Reporting incidents

Everyone at KI is required to report incidents

When reporting for the first time, you will be asked to confirm your user details in the IA system. Please do not change the automatically generated username. You will then be redirected to KI’s login portal (SSO). Use your KI username and password to sign in.

What can I report in the IA system?

• Near miss: An event that could have caused injury or illness.
• Accident: A sudden and unexpected event that resulted in injury or ill health.
• Commuting accident: An accident that occurs on the way to or from work or studies.
• Work-related illness: Illness or a diagnosis that can be linked to work tasks or studies.
• Environment: An event that may pose a risk to the environment or nature.
• Property/Security: An event that has caused damage to property/facilities, or that has been perceived as directly or indirectly threatening and/or destructive.
• Harassment/Discrimination: Violation of personal integrity (harassment); repeated negative behaviour (bullying); unfair treatment (in accordance with the Discrimination Act). Please read more about this further down the page before reporting. Or go directly to this webbpage

Students at undergraduate and master´s level can report in the system as long as you have a student e-mail account at KI. But first go to this webbpage for more information.

Managers, HR, safety representatives, or anyone who has been assigned a task in the IA system to investigate, take action, report or follow up on a reported incident can find everything you need on our IA SharePoint page.
Link to SharePoint page

There you will find step‑by‑step instructions, videos, and expert support for complex cases and system-related questions.

You need to sign in to Microsoft 365 using your KI email and password to access this page.

https://www.office.com 

Once you open the page:

• Click “Sign in”
• Sign in using your KI user ID / KI email address
• Confirm your login using two‑factor authentication (Microsoft Authenticator)

An email notification will be sent to your immediate manager, who will be assigned as the case owner/occurence manager in the system. By default, notifications are also sent to designated IA administrators within your department and to KI-appointed system superusers.

Safety representatives also receive notifications about incidents within their area of responsibility, but without personal data. For the safety representative to participate in handling the case and access your personal data, you must actively choose to include them when submitting your report.

If you selected Restricted access when reporting (for example, in cases of harassment or discrimination), only your immediate manager can view the case. In these situations, the safety representative will not have access unless you have actively added them to the report.

The case owner/occurence manager is responsible for assessing the severity of the incident. In the event of a serious incident or accident, the case owner must report it to the Swedish Work Environment Authority (Arbetsmiljöverket). If a personal injury has occurred, the case owner must also ensure that it is reported to the Swedish Social Insurance Agency (Försäkringskassan).

The case owner/occurence manager must then ensure that the incident is investigated, that preventive measures are implemented, and that follow‑up is carried out. These tasks may be delegated to authorized persons within their area of responsibility.

Once all actions have been completed and marked as such, you will receive confirmation that the case is closed and archived.

Please note that the system does not automatically send notifications to you during the investigation and follow‑up process. If you do not receive feedback, you should contact your immediate manager. If you believe the incident is not being handled properly or adequately, you should raise the issue with your manager. If that is not possible, you can contact your local or central safety representative, or your local HR support.

An unwanted event that could have led to ill health or an accident but ended well. Alternatively, one of the following was about to happen.

For example:

• Ventilated workplaces (fume cupboards) with non-functioning alarms have been used for a long time - this may have led to staff being exposed to hazardous substances.
• The handling of animal cages containing hazardous substances has not been labeled, which leads to the exposure of staff who empty/clean the cages to hazardous substances.
• Inspection of emergency equipment (eyewash, fire extinguishers, etc.) has not been carried out.
• Waste management - hazardous waste is mislabeled, mispackaged or misplaced.
• Unauthorized transport of unlabeled scientific samples on the shuttle bus.
• Employees do not follow handling instructions/safety procedures.
• Risk assessments are missing for laboratory work.
• Employees/students do not use personal protective equipment.
• Instruments/tools are used in a way that poses a risk of personal injury.
• Lack of accessibility.
• Abuse, bullying, harassment or similar can lead to ill health.

You should primarily contact your manager in your vicinity, HR at your department, or another person you trust when reporting matters in this area. Please note that anonymous reporting is not possible in the IA system. If you wish to remain completely anonymous, you may report outside the system via email or a letter to the employer.

At KI, there is zero tolerance for discrimination, harassment, sexual harassment, and abusive conduct. It is important that action is taken as early as possible. When a manager or another representative of the employer becomes aware of such incidents, the employer—primarily your immediate manager—is legally required to act and investigate. Please read more before submitting your report on this webbpage.

Examples

• Abusive conduct (harassment): An act that violates a person’s dignity, freedom, personal integrity, or honour.
• Bullying: Repeated abusive behaviour over time, where a person is systematically subjected to negative actions by one or more individuals.
• Discrimination: When someone is treated less favourably than another person in a comparable situation due to one of the protected grounds of discrimination.
   

Unwanted event leading to injury, death, or illness.

• slipping and breaking your arm
• injury due to a spill of corrosive chemicals
• stabbing or cutting injury
• bite injuries
• infection while serving abroad

Accident/fatality occurring on the way to or from work during the journey between home and work.

Illness which may be caused or aggravated by the work or working conditions. Likely to be due to harmful effects at work over a long period of time.

• Neck/shoulder/back pain due to one-sided or heavy loads.
• Allergy due to exposure to hazardous substances at the workplace.
• Excessive workload

Bullying, harassment, and discrimination lead to ill health.

All events related to property and safety should be reported.

• Fire and evacuation safety e.g., during evacuation drill emergency exit is blocked, people remain in premises during fire evacuation drill.
• Personal safety e.g., threat by a visitor on campus.
• Activism e.g., activists block the entrance to a KI building.
• Burglary, attempted burglary.
• Theft, attempted theft.
• Operational disruption.
• Property damage e.g., graffiti, vandalism.
• False alarm
• Environmental damage, e.g., release of hazardous chemicals.
• Lack of knowledge of KI's waste rules leads to chemicals being poured down the drain.
• Leakage/risk of leakage of chemicals/hazardous substances to sewage/environment.