R3 - Incident/Hazard Report Verification

Safety professionals at UQ include HSW Managers and Work Health and Safety Coordinators (WHSCs) who operate at the Organisational Unit level. WHSCs are required to 'verify' the data and details provided in incident/hazard reports and the associated action plans within their area of responsibility. This is to ensure that when completing a management action plan, the focus is on implementing the correct controls. It also provides more meaningful consolidated data for analytics to inform injury prevention programs.

Where it is identified that amandments are required to the incident/hazard report or associated action plan, consultation with person affected and/or the person responsible (Supervisor) is required. 

When a worker submits a hazard or incident report in UQSafe, the designated Safety team member will receive an email notification advising that a new report has been submitted. The email provides a link directly to the report within UQSafe. 

To review the hazard/incident report, open the report by:

• following the link in the notification email, or
• selecting the waffle icon to open the menu and clicking 'Health and Safety Module'. All incident and hazard reports for your area will be displayed in the 'Hazard/Incident Report Form Register'.

• Find the relevant report in the register and click on 'view'.

Data verification includes checking the following details for accuracy:

• organisational unit
• supervisor (person responsible) has been correctly identified
• category of the incident (i.e. lost time injury, near miss, hazard) 
• work activity and location
• clear description of the incident
• mechanism and agency of the injury in all incident reports
• nature of the injury in 'injury/illness' type of reports
• treatment provided. 

If the information is unclear, the person who lodged the report or the affected person must be contacted to seek clarity.

Please note that you are able to edit the information in the report. 

• Go to 'Edit' and amend the relevant fields
• Click 'Update' button. 

To verify an incident or hazard report as a Safety Team member:

• Access the Management Action Plan by selecting 'Manage' from the incident/hazard report,
• navigate to the Safety Team Review Section which is only visible to the Safety Team member.

• Tick the Report Verification check box. Please ensure that your name and the verification date appear correcty under 'Report Details Verification'.

Important: click save draft instead of submit/update when Step 1-4 of the management action plan are not yet fully completed by the person assigned to the management action plan.

Supervisors are responsible for completing the management action plan in UQSafe. Once the management action plan is submitted to UQSafe the automated notification is sent to the relevant Safety Team member. 

To review the management action plan, open the report by:

• following the link in the notification email, or
• selecting the waffle icon to open the menu and clicking 'Health and Safety Module'. All incident/hazard reports and management action plans for your area will be displayed in the 'Hazard/Incident Report Form Register'.

• Find the relevant report in the register and click on 'Manage'.

If the action plan requires amendments, the Safety Team member can make amendments.

During action plan verification process safety professionals must ensure:

• the corrective measures are identified and implemented 
• the corrective actions are appropriate
• the target risk level is proportionate. 

To verify a Management Action Plan as a Safety Team member:

• Navigate to the Safety Review Section which is only visible to the Safety Team member.

• Tick the Action Plan Verification check box. Please ensure that your name and the verification date appear correcty under 'Action Plan Verification'.

Incident and hazard reports should be verified by safety professionals as soon as practicable and management action plans once submitted by supervisors. The UQSafe data is extracted on the first of each month for the HSW reporting purposes. 

The safety professionals will continue to monitor the report while it remains open, until all corrective actions are completed and the report is closed.

• Health and Safety Responsibilities Procedure
• Health and Safety Incident and Hazard Reporting Procedure 
• UQ Safety Network 
• HSW Operational Management Plan (DOCX, 96 KB)