Learn how to log incidents, near misses and work injuries in the IA system at KI, why immediate action and manager notification matter, and how to switch the interface to English.
The workplace becomes safer when everyone takes part in documenting problems. If you see or are involved in an event that affects the work or study environment, reporting incidents helps prevent repeat occurrences and protects colleagues. This page explains when to act immediately, how the IA documentation system is used, and how to set the user interface to English.
Remember: the digital reporting tool is for record keeping and trend analysis, not a replacement for urgent action. In a severe situation, give priority to first aid, evacuation or other life-saving steps and inform your immediate supervisor before or while you complete a report.
Why report incidents, near misses and injuries?
Recording events such as property damage, safety hazards or environmental issues creates a documented trail that supports corrective measures. By adding details to the IA system you contribute to risk reduction, help identify recurring patterns and enable targeted improvements in training, equipment or procedures.
Even events without injury — commonly called near misses — are valuable because they highlight weak points before harm occurs.
What counts as an incident?
Incidents can take many forms. Typical examples include: property damage like broken equipment, visible safety hazards such as loose cables or obstructed exits, and events affecting the environment such as chemical spills or improper waste handling. Also report work-related injuries and any situation that reduced the safety of the workplace or study environment.
Examples to guide you
To decide whether to report, consider whether the situation could have caused harm or disrupted operations. A lab spill that was contained quickly, a near collision in a loading area, and a damaged handrail are all valid examples. If in doubt, err on the side of reporting: the documentation process can be used for follow-up, training or prevention.
Using the IA system for documentation
The IA application — shown in some places as IA – Avvikelser i arbetsmiljö — is the official tool for documenting incidents at KI. When you log into the Staff Portal in logged in mode you will find helpful login instructions and additional guidance to begin using the app. The system stores reports for analysis and management review, helping the organisation learn from each entry.
Immediate steps before submitting a report
Before completing a digital report: first, take any necessary immediate measures to secure the scene; second, offer or seek assistance for injured persons; third, contact your line manager or responsible person if the incident is serious. The IA tool is designed for follow-up and documentation; it does not replace emergency response or supervisory notification.
Language settings and first-time login
The IA interface needs an initial language confirmation the first time you sign in. After your credentials are validated you can switch the interface to English. Use the user settings icon at the top right of the page, then choose “more settings” and change the language selection to English. This lets you read and complete forms in English going forward, which can be helpful for non-Swedish speakers.
Need help changing language later?
If you prefer to have someone else update your language setting, or if you encounter issues, send a request by email to the system administrators at [email protected]. Include your name, department and a brief description of the problem so the team can assist quickly. The administrators can update settings or advise on login issues.
Practical tips for useful reports
When writing a report, be clear and factual. Note the date, time, exact location and names of people involved. Describe events in chronological order, include witness names, and attach photos or documents when available. Use specific details rather than general impressions; clear descriptions improve the quality of follow-up investigations and corrective actions.
Finally, follow up on any recommended measures and share lessons learned with your team. Reporting is not just a one-time activity: it supports a culture of continuous improvement where everyone contributes to safer working and learning environments.
