Reporting incidents in the IA system
The IA system allows you to report incidents: events that cause harm, or create a risk of harm to people, property or the environment. The report you submit will be sent to the person responsible. The reports are also used in SLU's preventive work.
About the IA system
IA stands for Informationssystem Arbetsmiljö (work environment information system). This is where students and staff can report different types of incidents, such as accidents, near misses and harassment. You can also report risks you have observed, i.e. when you see that something dangerous could happen. You can also propose improvements. Find out more below.
Please note that faulty premises or service issues should not be reported in the IA system. Instead, there is a separate procedure for reporting faults.
It is important that everyone at SLU feels responsible for reporting, even events that do not occur within their part of the organisation.
For SLU to prevent and avoid all kinds of accidents and work-related illnesses, everyone needs to participate by reporting near misses and accidents. As a public authority and employer, we are also obligated to report certain incidents.
Reporting incidents allows us to see patterns and follow up on statistics, meaning we can take preventive measures in a structured and systematic manner. What may seem like an isolated event may in fact be a series of events that point to a particular pattern.
It is a good idea to report as soon as possible after the incident. This is partly because your memory of the event will still be fresh, partly so that those responsible at SLU can act and provide information if necessary.
Who carries out, or is responsible for, any measures depends on the type of incident. Different people and functions may be involved. This could be the head of the department where you are taking a course, the Safety Unit, the Environmental Unit, etc.
When you click ‘Report here,’ you can choose between the following types of events. In the case of serious occupational accidents or near misses, the responsible manager must also report the incident to the Swedish Work environment Authority or other authorities with specific reporting requirements.
Risk observation: You see (observe) a risk that something could happen (‘Aha’). It is preferable to recognise the danger at this stage, before an accident has occurred.
Near miss: Something has happened, but no one is injured (‘Oops’).
Communicable diseases that may spread to staff/students in connection with work/teaching should be reported under the near miss category. Examples of such diseases include cryptosporidium, campylobacter, hepatitis A-E, salmonella, giardia, Puumala virus, TBE, Lyme disease, etc. Several of these diseases are classed as generally hazardous diseases and must also be reported as a serious near miss to the Swedish Work Environment Authority.
Accident: Something has happened, and at least one person was injured (‘Ouch’). It does not matter how small the injury is.
Commuting accident: An accident that has occurred on the way to or from work/studies, provided you follow the normal route. The threshold defines the starting and ending points of the commute.
Work-related illness: An injury or illness caused by prolonged strain such as heavy or repetitive work, vibrations, harmful substances or psychologically stressful working conditions. Psychosocial events can also be reported under this category.
Improvement proposal: Select this category if you have ideas or suggestions 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, but also non-compliance with environmental management system procedures, energy or resource wastage, waste management deficiencies, etc. Environmental improvement proposals should be submitted under this category.
Property/Security: Whether it is a risk to property, personal safety, information security or anything else you perceive as security-related, you should report it. This may include, for example, fire incidents, burglaries, vandalism, personal threats, loss of computer or mobile phone, loss of information, phishing attempts, CEO fraud, spam or data breaches. Reporting personal data breaches is compulsory. Under the Property/Security category, you can also make suggestions for security improvements.
Personal data breach: Personal data breaches should be reported in the IA system under the category Property/Security. A personal data breach is a security incident resulting in the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored, or otherwise processed.
Quality: For those involved in quality management, such events should also be reported in this way. Under this category, you can also suggest quality improvement measures.
Victimisation: This category is used in cases of harassment, sexual harassment, reprisal and victimisation.
Harassment is when someone violates a person's dignity linked to one of the grounds of discrimination: gender, gender identity or expression, ethnicity, religion or other belief, disability, sexual orientation and age.
Sexual harassment is behaviour of a sexual nature that violates someone's dignity.
Reprisal is when a person, in their role as employer, acts against an employee, or when someone, in the role of education provider, acts against a student, and this action is punitive or retaliatory in nature.
Victimisation is defined as acts directed against one or more persons in an offensive manner, and that may lead to ill health or to the victim being excluded from the study or work group.
Reporting on the web
Click the button Submit report at the top of this page and follow the instructions on the form. You can also access the form by clicking the Incident button.
Reporting in the IA app
The IA app has a simplified reporting feature. The app is available for iOS, Android and Windows Phone.
- What does IA stand for, and what is the purpose of the system?
IA = Informationssystem Arbetsmiljö (information system on work environment). The system supports the systematic work environment and improvement efforts at SLU. The software is supplied by Afa-försäkring.
- How do I submit a report?
Employees report via the staff web, students via the student web, using the Emergency/Incident button, or in the app. - How do I report in the app?
The app is available for iOS, Android and Windows phone. Log in manually using the details below: - User: SLUapp
- Password: SLUapp2019
- Is the IA system available in languages other than Swedish?
Yes, the IA system is available in several languages besides Swedish. The user can set the language to be used. However, the information you submit needs to be in either Swedish or English so that managers and support functions can understand it.
- What happens once a report has been submitted?
Reports related to accidents and near misses are assigned to a superuser and redirected to the head of the department where the student is registered on a course. The department's health and safety representative and HR specialist also receive an email to inform them that the incident has been registered. If necessary, the head of department can choose to involve others, such as the director of studies or teachers, to investigate the incident and take appropriate action.
Other types of events are forwarded to other functions. For example, reports on harassment and victimisation go to the SLU investigation team (see more below), and security cases go to the SLU Security Unit.
- Who are the system owners at SLU?
The Division of Infrastructure (Infra) is the system owner and information owner. The Division of Human Resources is the information owner together with Infra.
- Can you submit an anonymous report?
In principle, reporting should not be anonymous. Anonymous reporting makes it more difficult for the responsible manager/head of department to investigate the case, and the measures taken may not have the desired effect. However, if you wish to remain anonymous as a reporter, you can, for example, talk to the student safety representative or equivalent at your students’ union. They can then report the case in the IA system.
The personal identification number must be included in the report; if you submit an anonymous report, replace the last four digits with 0000 or write "19121212-1212" instead of the personal identification number.
- How to report victimisation and harassment
Victimisation/discrimination is a category on the reporting form. These reports go to the SLU investigation team. .
- How do I report incidents of threats and violence?
If someone is subjected to violence or threats of violence, call the police on 112. Reporting a threat or violent situation should be reported in the IA system.