Safety Hub - Incident Process, Steps and Responsibilities

Stage One - Incident Occurs

The following categories of work-related accidents need reporting. Sensible judgment is required in interpreting these categories – but if in doubt, either report it or speak with your Safety Advisor.

• Injury accident – excepting where the injury is so ‘minor‘ that it neither requires first aid attention (now, or at a later date), nor does it affect the person’s ability to continue with their work (e.g. small scratch / bruise) unless caused by a failure of equipment and/or process
• Near miss / dangerous occurrence – any event or situation which, although it didn’t result in causing any of the other categories listed here, clearly could have done (e.g. scaffold tower topple in high winds with no-one nearby)
• Ill-health (physical and psychological) – excepting where the ill-health does not requires medical attention, nor does it require time off work, and nor is it work-related (e.g. cold, flu)
• Damage to property / environment – excepting where it does not warrant repair/replacement costs (e.g. slight damage to camera tripod legs when dropped but the equipment still functions as expected)
• Security incident – excepting where it is so ‘minor’ in nature that it does not present a cause for concern, either at the time or for the future if ignored (e.g. one-off obscenity shouted our way by a member of the public)
• Fire incident – all unplanned fire-related incidents at BBC premises or on location should be reported.
• All of the accidents listed above must be reported using the BBC’s online reporting process. Our Report an Incident Video explains the process:

Stage Two – Creating a record in Safety Hub

• In Safety Hub from any landing page you can hit the ‘Create’ button and a dropdown list will appear on which ‘Incident’ is the top.
• Alternatively press the report incident button on the My Safety Hub landing page.

• This opens up the following screen;

• There are a number of fields to complete, a number of them are mandatory and you will not be able to save with these blank
• The form is sectioned into the following headings
  • Summary – the ‘Title’ should not include any personal information ornames The incident will be given a number to make it easy to find the records, this should just be a brief description of the incident
  • People – as per the form the ‘Investigator’ should be your line manager or the person responsible for the location
  • Details – in the ‘Full description of what happened’ field put in as much information as possible at the time of writing
  • Location Images – Here you can add attachments and label them to make them easier to identify when reviewing the record

• Incident Details – These are all multiple-choice answers, for a number of fields you can select multiple answers if required
• Actions – This is where you input any actions taken following the incident, these are easier to capture soon after the incident so are more useful to complete now rather than as part of the investigation
• To avoid reporting late, users can report on behalf of someone else as per the box below

• Once all fields are completed you can click save at the bottom of the form and you will be taken to the record front page.

Stage Three – Status ‘Draft’

• The record’s status will show as ‘Draft’

• At the top of the page these options will appear, these need to be completed before you can submit the record for review

• Cancel – will cancel the record. This is useful if a duplicate has been created
• Create Actions – Here you can add in any immediate actions that require completion and assign them to anyone who has access to the system.

They will receive a notification and link to the record that they have been assigned an action.

• Create Injured Persons – If you answered yes to injured persons in the ‘Incident Details’ fields then you must add the details using this box in the ‘Witness and Injured Persons’ fields

• The 'New Injured Person' box will then appear, and all details can be added in for the Injured Persons/Witnesses

• Reported more than 72 Hours Later - An accident should be reported into Safety Hub within 72 hours of it occurring. If this button is present (as per above) then these questions must be answered, for the incident to progress further

• Once you have completed the required information the boxes should look like this:

• You need to ‘Submit for Review’ then notifications and links to the record will be sent out to all those named in the record that the record exists and the ‘Investigator’ will be notified that there is an incident record for review.

Stage Four – Possible RIDDOR

• The BBC has a legal requirement to report accidents/incidents to the Health and Safety Executive (HSE) The legislation is called the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).
• Not all accidents need to be reported – a RIDDOR report is only required when: the accident is work related and it results in a reportable injury.
• At this point a F2508 form will be required to be filled in online on the HSE website. This will only be done in consultation with the Investigator, the Head of Safety (or their delegate) and your Safety Advisor. The meeting could also include the Injured Person, Line Manager, Department Manager or Location Manager etc)
• Safety Hub has been designed to pick up any incidents from the information completed in the forms and will flag the incident with the following button if there is a potential that a RIDDOR Report will be required.

• The system will send an email to the Safety Advice Line who will then forward it on to the relevant Safety Advisor for your area.

• If upon review, your Safety Advisor agree that a RIDDOR F2508 form is required they will get in touch with you directly and set up a meeting with all required persons connected to the incident.
• The F2508 will then be completed online in the meeting with all in attendance and the incident record updated to contain the completed form.

Stage Five – Status ‘Review’

• The accident report should be reviewed and signed-of within 5 days of it being reported
• All accidents should have some degree of investigation to them, answering questions not only about what went wrong, but also why
• Some will require little more than a line or two of explanation within the 'what happened?' section, but the more complex / serious ones are likely to require a formal report following a location visit, collection of witness statements and perhaps calling on expert opinion
• Options in the record are No investigation required or Investigation required

• No Investigation Required – If no investigation is required you will be asked to confirm why this is the case

• Once you have confirmed the required details the record will change to ‘Pending Safety Evaluation’

Stage Six – Status ‘Under Investigation’

• Investigation Required - If an investigation is required, you will need to ‘Add’ one in the investigation panel

• At this point the following fields appear with questions relating to the incident:

• Accident investigation is a line management responsibility, though they may delegate the task to others. The Investigator should be the central point of contact.
• Trade Union Safety Representatives have the right to carry out their own investigations into workplace accidents – line managers must support them in this role
• BBC Workplace will typically lead on investigations where premises issues are the principal cause
• BBC Safety will support the investigation process, including leading in any reporting to and communication with enforcement authorities
• BBC Safety will collate and review the findings from accident investigation and feed these into our safety guidelines and processes.
• You can use this document to help complete the investigation Accident Investigation Tips
• Once you have confirmed the required details the record will change to ‘Pending Safety Evaluation’

Stage Seven – Status ‘Pending Safety Evaluation’

• The Safety Advice Line will now be sent a notification and link to the record that the status of the record has changed to ‘Pending Safety Evaluation’

• The operator of the Safety Advice Line will forward the notification to the relevant Safety Advisor for your area and they will get in touch to see if you require any further assurance or advice
• Safety Advisors or Specialists will review the record and all supporting information and determine if the record can be closed or further information is required

• Further information required - Safety Advisors or Specialists will send a message through the system with clear instruction on the information requested or that maybe, on review, the incident requires a full investigation and how they can assist

• At this point the status will change to ‘More Information Needed’ and will not change back to ‘Pending Safety Review’ until the information has been supplied to a satisfactory level.

Stage Eight – Status ‘Closed’

• Once it has been confirmed that an investigation isn’t required or that the investigation has been completed the record status can be changed to ‘Closed’
• At this point a notification and link to the record will be sent to everyone named in the record that the record has now been closed
• Incident can be re-opened if further details or information is required to be added

Process flow chart