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Incident Report What are the icons in the table header for? If you are unsure about how to fill in any sections of this report, please contact the appropriate Administator Health & Safety Administrator, Sue Carter, at Sue.Carter@sussex.ac.uk Security Administrator, Shirley Sains, at S.A.Sains@sussex.ac.uk Use this table to create or view an Incident Report. Administrators can also use this table to create, view, edit, or manage an Incident Report. To manage the report, click on the Manage button in the table header. Please enter as much information as possible. The Incident Date defaults to the current day, but you must select the date the incident occurred, not when the report was completed. For Security, you may enter a 'To' and 'From' date unless you know the exact date the incident occurred. The Cause, Sub-Cause, and Incident Title fields are mandatory. The Incident Title should be a short, recognisable description which will make the incident easy to identify in the incident list. For the Cause and Sub-Cause, select options from both. If you are unsure of the Sub-Cause, contact the Administrator. In the Describe Incident section, enter details of what has happened, the impact of the incident, and what was observed. In the Location Description section, note your observations of the type of location, for example office, pathway, store cupboard. If you did not attend the incident site to make your own observations, enter the name of the person who reported this to you in the Reported By section. In the Involved Persons section, select the person's involvement in the incident, their role, name, age, and contact details. For staff you may enter their location on campus. If a contractor or visitor, enter the name and address of the company that they work for or are representing, or their home address if none exist. If the incident is serious and therefore reportable to the executive team, then you *must* enter Age and Contact Details. For Health & Safety incidents, you must enter the name of the line manager of the key person involved, if they are a member of staff. For Health & Safety incidents, tick the Ceased Work box if relevant. If the person does not attend work due to injury after the report has been submitted, inform the Administrator who can adjust the report. For Security, tick all relevant boxes for any services called. You may also use the Initial Comments / Witness Statements section for any additional persons involved. Complete the Remedial Action Taken section to advise the Administrator that you have taken some action (if required) to prevent any further occurrences of the incident and reduce risk of danger. Please enter concise comments here. Clicking the Save button in the table header will save your report with a status of 'Draft'. In this status, you may edit or delete your report. The Administrator can view all your draft reports. Clicking the Submit button in the table header will save your report with a status of 'Submitted'. The Administrator manages submitted reports, by commenting on action to be taken, allocating it to someone else, and closing it. Once you have submitted your report, you will no longer be able to edit the details or delete it. Saving or submitting your report generates a new table beneath this one called Incident Status History. Each time the status of the report is changed (that is, saved, submitted, allocated, cancelled, closed) or when a comment is made, another row is added to the new table. In the case of Health & Safety reports, once you have submitted your report, an Allocate to Self button will appear in the table header, provided that you have been set up with this facility. In normal circumstances, only Health & Safety Advisors should allocate reports to themselves as they are responsible for overseeing and processing reports in their Unit/School. If you do not have this button but feel that you should, please contact the Health & Safety Administrator. Click this button to claim responsibility for dealing with this report. If you need to advise other relevant persons about an incident, you can print out this report or save it as a PDF file and email it to them. You should send a copy to the line managers of the persons involved in the incident. Click on the icon in the table header. This opens the table up in a new window and so allows you to view just this table (without any of the page header/footer), then click the printer icon to print out, or the 'PDF' icon to save as PDF.
For help with Sussex Direct, please consult the BIS FAQ or contact the IT Service Desk. Page created by: Helen Moore (last modified 03/06/21 14.51.19)

Incident Report

What are the icons in the table header for?

If you are unsure about how to fill in any sections of this report, please contact the appropriate Administator

Health & Safety Administrator, Sue Carter, at Sue.Carter@sussex.ac.uk
Security Administrator, Shirley Sains, at S.A.Sains@sussex.ac.uk

Use this table to create or view an Incident Report. Administrators can also use this table to create, view, edit, or manage an Incident Report. To manage the report, click on the Manage button in the table header.

Please enter as much information as possible.

The Incident Date defaults to the current day, but you must select the date the incident occurred, not when the report was completed. For Security, you may enter a 'To' and 'From' date unless you know the exact date the incident occurred.

The Cause, Sub-Cause, and Incident Title fields are mandatory. The Incident Title should be a short, recognisable description which will make the incident easy to identify in the incident list. For the Cause and Sub-Cause, select options from both. If you are unsure of the Sub-Cause, contact the Administrator.

In the Describe Incident section, enter details of what has happened, the impact of the incident, and what was observed.

In the Location Description section, note your observations of the type of location, for example office, pathway, store cupboard.

If you did not attend the incident site to make your own observations, enter the name of the person who reported this to you in the Reported By section.

In the Involved Persons section, select the person's involvement in the incident, their role, name, age, and contact details. For staff you may enter their location on campus. If a contractor or visitor, enter the name and address of the company that they work for or are representing, or their home address if none exist. If the incident is serious and therefore reportable to the executive team, then you must enter Age and Contact Details.

For Health & Safety incidents, you must enter the name of the line manager of the key person involved, if they are a member of staff.

For Health & Safety incidents, tick the Ceased Work box if relevant. If the person does not attend work due to injury after the report has been submitted, inform the Administrator who can adjust the report. For Security, tick all relevant boxes for any services called.

You may also use the Initial Comments / Witness Statements section for any additional persons involved.

Complete the Remedial Action Taken section to advise the Administrator that you have taken some action (if required) to prevent any further occurrences of the incident and reduce risk of danger. Please enter concise comments here.

Clicking the Save button in the table header will save your report with a status of 'Draft'. In this status, you may edit or delete your report. The Administrator can view all your draft reports.

Clicking the Submit button in the table header will save your report with a status of 'Submitted'. The Administrator manages submitted reports, by commenting on action to be taken, allocating it to someone else, and closing it. Once you have submitted your report, you will no longer be able to edit the details or delete it.

Saving or submitting your report generates a new table beneath this one called Incident Status History. Each time the status of the report is changed (that is, saved, submitted, allocated, cancelled, closed) or when a comment is made, another row is added to the new table.

In the case of Health & Safety reports, once you have submitted your report, an Allocate to Self button will appear in the table header, provided that you have been set up with this facility. In normal circumstances, only Health & Safety Advisors should allocate reports to themselves as they are responsible for overseeing and processing reports in their Unit/School. If you do not have this button but feel that you should, please contact the Health & Safety Administrator. Click this button to claim responsibility for dealing with this report.

If you need to advise other relevant persons about an incident, you can print out this report or save it as a PDF file and email it to them. You should send a copy to the line managers of the persons involved in the incident. Click on the icon in the table header. This opens the table up in a new window and so allows you to view just this table (without any of the page header/footer), then click the printer icon to print out, or the 'PDF' icon to save as PDF.