Handling IA reports

All staff and students can submit reports using a shared account set up for this purpose. You need an AD account with SLU to use the shared account. If you do not have an AD account, ask a colleague who does to submit the report on your behalf.

If you enter your email address when you submit the report, you will receive an email notification when the report has been registered, and another one when the case has been closed.

Managers, function managers and safety representatives also have their own IA accounts to allow them to process the reports submitted. These personal accounts can only be used to act on and follow up on reports. They cannot be used to submit reports. 

Managers are responsible for their staff’s work environment. Whenever a report concerning the work environment is submitted, the line manager of the person submitting the report will receive an email notification.

If the report concerns an environmental matter, the notification is sent to the environmental coordinator where the incident occurred.

For reports on security incidents, the notification is sent to the Security Unit.

These recipients can then appoint someone else to investigate or act on the report.

To act on a report that has been submitted, you need an IA account. Log in using the email notification you receive when a report has been submitted, or log in via Tools & systems on the staff web. When you have logged in, you can only analyse and follow up on reports. You cannot submit a new report.

If the report was submitted through a reporting account, the person appointed to investigate the case will add further information. Other users with access to the case can also add or edit information. Any personal data is only visible to the person appointed to investigate the case and to the superuser.

Procedure for handling reports

1. To act on a report, open the Occurrences tab. If you are not the person who should be handling the case, you can change this information.
   
   
2. Add any details that are missing. 
   
   
3. NB. If either of the fields Occurrence title or Course of events contain personal data, you must change this.  The content under these headings is visible to other SLU users as well as external users, e.g. for statistical purposes.
   
   
4. You can add images, drawings and other documents by clicking the Attachments button. 
   
   
5. Click Save. The status is changed to Under registrering (Registering ...).
   
   
6. If you are the person responsible for a case, you also need to add the name of the person who will be investigating on the Investigation tab.
    
7. Select a name in the Investigator field. The names in the list are those eligible to investigate cases at the unit in question. 
   
   
8. In the field Other investigator, you can enter the name of an additional investigator who is not an IA user, for example the supplier of the machine that caused an injury. However, you must inform this person manually, they will not be notified by the system.
   
   
9. The system will automatically enter a date when the investigation is expected to be completed. You can change this date manually.
   
   
10. Click Save. The status will change to Under utredning (Under investigation).
    
    
11. NB. Serious accidents at work must be reported immediately to the Swedish Work Environment Agency (Arbetsmiljöverket). All occupational accidents must also be reported to the Social Insurance Agency (Försäkringskassan). See the expandable menu below for more information.

The person handling an IA report must also report to the Swedish Work Environment Authority (Arbetsmiljöverket) and/or the Swedish Social Insurance Agency (Försäkringskassan). Where to send the report depends on how serious the incident is.

For more detailed information on where to report, see report to the Swedish Work Environment Authority and the Swedish Social Insurance Agency.

The IA app is a simplified function for reporting in the IA system. The app can be downloaded for Android phone via Google Play and for iPhone via the App Store.

Log in with:

Username: SLUapp
Password: SLUapp2019

Reporting with the app is handy if you do not have access to a computer. This may be the case for staff with field duties, on a business trip or not working in an office environment.

When you report in the app, you can attach images. There is also a dictaphone function allowing you to record notes instead of writing them.

All managers can also conduct safety rounds and risk analyses using the IA app.

All managers can use the IA system to perform health and safety inspections and risk analyses, on a computer or in the IA app. There are ready-made templates with questions and the predefined inspections include offices, following up systematic work environment management, remote work and cleaning.

The templates for risk analysis include annual follow-up, pregnant and breastfeeding employees and systematic work environment management (SAM).

How to set up a health and safety inspection as a manager