IA system - report an incident

Last changed: 07 May 2021

On this page, you can read about reporting incidents, that is events that led to, or could have led to, someone being injured or to property being damaged. You can also report events or behaviour that could damage SLU operations or are contrary to the laws and regulations in force. Improvement proposals can also be submitted here. Reporting is done using the IA system. IA is short for information om arbetsmiljö (work environment information).

If you are not sure whether something should be reported or not, consult your immediate manager or one of the functional managers. You will find contact details at the bottom of the page.

Why submit a report?

It is important that everyone at SLU feels responsible, including for events that do not concern their operations.

To enable SLU to prevent and avoid all kinds of accidents and occupational illnesses, everyone must contribute by reporting incidents and actual accidents. As a public authority, we are also obligated to report certain events.

This gives us a chance to identify patterns and follow up on statistics, which means that preventive and other measures can be taken in a structured and systematic manner. What the individual perceives as an isolated incident can, in fact, be part of a series of incidents that show some kind of pattern.

When to report?

Ideally, you should report an incident as soon as possible after it takes place. This is to ensure you have a fresh memory of it and to enable those responsible to act and inform others if necessary.

Who carries out or is responsible for possible measures depends on what has happened. This means that different people and functions can become involved. This could be your immediate manager, a senior manager, the Security Unit, the Division of Human Resources, the Division of IT, the Environment Unit etc.

What to report?

Click the button to report an incident.

Risk observation: You observe a risk of something happening. Ideally, you should act on straight away, before something more serious happens.

Near miss: Something happened, but no-one was injured (“oops”). 

Accident: Something happened and at least one person was injured (“ouch”). It does not matter how minor the injury is.

Commuting accident: An accident occurred on the way to or from work, or during transport while working.

Work-related illness: Personal injury or illness casued by long-term physical strain such as heavy or monotonous work, vibrations, harmful substances or mentally stressful working conditions. Psychosocial events can also be reported as occupational disease.

Improvement proposal: Select this category if you have ideas or proposals for measures that could contribute to a better work environment at SLU. 

Environment: Environmental non-conformities include environmentally harmful incidents such as unintentional emissions to air, soil or water; non-compliance with environmental management system procedures; considerable waste of energy or resources; shortcomings in waste management etc. Environment-related improvement proposals can also be submitted under this category.

Property/security: Anything you perceive as security-related should be reported - risk to property, personal safety, information security etc. This can be incidents such as fire, break-ins, vandalism, personal threats, loss of computer or mobile phone, loss of information, phishing attempts, whaling, spam or hacking. Reporting personal data breaches is a legal requirement. Security-related improvement proposals can also be submitted under this category.

Quality: All operations using a quality management system should use this category to report quality-related events. Quality-related improvement proposals can also be submitted under this category.

How to submit a report?

Using a computer

Click the button Submit report at the top of the page and follow the instructions on the form. You can also access the form from the start pages of the staff web and the student web.

Using the IA app

The IA app has a simplified function for submitting reports. The app is available for iOs, Android and Windows Phone.

It has an offline mode, which means you can submit a report even you are not connected to the Internet. As soon as you connect again, the report will be sent to the IA system.

Install the app and log on 

Before you can submit a report using the app you need to download it from Google Play, the Appstore or Windows Store. In Google Play and Appstore, search for AFA Försäkring. For Windows Phone, search for IA.

Enter the username SLUapp and the password SLUapp2019.

Enter your name, email, division/department and form of employment. This information will be stored on the phone and you will not need to enter it every time you submit a report. Click Klar (Done) to save the information. 

Once you have logged in, avoid logging out as your data and any history will then be deleted.

To submit a report, click on one of the links below. You can also log in using the shared username and password above.

Please note that these are not the same username and password that you use for logging in to the web version of the IA system.

Report via the responsible unit

Contact the function concerned, see contact details below.

What happens next?

Once you have submitted your report, your manager or someone else responsible for the case will receive an email notification.

The person responsible can then appoint someone to investigate and/or take suitable measures. The person appointed to handle the case will automatically receive an email notification from the IA system. It is also possible to involve a safety representative and to submit a digital report to the Swedish Social Insurance Agency and AFA Försäkring. To submit a report to the police, please use the external links on the report page.

Once the case has been closed, the person who submitted the report will receive a notification, provided they have entered an email address.

Facts:

Personal data

Reports and data are saved and processed in accordance with the General Data Protection Regulation (GDPR) and, when necessary, the Public Access to Information and Secrecy Act.

Page editor: ssm-webb@slu.se