All incidents should be reported, including ‘near-misses’ (things which didn’t cause any harm but could have done).
Incident Report forms are in the green Incident Books, which are held in most Faculty offices, receptions, and also by security controllers, residential site supervisors and others.
The forms consist of three copies; white, green and pink. When completing an incident report form, please endeavour to complete the form as fully as possible. Pay particular attention to the following vital pieces of information:-
- Person’s name; always try to get the spelling correct. This makes it easier to follow up the incident or contact the person if necessary.
- Address; home address should be given wherever possible. If this cannot be determined, a work address may be used.
- Occupation; they may be a SHU student, SHU staff, contractor, visitor (includes non-SHU students), or a member of the general public
- Faculty or Department; this is very important, especially for students, even if the accident occurred off-campus (eg at a Hall of Residence). Always ask what Faculty or Department a person belongs to.
- Where did the incident happen; describe the location as fully as you can.
- What exactly happened; This is one of the most important parts, and the more detail we have, the better. Try and give more detail than just “banged head”; what did they bang it on, how did it happen, why do you or they think it happened?
- What was the nature of the injury (eg cut, fracture, concussion, burn); Describe the injury in detail. This is important, as it may have to be reported quickly to the HSE.
- If the person went to hospital, we need to know roughly how long they were detained there. This is vital information. Were they released the same day or night, or were they kept in? This info should go on the incident form, if known, or on a 1st aid or medical emergency form.
- If you are a first aider, and complete a first aid treatment form, please remember that we also need a completed incident form. The first aid form is not sufficient on its own. If you are not completing the incident form, please ensure that someone does.
- If the person is a SHU employee, we need to know if any working time was lost. If you are reporting straight away you won’t know this, but at least indicate if you think it is likely to mean them being off work.
These are perhaps the most important parts of the form. Try and complete all sections, but ensure you give these your fullest attention, and please provide as much detail as you can
Thank you for your co-operation.
The above article has been written by the Health and Safety Service if you wish to contact them regarding this article please call ext 4515.