rvis isor or&&
#n nst nstit itut ute e Staf Stafff memb member er with ith supe superv rvis isor ory y resp respon onsi sibi bili liti ties es,, eith either er of students or other staff$ Staff supervisors will include Commercial .anagers, Support .anagers, and 0/ecutive Officers$ Student Supervisors will include teaching staff, as well as the listed staff supervisors$ supervisors$
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Procedure no. CS15-P75
6is"&
Incident Re#ortin$ %nd Investi$%tion Procedure
# ris" is the li"elihood that e/posure to a haard will result in in+ury or disease
6is" #ssessment& %he process of analysing all of the ris"s associated with haards and evaluating them to determine steps for ris" control and priorities$ 6is" #ssessment considers two (5) main factors&' the li"elihood that the haard will result in in+ury*illness, loss or damage to the environment, property, plant or euipment$ %his assessment of li"elihood also needs to consider freuency or e/posure to the haard the potential severity of that in+ury, illness, loss or damage •
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6is" Score&
%he ris" score is the number allocated following ris" assessment, which describes the level of ris", ranging from H (very high ris") to 7 (very low ris")$ %he ris" score is also used to identify the priority and timeframe of response to the identified haard$
6is" Control&
6is" Control is a method of managing the ris", which involves ta"ing actions to eliminate *or reduce the li"elihood that e/posure to a haard will result in in+ury*disease$ %here is a hierarchy of control measures to be followed with the primary emphasis on controlling the haards at source$ .ethods of 6is" control in preferred priority order are&' 0limination Substitution solation 8 enclosing or isolating a haard 0ngineering controls*6edesign 8 changing processes, euipment, tools #dministrative controls 8 changing wor" procedures 9ersonal 9rotective 0uipment
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-otifiable ncident& -otification is reuired to the !ictorian Wor"cover #uthority where an incident at a wor"place or euipment site results in&' (a) the death of any person (b) a person reuiring medical treatment within 4: hours of e/posure to a substance (c) a person reuiring immediate treatment as an inpatient in a hospital (d) a person reuiring immediate medical treatment for& amputation serious head in+ury serious eye in+ury separation of s"in from underlying tissue (for e/ample degloving or scalping) electric shoc" spinal in+ury loss of bodily function serious lacerations • • • •
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Procedure no. CS15-P75
Incident Re#ortin$ %nd Investi$%tion Procedure
-otifiable angerous Occurrence& # angerous Occurrence is an incident at a wor"place which may seriously endanger the health and safety of people in the immediate vicinity&' the collapse, overturning, failure or malfunction of, or damage to, any item of plant listed in Schedule 5 of t he OHS 6egulations 533<; the collapse or failure of an e/cavation, or the shoring support of an e/cavation; the collapse or partial collapse of any part of a building or structure; an implosion, e/plosion or fire; the escape, spillage, or lea"age of substances; the fall from a height of dangerous or heavy ob+ects$ •
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PROCE46RE 2.1 I3CI4E3T REPORTI3G PROCESS %he nstitute &ncident Reporting 'lowchart outlines the steps involved in ncident .anagement$ %here are = main steps&' 4$1$1
mmediate 6esponse to an ncident • • •
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Significant ncidents reported immediately to OHS Coordinator, and -otifiable ncidents *or angerous Occurrences immediately reported to !ictorian Wor"cover #uthority$ •
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#ppropriate first aid*.edical treatment arranged if reuired ncident reported to supervisor verbally Supervisor ta"es any steps reuired to protect t he health and safety of all persons following incident
-otifiable ncidents or -otifiable angerous Occurrences reported to OHS Coordinator OHS Coordinator co'ordinates notification to !ictorian Wor"cover #uthority if reuired n the case of a wor"place death or notifable incident, where practicable, the site of the incident must be preserved (ie& not disturbed) until directed by a Wor"cover nspector$ n the event that the OHS Coordinator is not available, the incident must be reported to the Organisational evelopment .anager$ n the event that the Organisational evelopment .anager is not available, the senior most manager aware of the incident, should notify the !ictorian Wor"cover #uthority on 9h& 1>5 >?3 # !ictorian Wor"cover #uthority ncident -otification @orm must be completed and forwarded to Wor"cover within 4: hours of incident$
ncident ocumentation and nvestigation •
Completion of ncident 6eport @orm 8 9art # (ncident -otification)
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Procedure no. CS15-P75
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4$1$4
Incident Re#ortin$ %nd Investi$%tion Procedure
