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Frequently asked questions

The Safety and Wellbeing Unit have created frequently asked questions for system users who may either report their individual incident or hazard identified or who may have been delegated the task of reporting on behalf of their workplace.

If you require further assistance with the system, please contact the Safety and Wellbeing on 8302 2459 or via email.

If you have any FAQs that you would like listed, please email the questions to Robyn Sferco.

How do I access the on-line Safety and Wellbeing System?
Can I access the system from locations external to the University?
What type of occurrences can be logged in the on-line Safety and Wellbeing System?
How is the system structured?
Who can log a report?
Who is a 'Reporter'?
What type of person can a report relate to?
When logging a report, what are the two main report options?
What is the difference between 'Create a New Report' and 'Find an Occurrence'?
Will I lose information entered into a report if I don�t submit it?
What does 'Save' mean?
What does 'Next' mean?
What is the difference between a domestic and international student?
What does status mean?
Who is an investigator?
What happens if I choose the wrong person to investigate?
Who is an administrator?
Why can't I edit or remove an attachment?
How do I log out of the system?
What happens if I don't log out of the system using the 'Log Off' button but close the Windows Explorer browser window instead?

How do I access the on-line Health Safety and Injury Management (HS&IM) System?

From UniSA home page, log into MyUniSA. On the MyUniSA home page, click on the 'Report a hazard or incident' under Safety and Wellbeing section located to the bottom right of the screen. This will navigate to the online HS&IM System home page.

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Can I access the system from locations external to the University?

Yes as long as you have access to the internet and MyUniSA you can log a report from any external location such as home, off-site workplace, overseas.

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What type of occurrences can be logged in the on-line hazard/incident reporting & investigation system?

There are two main occurrences; hazards and incidents that can be logged. Within these two main occurrences there are five different report types. These include:

Each of these five report types has a separate investigation process.

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How is the system structured?

The on-line Hazard/Incident Reporting & Investigation system consists of two main process streams:

  1.  Hazard/Incident Details
  2.  Investigation Details

The system navigates the user through a series of screens designed to capture all aspects of an injury/illness, near miss, event, fatality or hazard that has occurred as a result of undertaking University business.

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Who can log a report?

Any person (employee or other person with access to the UniSA staff portal) involved and/or injured as a result of an incident (near miss; injury/illness; event; fatality).
Any person (employee or other person with access to the UniSA staff portal) who has identified a hazard.
Any person (employee or other person with access to the UniSA staff portal) who has been delegated the task to log a report on behalf of another person (known as the 'Reporter').

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Who is a 'Reporter'?

A reporter may be the same as the person injured, involved in a near miss or who has identified a hazard.
A reporter may be different from the person injured, involved in a near miss or who has identified a hazard and is logging the report on their behalf.
A reporter may be a person who has been delegated the task by local management to log all incident/hazard reports on behalf of employees within their workplace.
A reporter may also include a person reporting an incident on behalf of and in consultation with a student ie. course coordinator/program director, fieldtrip supervisor, placement supervisor OR on behalf of an external contractor ie. contract supervisor.

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What type of person can a report relate to?

Employee: A person engaged by the University in continuing, fixed-term or casual employment.
Student: A person enrolled at the University as a student.
External contractor: An employee of another company which has been contracted by the University to provide a service to the University (eg electrician, plumber, temp agency staff, consultant).
Other: A visitor, adjunct, volunteer, person on work experience or member of the public.

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When logging a report, what are the two main report options?

  1.  Create a New Report
  2.  Find an Occurrence

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What is the difference between 'Create a New Report' and 'Find an Occurrence'?

Creating a new report and finding an occurrence are two different processes. A report is created for the first time where an injury/illness; near miss; fatality or event has occurred or where a hazard has been identified.
Finding an occurrence allows the user (who has been allocated the appropriate system authority) to look up a report already logged. It is good practice to use the 'Find an Occurrence' function in the first instance before creating a new report to ensure that the same report has not already been logged to avoid duplication.

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Will I lose information entered into a report if I don't submit it?

The system allows the user to click on the 'save' button at the end of each screen. This function is recommended as it saves entered information to the system database to minimise risk of losing information entered. The user will receive a ' successful save' message at the top of the active screen and an identification number confirming the saved information. A user who has not completed and submitted a report can access the saved information at a later date through the 'Find an Occurrence' function, searching on the identification number, person's name, type of report etc.

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What does 'Save' mean?

The 'Save' button located at the bottom of each screen allows the user to save information entered to the system database without losing it if they are interrupted and cannot complete the report. In order to successfully save, the user will need to have completed all mandatory fields on the screen being saved. The user's session will automatically time out after 20 minutes if no action has occurred.

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What does 'Next' mean?

The 'Next' button allows the user to navigate to the next screen however all mandatory fields must be completed for this to successfully occur.

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What is the difference between a domestic and international student?

A domestic student is an Australian or New Zealand citizen or has permanent residency status for Australia. An international student is a student who has not been granted Australian or New Zealand citizenship or permanent status for Australia.

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What does status mean?

There are five different status report types in the logging and investigation process.

  1.  'Open' - logging a report has commenced, data entered has been saved however the report has not been completed or submitted.
  2.  'Submitted' - the logging report or investigation report has been completed and successfully submitted.
  3.  'Investigation Pending' - the investigation report has commenced, data entered has been saved however the report has not been completed or submitted OR
    the submitted investigation report has been reviewed by the Safety and Wellbeing Team and either further information is required from the nominated investigator or an alternate investigator has been assigned to carry out further investigation.
  4.  'Investigated' - the investigation report has been completed and successfully submitted.
  5.  'Closed' - the logging report and investigation report is complete and closed with read only access to system authorised personnel.

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Who is an investigator?

The system requires the reporter to select the supervisor responsible for the person (involved or injured) where the incident occurred or where a hazard has been identified. The reporter must ensure that the person selected as 'investigator' has direct line control (where possible) over the person involved or the area where the hazard has been identified. In the case of a student incident, the supervisor responsible may include the course coordinator, program coordinator, placement supervisor or fieldtrip supervisor. In the case of an external contractor, the contract supervisor is responsible to investigate.

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What happens if I choose the wrong person to investigate?

The reporter can change the investigator details if the report has not been submitted. If the report has been submitted, Safety and Wellbeing team administrators have the authority to re-allocate an investigation to another person. There have been occasions where incident reports have been delayed due to the line manager/supervisor being overseas or on extended leave. When selecting the investigator, it is important to consider the availability of the person selected. Contact the Safety and Wellbeing team for further assistance if you believe the selected investigator requires re-allocation.

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Who is an administrator?

The Safety and Wellbeing team are authorised as administrators of the system and complete the administration form for all reports submitted and investigated.

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Why can't I edit or remove an attachment?

The reporter/investigator can only edit or remove an attachment when initially logging the details of an occurrence or investigation. Once a report has been submitted, attachments cannot be edited or removed. Contact the Safety & Wellbeing team for further assistance if you have any queries regarding items that have been attached to a report.

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How do I log out of the system?

The 'Log Off' button is located in the top right hand corner of the system banner.
Clicking the 'Log Off' button initiates the process of logging out of the system. The 'Close' button completes the log off process and prevents other users from viewing sensitive information. The user must close all browser windows and exit the browser application.

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What happens if I don't log out of the system using the 'Log Off' button but close the Windows Explorer browser window instead?

The system will not recognize that the user has exited the application. If the user was in the process of logging a new report, the report will remain in 'locked' status and only released after the default session timeout period (usually between 20mins - 1 hour).

 

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