The Building Safety Act 2022 has established a new mandatory occurrence reporting system for the monitoring of safety issues in high-risk buildings (HRBs).
It places crucial requirements on principal designers and contractors of high-risk buildings to report safety occurrences.
This article breaks down these regulations, outlines key responsibilities, and provides a detailed guide to mandatory occurrence reporting, ensuring that all duty holders are well-prepared to comply with the new requirements.
What is the Building Safety Act?
The Grenfell Tower tragedy in 2017, which claimed the lives of 72 people, was a pivotal moment that exposed severe deficiencies in building safety regulations and enforcement.
It highlighted the urgent need for a system that ensures prompt reporting and addressing of safety occurrences. In response, the Building Safety Act 2022 was introduced to address these safety lapses and ensure the safe construction of residential buildings in England.
It addresses previous safety lapses by:
Establishing clear lines of responsibility for duty holders during the design, construction, and completion phases
Mandating that duty holders manage building safety risks effectively
Ensuring that safety is prioritised at every stage
What is Mandatory Occurrence Reporting?
Mandatory occurrence reporting, originating from the Building Safety Act, aims to enhance the structural and fire safety of higher-risk buildings. It ensures prompt and accurate reporting of safety incidents during their design, construction, and occupation phases.
This reporting regime requires reporting persons to notify principal duty holders of any safety occurrences, which are then assessed and addressed to prevent potential disasters. The submission of mandatory occurrence reports plays a crucial role in maintaining building safety.
The new mandatory occurrence reporting system was established to:
Capture risks that could impact fire and structural safety
Foster a culture of safety and accountability
Enhance communication of building safety risks
Increase reports of structural flaws and fire risks
Why is Mandatory Occurrence Reporting Important?
The introduction of mandatory occurrence reporting is a step towards preventing tragedies like Grenfell Tower by fostering a culture of vigilance and accountability.
Mandatory occurrence reporting plays an essential role in the design, construction, and occupation phases of higher-risk buildings.
It helps in:
Creating a repository of data that aids in understanding common safety issues and improving building standards
Encouraging transparency and accountability
Contributing to the long-term goal of building safer environments for everyone
Addressing immediate safety concerns.
Responsibilities in Reporting Safety Occurrences
During the design and construction stages, the principal contractor and principal designer are required to establish and maintain a mandatory occurrence reporting framework to report safety occurrences to the Building Safety Regulator (BSR).
They must report occurrences during construction or work on higher-risk buildings, while the principal accountable person takes over this responsibility once the building is occupied, continuing to manage and ensure its effectiveness.
This mandatory occurrence reporting system must be implemented before any construction or building work begins and must be sustained throughout the entire project.
Establishing a Mandatory Occurrence Reporting System
Establishing an effective reporting system involves setting up a framework that allows for the swift reporting of safety concerns.
Principal duty holders must take all reasonable steps to provide adequate instructions to reporting persons and ensure that all reportable incidents or situations are indeed reported. Effective communication and cooperation among all duty holders are crucial for the success of the reporting system.
All project participants, including designers, contractors, and site visitors, must report safety concerns quickly and efficiently.
Frequent inspections of design and construction work are essential to identify and address any building safety incidents and risks promptly.
What Safety Occurrences Must Be Reported?
Reportable safety occurrences include any incident or situation related to the structural integrity or fire safety of a higher-risk building, especially when a safety occurrence happened.
This encompasses:
Defective building work
Fire safety issues
The use of non-compliant products
Inappropriate installation of construction products
Structural failures
The spread of fire or smoke
Every safety occurrence, including incidents related to structural integrity or fire safety that pose a risk of significant deaths or serious injuries, needs to be reported.
These reporting requirements are enforced during the design, construction, and occupation phases of higher-risk buildings.
For a detailed checklist on reporting incidents, download our Essential Guide to Health & Safety incident reporting.
How to Report a Safety Occurrence
The first step is to notify the BSR as quickly as possible and provide immediate contact details. This ensures that potential risks are addressed promptly and effectively.
