Purpose

The purpose of this procedure is to ensure that HSE incident/discrepancy are reported in a way that makes it possible to draw lessons from the undesirable event and reduce the probability of a similar event occurring again.

Scope and anchoring

The procedure applies to all units, employees and students at NTNU

Definition

HSE incident/discrepancy

HSE incident/discrepancy are defined as a «dangerous condition / observation», «near-accident» or «accident». In addition, proposals for improvements related to health, environment and safety at NTNU can be submitted here.

• Improvement proposals: Suggestions for improvements related to health, environment and safety at NTNU.
• Dangerous conditions / observation: Conditions that may lead to the working environment (psychosocial, physical, chemical and biological and / or ergonomic) not being fully justifiable. Example: breach of guidelines, conditions that could potentially cause illness, personal injury and / or damage to / loss of property, damage to the external environment or third parties.
• Near-accident: An incident that under slightly different circumstances could have caused personal injury, illness and / or damage to / loss of property, damage to the external environment or third parties.
• Accident: An incident that has caused personal injury, illness and / or damage to / loss of property, damage to the external environment or third parties.

Operational events

Matters concerning operation are reported to the e-caretaker. Examples of such conditions are light bulbs that have gone out, need minor repairs, cleaning, or temperature adjustment. Persistent problems should, however, be reported as HSE incident/discrepancy.

Serious and reprehensible conditions

In the case of serious and reprehensible matters, which are contrary to legal rules, written ethical guidelines in the company or ethical norms to which there is broad support in society, you may instead of sending a HSE incident/discrepancy give notification about censurable conditions . Examples of such incidents are bullying, (sexual) harassment, violence, threats, corruption and abuse of authority. If you are in doubt about what to do, you can contact your shop steward, or the occupational health service, who has a duty of confidentiality.

Report HSE incident/discrepancy

Reports of HSE incident/discrepancy

Both students and employees can report HSE incident/discrepancy. As a general rule, the HSE incident/discrepancy is handled by the unit to which you belong.

Click here to register a new HSE incident/discrepancy (Form opens in a new window)

Message type: Select from the drop-down menu

Organization: Pre-selected based on Feide login, can be changed

Location / Campus for incident/discrepancy: Select from the drop-down menu

Building and room no./Area: Enter building and room no. where the incident occurred, if applicable. Enter elsewhere if necessary.

Title: Give the HSE incident/discrepancy a descriptive title

Description: Describe the incident/discrepancy as accurately as you can.

Immediate measures carried out: Describe any immediate measures that have been implemented

Should the incident be reported as an occupational injury / occupational disease: Select from the drop-down menu
See here for further information on reporting an occupational injury / illness

Attachments: Here you can upload photos, packaging attachments etc

Name: Pre-filled in at Feide login

E-mail: Pre-filled in at Feide login

Telephone: Pre-filled in at Feide login

Further proceedings

See also Procedure for handling HSE incident/discrepancy

• When you report a incident/discrepancy, the incident/discrepancy is sent to the device to which you belong in Paga.
• The unit's incident/discrepancy handler will assess whether what you have reported should be handled as an HSE incident/discrepancy, or whether the incident/discrepancy should be transferred to another unit / handler. You will be notified per. e-mail when the incident/discrepancy has been approved and handling has started. During treatment, a deadline is set for closure (normally 60 days). Alternatively, you will receive a justification for why the incident/discrepancy has been rejected.
• When the incident/discrepancy is closed, you will receive feedback per. e-mail with the result of the incident/discrepancy handling.

Especially in the case of occupational injury / occupational disease:

• If you have stated that the incident has resulted in an occupational injury / occupational disease, a notification must be sent to NAV. The incident/discrepancy handler contacts the claims handler, who takes care of this.
• The claims handler may contact you in connection with filling in the claim report to NAV. The claims handler then sends the completed form to NAV. A copy is stored in your personnel folder. You will also receive a copy per. mail.
• NAV decides whether the injury / illness is approved as an occupational injury / occupational disease. In that case, you will be able to get reimbursed expenses from NAV. Take care of receipts!
• An occupational injury or occupational disease must be reported to NAV no later than one year after the accident occurred. An occupational disease must be reported within one year after the person became aware of the cause of the disease.
• In some cases, you may have the right to have expenses covered, which are not covered by NAV, through occupational injury insurance in the Government Pension Fund (SPK). In such cases, you must apply for occupational injury compensation from SPK yourself.

Note that special requirements apply in the event of a power accident / power outage. See Power Accident.

Contact

If you have any questions, you can contact the HSE coordinator, safety representative, HR employee at your unit. You can also contact the occupational health service.

About the procedure