A good system for reporting and handling HSE incidents and discrepancies helps ensure a safe working environment for employees, students, and others at NTNU.

Purpose

The guideline aims to ensure that unwanted incidents, discrepancies and improvement suggestions are reported and handled. This allows us to learn from incidents and implement measures to prevent recurrence

Scope and basis

The guideline applies to all units at NTNU and is based on Regulations relating to Systematic Health, Environment and Safety Activities in Enterprises (Internal Control Regulations) § 5, 7th point.

Definitions

Unwanted incident

An event that has or could have caused harm to people, the environment or property.

Discrepancy

Violation of laws, guidelines, procedures or routines.

Improvement suggestion

Reasoned proposals for improvements to prevent unwanted incidents and improve the working environment.

Responsibilities

Rector

The Rector is responsible for ensuring that NTNU has a system for reporting and handling incidents, as well as monitoring trends and reporting.

Line manager

The line manager is responsible for ensuring that the guideline is known and followed, that incidents are reported and handled, and that measures are implemented within a reasonable time.

See Procedure for handling of HSE incident / discrepancy

Local HSE administrator / HSE coordinator

The local HSE coordinator must annually update functions in EQS and ensure that the correct persons are registered. This role is usually handled by an HSE advisor / coordinator at the faculty or department level.

See user guides for EQS.

Employees / students

All employees and students must report unwanted incidents, discrepancies and improvement suggestions.
See Procedure for reporting an unwanted HSE incident or improvement proposal.

Reporting and handling of unwanted incidents, discrepancies and improvement suggestions

Organization

Rector (via the HSE section)

• has system responsibility for NTNU’s solution for reporting and handling incidents.
• must look for trends and identify and initiate corrective measures.
• must report statistics to the Workplace Environment Committee (AMU) and NTNU’s board.

Responsible for message

• must handle reports within a reasonable time by identifying causes and implementing measures.
• must classify incidents, ensure quality of processing, collect necessary information, and ensure that reports do not contain sensitive personal data.
• must cooperate with safety representatives and follow up on implementation of measures.
• Must ensure necessary reporting (see “Reporting”).

Safety representative

• must have access to all reports and case processing within their safety area.
• must ensure that the line manager follows up on reports and assist as needed.

Employees and students

• must report and describe incidents as soon as possible and, if relevant, propose measures.
• in case of serious personal injury or death, must notify the line manager immediately. If the manager does not respond, call NTNU’s emergency phone (800 80 388). Immediate handling of the situation and notifying emergency services takes priority.

Reporting

Responsible for message

• must assess whether accidents involving hazardous / dangerous substances should be reported using DSB’s form. The regulation does not specify a concrete threshold for reporting, but incidents that are not considered normal situations must be reported to DSB.

Local unit

• Must report statistics to the Local Working Environment Committee (SAMU) or local HSE forum.
• In case of serious accidents or near misses, must send a deviation report and analysis to SAMU, LAMU, or local HSE forum.
• Must ensure registration in the exposure register when required.
• Must inform partners when incidents or nonconformities occur in areas with coordinated operations.
• In case of accidents resulting in serious injury or death, must notify the line manager immediately so that the police and the Norwegian Labour Inspection Authority (AT) are informed. Notification to AT must also be confirmed in writing by the manager using the form Notice of occupational accident involving serious or fatal injury (arbeidstilsynet.no).
• In case of occupational injury or fatal accidents, must send information to the claims handler, mark the incident as personal injury, and ensure that the injury report is submitted.
• Must ensure that internal procedures are followed for accidents involving radiation sources or releases of genetically modified organisms. See Procedure for emergency preparedness and response in the event of an accident or incident involving a radiation source and Procedure for work with genetically modified organisms (GMO).

Claims Handler

The claims handler must send a report to NAV in case of occupational injury or occupational disease: Injury report for case handlers.

Contact

• Occupational Health Service (BHT)
• HSE section

About the guideline