Purpose

The purpose of this procedure is to ensure that unwanted incidents, discrepancies, and improvement suggestions are processed in a way that enables us to learn from the events and implement necessary measures to prevent recurrence.

Scope and anchoring

This procedure applies to the person responsible for handling messages.

Definition

Responsible for message

The person responsible for handling reports is an individual within the unit who has been delegated this task by the line manager.

See Guideline for reporting and handling HSE incident/discrepancy. See also EQS user manual (in Norwegian) for guidance.

Processing unwanted incidents, discrepancies, and improvement suggestions

Responsible for message

Responsible for message at the unit receives an email from EQS-NTNU when a report of an unwanted incident is submitted. The email contains a link to the report in EQS.

Assess the report

• If the report does not concern an unwanted incident, nonconformity, or improvement suggestion, select “NO, NOT APPROVED”, and follow the instructions in the form to close the case. Always provide a justification.
• If the report is to be handled by your own unit, select “YES, APPROVED for further processing”, and follow the instructions for processing and closing.
• If the report should be transferred to another unit, select “CHANGE RESPONSIBLE UNIT” and follow the instructions for transferring the case.

Note that, as a general rule, reports should be processed by the unit to which the reporter belongs. Incidents related to the campus development project are transferred to the Campus Unification Unit. See NTNU Campus Unification for more information.

Complete the processing form

The form will adapt based on your selections. By hovering over the “?” symbol, you will see explanations. When all fields are completed, click “Subform Completed”. The report can now be closed. See the procedure for closing a report (in Norwegian).

Measures and consultation rounds

EQS can be used to create measures and consultation rounds related to the processing of submitted reports. See the procedure for measures here (in Norwegian).

Assess which measures must be implemented before closing the case and who should carry them out. Consider whether the safety representative and the reporter should be involved in the assessment, and clarify measures with the line manager and the person responsible for carrying them out.

Requests for assistance from the Property Division must be submitted via e-vaktmester. Mark the request with the discrepancy ID number and the measure with the case number in e‑vaktmester.

Illness or personal injury

If the person reporting has indicated illness or personal injury, check whether an injury report has been registered. If not, assess whether one should have been submitted. Contact the sender if clarification is needed. See Reporting Occupational Injury (in Norwegian)

Claims handler

See information for claims handlers here (in Norwegian).

Occupational health service (BHT)

The Occupational Health Service at NTNU reviews submitted reports with particular focus on serious incidents, personal injuries, and trends. They may contact the report handler for more information. See the Regulations concerning Organisation, Management and Employee Participation, 13-2.

Reporting

Emails from the EQS System

EQS automatically sends the following emails:

• “[EQS NTNU] You are the report handler for ID xxx” when a new report is registered.
• Notification to the claims handler in cases of occupational injury/illness.
• “[EQS NTNU] The report ‘xxx’, ID xxx has been closed” sent to the reporter when the case is completed.
• Notifications related to measures and consultation rounds.

Forms and measures are sent to relevant internal and external parties.

Cases requiring processing outside EQS

• Personal data must not be registered in EQS.
• Injuries or occupational illnesses requiring medical treatment or resulting in incapacity for work must be reported to NAV. The claims handler completes the form.
• Save a copy of the form submitted to NAV and any DSB form in the employee’s/student’s file. See the procedure for processing reports of occupational injury/illness (in Norwegian).

Additional information

• Assess who should receive a letter or memo about the case, such as the police, other NTNU units, collaborating organisations, other companies, or the Norwegian Public Service Pension Fund. Contact local HR if unsure.
• Reports can be exported as PDF from EQS and sent directly as email attachments. Consider whether encryption is necessary.

Contact

• For questions about reporting occupational injuries or illnesses, contact your local HR representative.
• For access changes, contact the HSE advisor/coordinator at your faculty/department.
• The EQS system administrator can be reached at hms@ntnu.no.

About the procedure