Safety Office

Section 5: Reporting of Accidents

5.1 Health & Safety Executive Requirements

In the case of a major incident occurring, the Health and Safety Executive may choose to visit the scene as soon as possible, before anything significant has been disturbed. The Reporting of Injuries, Diseases & Dangerous Occurrences Regulations 1995 therefore require that for major incidents information must be transmitted as soon as possible to the local office of the Health and Safety Executive. The University’s procedure for this is outlined in Safety Office Guidance PDF format.

The policy describes the situations requiring a report to the Health & Safety Executive and the University arrangements for doing so. The essential requirement is that the Safety Office must be notified as soon as possible on: ext. 13401 or in case of extremely serious incidents.

Notification to the Health & Safety Executive of such incidents will be made by the Safety Office. If there is uncertainty about whether an incident is notifiable to HSE, Schools/Departments are expected to inform the Safety Office who will advise on application of the Regulations.

The types of incident which require notification to the HSE are:

  • Major Injuries to staff, includes:
      • most fractures
      • major dislocations
      • some eye injuries
      • serious injuries from electrical incidents
      • some types of loss of consciousness
      • acute illness arising from exposure to harmful substances
      • injuries resulting from work-related assault
      • any injury which results in the person being detained in hospital over 24 hours
  • More than 7 days lost time incidents to staff
  • Certain dangerous Occurrences (these do not necessarily have to have involved injury of persons)
      • uncontrolled release or escape of a potentially hazardous material
      • collapse, overturning or failure of load-bearing parts of lifts and lifting equipment.
      • explosion, collapse or bursting of any closed vessel or associated pipework
      • plant or equipment coming into contact with overhead power lines
      • electrical short circuit or overload causing fire or explosion
  • Certain occupationally-acquired diseases
      • certain poisonings
      • some skin diseases such as occupational dermatitis, skin cancer, chrome ulcer, oil folliculitis/acne
      • lung disease including: occupational asthma, farmer's lung, pneumoconiosis, asbestosis, mesothelioma
      • infections such as leptospirosis, hepatitis, tuberculosis, anthrax, legionellosis and tetanus
      • other conditions such as: occupational cancer, certain musculoskeletal disorders, decompression illness and hand-arm vibration syndrome
  • Member of the public/visitor taken from the scene of an incident straight to hospital for treatment - students are classed as members of the public under these Regulations.

5.2 University Requirements

University guidance describes the internal accident reporting system. For all incidents (injuries, near misses/dangerous occurrences and occupational health cases), including those mentioned above, an Incident Report must be completed. This includes accidents to any person, including students and visitors, in any part of the campus, including conference facilities, Halls of Residence and sports facilities. This is to ensure that basic information of the incident is available to the University in the event of any future enquiry and to enable the incident to be followed up with a view to the possibility of preventing further similar incidents.

Reporting of work-related injuries, diseases and dangerous occurrences/near misses is done via the on-line incident reporting system, which replaces the previous paper-based system.

The paper form is still available in most School/Departments for use at a local level, the details are then transferred by the School/Department to the on-line system.

The on-line incident report form consists of a report section enabling rapid notification of the incident to the relevant staff and the Safety Office and may be completed by anyone who has sufficient information, e.g. the injured person, supervisor, first aider etc. In addition there is an investigation section enabling further information to be provided once the full details are known, this is completed by the local manager and/or safety officer. A comments/actions section is also available.

In the case of any fire occurring at the University, a Fire Report must be completed (See Section 3).


Safety Office

Pharmacy Building - Lower Ground Floor
University Park
University of Nottingham
Nottingham, NG7 2RD

Telephone: +44 (0)115 951 3401