Submitting a mandatory occurrence report to the BSR can be done in the following ways:
Phone: 0300 790 6787
Through the online form here
Any other individuals who have concerns can report them to the principal contractor or principal designer through the designated mandatory occurrence reporting system, enabling the duty holder to take the necessary action.
After the initial notification, a detailed follow-up report must be submitted to the BSR within 10 days of becoming aware of the safety occurrence. This report should include all relevant details to ensure compliance with the mandatory occurrence reporting requirements.
The report should include:
The date and time of the safety occurrence
The address of the site where the safety occurrence happened
The reference number provided by the BSR upon the submission of a mandatory occurrence notice
The contact details of the principal duty holder who is making the report
The type and details of the safety occurrence, including the nature of the risk
Details of the actions or mitigation carried out to ensure safety
Training programs should cover the specific protocols for submitting immediate and detailed follow-up reports to the BSR, ensuring that all duty holders are well-prepared for their responsibilities.
Role of the Building Safety Regulator
The Building Safety Regulator (BSR) plays a crucial role in overseeing compliance with the mandatory occurrence reporting system. Established under the Building Safety Act, the BSR is responsible for:
Receiving and assessing mandatory occurrence notices and reports from principal designers, principal contractors, and accountable persons
Ensuring that all safety occurrences are promptly reported and addressed
Enhancing the overall safety of higher-risk buildings
Upon receiving a mandatory occurrence report, the BSR performs the following actions:
Reviews the report to determine the severity of the safety occurrence.
Assesses the effectiveness of any safety measures in place.
If necessary, initiates investigations to further understand the identified risks.
Takes enforcement actions to address the identified risks.
Not reporting a safety occurrence without a reasonable excuse is deemed a criminal offence and is punishable by a fine, underscoring the importance of compliance with the reporting requirements.
How to Implement an Effective Mandatory Occurrence Reporting System
Implementing a robust mandatory occurrence reporting system comes with its own set of challenges.
One of the significant challenges is ensuring adherence to the reporting system by all responsible parties, including principal designers and contractors.
Underreporting of safety occurrences is a common issue, often driven by the fear of repercussions or the complexity of reporting requirements. Simplifying the reporting requirements can make the process less cumbersome and more accessible, encouraging more stakeholders to report occurrences.
Raising awareness about the importance and requirements of mandatory occurrence reporting is essential in addressing underreporting issues. Fostering a culture of safety and transparency makes stakeholders more likely to recognise the value of reporting and comply with the requirements.
Ensuring data consistency and accuracy is also vital for the effectiveness of the mandatory occurrence reporting system.
Ensuring that all reports are comprehensive and accurately reflect the safety occurrences helps maintain a thorough history of safety-related incidents and actions for the building.
Dynamic forms in incident reporting can reduce human error and ensure that all relevant information is captured accurately. Incident reporting software also plays a critical role in managing and protecting the data collected through the mandatory occurrence reporting system.
Vatix’s incident reporting software provides a centralised repository for building safety incident data that offers the following benefits:
Stores all incident data, including photos and statements, in a single database
Facilitates comprehensive analysis and streamlined incident management
Enables duty holders to ensure accurate data capture through customisable forms tailored to fit specific mandatory occurrence reporting requirements
Allows for easy reporting via web, mobile app, or QR code, ensuring immediate and comprehensive logging of incidents
Helps track trends and make informed decisions to enhance building safety
Summary
The new mandatory occurrence reporting requirements set forth by the Building Safety Act play a pivotal role in enhancing building safety.
By ensuring that all safety occurrences are promptly reported and addressed, we can prevent potential disasters and safeguard lives and properties.
As we navigate the reporting requirements of the Building Safety Act, it is crucial to foster a culture of safety and transparency, supported by advanced reporting tools.
Our incident reporting software allows duty holders to maintain the integrity of the data and ensure compliance with mandatory occurrence reporting requirements.
To learn more about how Vatix can help streamline your mandatory occurrence reporting, get in touch here.