f it is not possible for the involved person to complete the nstitute ncident 6eport form, the staff or student supervisor, or another responsible officer is to complete the form on their behalf$ @a/ ncident 6eport @orm, to Organisational evelopment within 4: hours of incident Completion of ncident 6eport @orm 8 9art A (ncident @ollow' up) is to be completed for all .a+or ncidents (6eportable to Wor"Safe) or accidents reuiring a doctor or a hospital visit$ ncident follow'up conducted within department by supervisor, with involved person and Health and Safety representative as appropriate ncident follow'up to include& a$ identification of contributing factors to incident b$ ris" assessment c$ development of ris" control measures in a Corrective #ction 9lan, according to hierarchy of ris" controls ncident 6eport @orm 8 9art A, completed and sent to Organisational evelopment within > days of ncident -otification$ OHS Coordinator involved in further #ccident nvestigation process or 6is" #ssessments if reuired, eg& for serious incidents or incidents involving manual handling, chemical substances, plant*machinery$
mplementation of 6is" control measures within Corrective #ction 9lan •
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Corrective #ction 9lan including 6is" control measures, implemented by department %he Corrective #ction 9lan may include multiple ris" control measures, for e/ample interim control measures that can be implemented immediately, and longer term control measures that may be more effective$
4$1$= @ollow'up to ensure that implemented ris" control measures are effective •
Steps ta"en to ensure that implemented ris" control measures are effective 8 may involve supervisor, health and safety representative *or OHS Coordinator
2.+ RESPO3SII8ITIES 2.+.1
All St%ff %nd Students •
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#ll Staff and students are reuired to report any incidents, Bnear misses, actual or potential haards to their supervisor or elected Health and Safety 6epresentative as soon as possible$ t is e/pected that staff and students report incidents promptly, ie& on the day the incident occurred$ ncidents should be reported verbally and then in writing using an nstitute &ncident Report 'or) nstitute Staff should ensure that incidents that involve visitors t o the nstitute, are also reported$
2.+.+ Contr%ctors 12*34*5311
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Procedure no. CS15-P75
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2.+.0
Incident Re#ortin$ %nd Investi$%tion Procedure
#ll contractors engaged by the nstitute are reuired to report any incidents, Bnear misses, actual or potential haards to the Campus Service Co'ordinator or relevant nstitute representative$ ncidents must be immediately reported verbally, and then subseuently using an nstitute &ncident Report 'or) f any notifiable incidents or dangerous occurrences occur involving Contractors, these must be immediately reported to the relevant nstitute 6epresentative, and appropriate notification made to the !ictorian Wor"cover #uthority by the Contractor$ #ll incidents involving contractors are to be investigated by the contractor in con+unction with the nstituteDs relevant Health and Safety 6epresentative *or OHS Coordinator$ %he contractor must implement identified corrective or preventative ris" control measures$ f the involvement of the nstitute is reuired in relation to the implementation of ris" control measures, the contractor must advise the relevant nstitute representative$
Su#ervisors*'%n%$ers •
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0nsure that all staff are aware of the incident reporting procedure and the importance of prompt reporting of incidents$ Supervisors*.anagers are responsible for ta"ing any immediate steps reuired following an incident to render the area safe, and protect the health and safety of all persons Supervisors must ensure that if first aid is reuired as a result of an incident, this is arranged appropriately$ Supervisors*.anagers are responsible for ensuring that the nstitute ncident reporting and investigation procedure is implemented within areas under their control, or where t heir staff *or students are based$ %his includes following recommended timeframes for incident reporting, and notification via telephone to the OHS Coordinator for significant incidents$ .anagers are responsible for ensuring that all incidents are reported according to regulatory and nstitute reuirements$ @or notifiable incidents *or dangerous occurrences, if the OHS Coordinator and the Organisational evelopment .anager are unavailable, senior managers should report directly to the !ictorian Wor"cover #uthority on 9h& 1>5 >?3, and notify the OHS Coordinator of their actions$ Supervisors must chec" that the &ncident Report 'or is fully completed$ Signing the ncident 6eport @orm indicates that supervisors are aware of the incident, are reasonably sure that the information is correct and are committed to an agreed prevention action$
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Procedure no. CS15-P75
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Supervisors should involve the relevant Health and Safety 6epresentative to assist in the ncident @ollow up*nvestigation process, where incidents have been assessed as having a ris" score of 1, 5 or >$ Supervisors are responsible for ensuring that appropriate ris" control measures are developed within the Corrective #ction plan, and for the implementation of these ris" control measures$ Supervisors should also ensure that ris" control measures that have been implemented are effective and that additional haards have not been created as a result$ %he nstitute OHS Coordinator should be contacted for assistance with this if reuired$
