Reporting incidents

All work-related illness and occurrences: accidents, near-miss incidents and violations that could, or dose result in injury and ill health should be reported in the IA system. Prevention is the guiding principle for occupational safety and health (OSH). And by reporting incidents we all can contribute to that principle.

Change language in the IA system

The first time logging in to the IA system you must confirm user credentials and change the language to English. Go to the icon for user settings  on the right at the top of the page and to more settings, here you will be able to change language to English. 

Later on you can always request a change of language by sending a message to:

When reporting:

  1. Always contact your manager and/or safety representative in the first instance when something happens, and preferably report the incident together. In case of serious incidents, the manager should always be contacted,
  2. State the location or situation so that the matter can be followed up and create a basis for development and improvement of the work environment.
  3. If the above is not possible for you, you can report anonymously.
Incident reporting
Incident Photo: händelse,incident,trakasserier,arbetsmiljö,säkerhet

What is important to report?

All deviations in the work environment must be registered in the IA system, which is a web-based system for near miss, accidents, commuting accidents, work related illness, environment, property/security and victimization. For example, if you have been injured, or if you feel that the university is lacking in its procedures regarding the work environment, safety or environment and sustainable development, you must make an incident and deviation report in the IA system.

Who receives information about the incident?

The immediate manager, head of department/equivalent, student affairs investigator and safety representative may receive information about the incident.

Reports concerning employees go primarily to the immediate manager who has work environment responsibility and who must ensure that the matter is handled and that measures are taken to prevent further people from suffering the same injury or incident.

Occupational injuries and incidents

Property, safety, and environment

Incident reporting
Incident Photo: händelse,incident,trakasserier,arbetsmiljö,säkerhet

Discrimination, victimization, harassment, and sexual harassment

You should primarily contact a manager in your immediate surrounding, HR at your department or someone else you trust when it comes to reporting in this area.

At KI, there is zero tolerance for discrimination, harassment, sexual harassment, and abuse, and we need to act as early as possible. When a manager or other employer representative becomes aware of these events, we as an employer, primarily the immediate manager, are obliged by law to act and investigate the events.

More about how to proceed, where to get support and what happens to the information.

Internal reporting in the IA system

Please report jointly, manager, employee, and safety representative. Reports in the IA system go directly to the immediate manager and are usually done as the process moves along. Reports can provide support to clarify what happened, when it happened and are an opportunity to document the case. It also provides an opportunity for learning and development of the activity.

Incident reporting
Report anonymously.

Report anonymously (centrally)

If for some reason you are unable to provide information about work environment deficiencies and deviations you have experienced or observed, directly to your immediate manager or someone else responsible, it is possible to anonymously report and describe events or near misses.

It is good to know that it is difficult to act on anonymously reported events and that KI emphasizes the importance of primarily directly pointing out deficiencies in the work environment to be able to handle and solve them directly.

Report anonymously without logging in to the IA system.

Incident reporting
Whistleblowing function.

Whistleblowing function

By using the whistleblowing channel, employees can report misconduct in a work-related context that is so serious that the public has an interest in seeing it come to light and stop.

Incident reporting
Report information security incident.

Information security incident

Report all information security and personal data incidents. An incident may consist of an IT attack where information, such as personal data, is leaked, lost, or corrupted:

  • incorrect, unauthorized, or harmful handling of information that could have a negative impact on KI.
  • information falling into the wrong hands.
  • Theft of equipment or physical documents containing sensitive information.
  • Data breach.

For ease of use, you can report via the IA system app:

download app for IOS
download app for Android

Login details for all employees:

Username: AppkontoKI
Password: Ia-systemetAppKI

Manual for using and reporting via the app

Manager or safety representative? This is how to use the IA system 

Below is a selection of manuals to help you understand and use the IA system effectively. The material is provided by AFA försäkringar, which guarantees that the material is updated when updates are made to the system.

Manual for the IA system 

E-learning for managers with interactive exercises and quizzes.

My reports

Occurrence manager, occurrence unit, employer unit

Report guide