Incident Reporting & Learning Procedure

Report promptly, protect people, investigate fairly and act to prevent recurrence.

This procedure establishes a consistent approach to reporting, recording, reviewing and learning from workplace incidents, near-misses, hazards and safety concerns. Its objective is to prevent recurrence, support timely response and strengthen operational safety.

This procedure applies to incidents arising from JIL’s operations, offices, training activities, events and project sites under its control or relevant responsibility. It should be used alongside any legally required reporting or site-specific emergency procedures.

1. Step 1 — Report promptly: Any person who becomes aware of an incident, near-miss or serious hazard should report it as soon as practicable to the relevant supervisor, project lead or designated safety contact. Imminent danger requires immediate action.
2. Step 2 — Protect people and secure the area: Where safe to do so, stop the hazardous activity, protect people from further harm, arrange first aid or emergency assistance and prevent unauthorised access to the affected area. Do not take actions that create additional risk.
3. Step 3 — Record the facts: Record the date, time and location; type of incident or hazard; description of what happened or could have happened; people involved or affected with appropriate confidentiality safeguards; known consequences; immediate action taken; witnesses; and relevant supporting evidence. Distinguish observed facts from assumptions or preliminary opinions.
4. Step 4 — Assess and investigate: Review incidents in proportion to their severity, potential consequences and likelihood of recurrence. Identify contributing factors and underlying causes rather than focusing solely on individual blame.
5. Step 5 — Assign corrective actions: Identify the required measure, responsible person, target date and method for confirming completion. Where appropriate, prioritise eliminating the hazard or reducing the risk at its source.
6. Step 6 — Communicate lessons: Share relevant lessons with affected personnel and project teams while protecting confidential information and personal data. Make legally required notifications within applicable deadlines.
7. Step 7 — Verify effectiveness: Confirm that corrective actions have been completed and assess whether they adequately reduce the risk. Take further action if the problem persists.

Serious injuries, significant hazards, potentially reportable incidents and events with major operational or environmental consequences must be escalated promptly to management and handled in accordance with applicable legal and contractual requirements.

Incident records should be stored securely, access should be restricted to authorised persons, and records should be retained in accordance with applicable requirements and JIL’s records-management arrangements.

JIL encourages timely, good-faith reporting and a fair, learning-oriented response. This does not prevent appropriate accountability for deliberate misconduct, reckless conduct or failure to follow established safety requirements.

This procedure will be reviewed after significant incidents, material changes in requirements and at least annually.

Management is responsible for ensuring that this document is communicated to relevant personnel and reviewed when necessary. Implementation should be proportionate to the nature and scale of JIL’s activities and consistent with applicable legal, contractual and site-specific requirements.

Read this document alongside the company’s relevant governance, risk management, procurement, health and safety, ethics, privacy and sustainability materials, as applicable.