Reporting accidents, incidents and near misses

All colleagues are required to record and report all accidents, incidents and near misses that occur at work using a new Sphera Portal Form process. The can find the full process in EQuiP.

Once an incident has occurred, and when safe and appropriate to do so, the accident, incident and near miss form will need to be completed. This is done electronically, using either a laptop or a smartphone.

The form can be opened by clicking the link in box three of the EQuiP process, clicking this link or by using your MoJ smartphone.

Please note: You do not need any log in details to report an accident, incident or near miss

If the incident is a fire or false alarm, the Fire Reporting form (box 1 in EQuiP process) must be completed and submitted to the Regional Health and Safety Functional mailbox.

To open the form using a smartphone:

1. Open the Camera app from the home screen or lock screen
2. Select the rear-facing camera and hold your device so that the QR code appears in the viewfinder
3. A notification message will appear, tap the notification to open the form

This step-by-step guide shows how to fill in the form. It is recommended that staff working remotely, such as UPW supervisors, print this out and have it readily available to provide support from 26 June.

To ensure an incident is recorded clearly, the report should be submitted within 24 hours of the event happening. If you have been working remotely, without access to Wi-Fi or mobile data, this time window should give you the opportunity to complete your report at the end of a working day.

A full investigation is completed for every incident. All the relevant documentation, such as risk assessments, photos, witness statements, training records etc, must be uploaded to Sphera to support the investigation.