e%lt9 %nd S%fet! Re#resent%tives •
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2.+.5
Incident Re#ortin$ %nd Investi$%tion Procedure
Health and Safety 6epresentatives may be involved immediately following an incident to assist with steps reuired to ma"e the area safe, to protect the health and safety of all persons$ Health and Safety 6epresentatives may be involved to assist with incident investigation and development of appropriate ris" control measures$ n their capacity as OHS Committee members, Health and Safety 6epresentatives monitor incident trends and ma"e recommendations regarding preventative action$
Institute OS Coordin%tor •
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%he OHS Coordinator is to co'ordinate reporting of all notifiable incidents or dangerous occurrences to t he !ictorian Wor"cover #uthority$ %he OHS Coordinator is to assist with investigation of significant incidents, in consultation with Supervisor*.anager and Health and Safety 6epresentative$ 6eview of ncident 6eport @orm completion and monitoring of the ncident 6eporting and nvestigation 9rocedure is to be underta"en by the OHS Coordinator, including assessment of developed corrective action plans, identified ris" control measures and implementation$ %he 6egister of ncidents is to be maintained by the OHS Coordinator, within Organisational evelopment$ #n incident summary report is to be provided to the OHS Committee by Organisational evelopment to monitor incident trends and corrective actions$
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Procedure no. CS15-P75
5.
Incident Re#ortin$ %nd Investi$%tion Procedure
4OC6'E3TATIO3 •
OS Polic! - CS15
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Incident Re#ort For( : FO-,1
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Incident Re#ortin$ Floc9%rt ;Att%c9ed<
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=or>s%fe Public%tion" Controllin$ OS %?%rds %nd ris>s - A 9%ndboo> for or>#l%ces : O4O-,+
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=or>s%fe Public%tion - OS Act Su((%r! : O4O-,2
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First Aid Procedure 8 CS15-P,
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Occupational Health and Safety #ct (5334)
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Occupational Health and Safety (ncident -otification 6egulations), 122<
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0uipment 9ublic Safety (ncident -otification) 6egulations, 122<
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Occupational Health and Safety (ssue 6esolution) 6egulations, 1222
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!ictorian Wor"cover #uthority ncident -otification @orm (to be obtained from nstitute Organisational evelopment Enit)
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Procedure no. CS15-P75
Incident Re#ortin$ %nd Investi$%tion Procedure
I3CI4E3T REPORTI3G F8O=CART I3CI4E3T 9ersonal, 9roperty, 0nvironment, -ear .iss, .otor !ehicle #ccident$
#ppropriate first aid*medical treatment if reuired, and 6eport to Supervisor verbally
Supervisor ta"es steps reuired to protect health and safety of all persons following incident
ncidents involving significant in+ury*illness reported immediately to OHS Coordinator by telephone or fa/$ f OHS Coordinator is not available, Supervisor is to report incident to Organisational evelopment .anager
ncident 6eport @orm (9art #, ncident -otification) completed signed by nvolved person, with supervisor (f it is not possible for the involved person to complete the ncident 6eport @orm, the Supervisor or another responsible officer is to complete the form)
9art # of ncident 6eport @orm (ncident -otification) fa/ ed to Organisational evelopment within 4: hours of incident
ncident follow up conducted within epartment by supervisor, with the involved person and the Health and Safety 6epresentative as appropriate
OHS Coordinator actions receipt of ncident 6eport @orm, using nstitute ncident 6eporting #ction Sheet& recording on database • notification to in+ured*ill staff • notification to > rd parties 8 Wor" Safe !ictoria, • @acilities*nstitute nsurer notification to other nstitute staff if appropriate 8 • .anagement, Head of Campus, @acilities, Health and Safety 6ep 7iaison with nstitute staff regarding Wor"cover if • indicated
ncident 6eport @orm (9art A, ncident @ollow'up) completed$ 9art # 9art A of ncident 6eport @orm sent to Organisational evelopment within > days of ncident -otification
Ai'monthly ncident Summary 6eport provided to OHS Committee for review and discussion
Once ris" control measures are in place, Supervisor and Health and Safety 6epresentative monitor to ensure effectiveness
(epartment to retain copy)
Steps ta"en by epartment to implement Corrective #ction 9lan
#ny further haards*concerns re& ris" control measures, unsafe practices notified to relevant .anager OHS Coordinator monitors progress*resolution of OHS issues haards$ Once issue resolved, ncident 6ecording database noted accordingly
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