R2 - Work Off-Campus and Fieldwork (WOC/FW) Plan Peer Review

Work Off-campus and Fieldwork Leader - This is the UQ Staff member who is leading the Work Off-campus/fieldwork, and is responsible for creating all Work Off-campus/fieldwork documents including Work Off-campus and Fieldwork Plan, and Risk Assessment.

Work Off-campus and Fieldwork Approver - This is generally the Work Off-campus and Fieldwork Leader's supervisor or a person senior enough to approve the plan. Additionally, this person should not be attending the feild trip.

Communications Person - Nominated campus representative who doesn't participate in the Work Off-campus/fieldwork, and is able to enact the communications plan.

First Aider/s - The UQ personnel nominated to perform First Aid where required during Work Off-campus/fieldwork.

Participants - All UQ personel (including Students) that are attending the Work Off-campus/fieldwork.

Peer Reviewer – A person invited by work off-campus and fieldwork leader to provide feedback on their work off-campus and fieldwork plan and risk assessment prior to submission to the risk approver. Suitable reviewers include subject matter experts, participants, persons involved in implementing controls, Safety Coordinators (WHSC), Safety Managers. All system users can be invited to peer review. 

Peer review can only be conducted on a draft or new work off-campus and fieldwork plan. Any work off-campus and fieldwork plan already approved cannot be peer reviewed. 

Follow the hyperlink included in the "Peer Review" email. 
Alternatively:

• Go to the ‘Notification Centre’ in UQSafe dashboard and find the Work Off-campus and Fieldwork Plans requiring Peer Review. 
• Go to ‘Peer Review’ tab in Work Off-campus and Fieldwork Plan Register and find the Work Off-campus and Fieldwork Plans you want to provide the feedback on. 

New work off-campus and fieldwork plans can be found within the work off-campus and fieldwork plan register, either by scrolling to the desired plan or using the filter.

For draft work off-campus and fieldwork plans: Go to the ‘My Drafts’ in the top menu in work off-campus and fieldwork plan register under find a draft risk assessment that you want to send for peer review. 

Invite peer reviewers via “Invite review’ function in the ‘Commands’ column (3 dots) in the far-right end of your work off-campus and fieldwork plan.

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Search for peer reviewer/subject matter expert via UQSafe people profiles by typing their first and last name in 'Assign Peer Reviewers' function.

• Hit Search. 
• Hover over the name in the ‘search results’ box.
• Click Add. The Peer Reviewer's name will be moved to 'Assigned' box. 
• Click OK button.

The system will send an automated invitation for feedback to a nominated peer reviewer. 

Repeat this step for multiple peer reviewers you wish to invite.

Follow the hyperlink included in the Peer Review invitation email. 
Alternatively

• go to the ‘Notification Centre’ in UQSafe dashboard and find the risk allocated for your peer review; or 
• go to ‘My Peer Reviews’ tab in work off-campus and fieldwork plan register and find the work off-campus and fieldwork plan you want to provide the feedback on.

Note: Peer review invitees are able to view all work off-campus and fieldwork plans that they have been invited to peer review from the 'My Peer Reviews' tab at any time.  

To provide the feedback go to ‘My Peer Reviews’ tab in work off-campus and fieldwork plan register and select View in Commands panel (3 dots). You need to read the content of the risk assessment before you provide your peer review comments.  

• Click on ‘Review Notes’ icon. This will open a ‘Review Notes’ panel where you are able to submit your feedback. You are not able to make any changes directly to the work off-campus and fieldwork plan.

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• Click Post button.

Once the peer review feedback is provided:

• a task ‘work off-campus and fieldwork plan peer review to complete’ linked with the risk assessment disappears in “Notification Centre’ in a risk peer reviewer, 
• orange tick symbol appears next the work off-campus and fieldwork plan which the feedback was provided on,
• work off-campus and fieldwork leader is notified via email that the reviewer provided peer review comments. 

To access the feedback:

1. Go to the work off-campus and fieldwork plan register.
   • New work off-campus and fieldwork plans can be found within the work off-campus and fieldwork plan register, either by scrolling to the desired plan or using the filter.
   • For draft work off-campus and fieldwork plans: Go to the ‘My Drafts’ in the top menu in work off-campus and fieldwork plan register under find a draft risk assessment that you want to send for peer review. 
2. Find the risk assessment you want to read the provided feedback on.
3. Select ‘Reviews’ function in Commands panel (3 dots). 

Work off-campus and fieldwork plan leaders are able to respond to the feedback provided via ''Review Notes' panel. 

Note: Review comments are visible to the work off-campus and fieldwork leader and all other reviewers. They can add new comments or reply to others with the most recent comments displayed at the top of the list in 'Review Notes' panel. Any comments that have been made during the peer review process are displayed in the 'Review Notes' panel, showing a date and person provided the review notes. The review notes will be made available indefinitely to those with privilege to view the work off-campus and fieldwork plan. 

It is not a requirement that all assigned peer reviewers must provide feedback before it can be submitted by work off-campus and fieldwork leader for approval. However when the work off-campus and fieldwork leader tries to submit the work off-campus and fieldwork plan for approval, the system will advise if any of the assigned peer reviewers have not contributed to the review conversation. The popup message will  warn whether you want to proceed with submitting for approval. 

The work off-campus and fieldwork leader can use the comments to further develop their work off-campus and fieldwork plan. To make modification to the work off-campus and fieldwork plan:

1. Go to work off-campus and fieldwork plan register or the "My Drafts" tab of the register.
2. Select ‘View/Edit’ function in Commands column.

When all feedback is incorporated, the work off-campus and fieldwork plan needs to be submitted for approval:

1. Go to page 5 of the risk assessment by hitting Next button,
2. Click Submit button. This button is active only on page 5 of the work off-campus and fieldwork plan. 

The Submit step triggers the approval process and changes a work off-campus and fieldwork plan status from ‘draft’ to ‘new’.  An automated email notification is sent to the work off-campus and fieldwork approver requesting they review your risk assessment and either reject or approve it. The email contains a hyperlink leading directly to the relevant work off-campus and fieldwork plan in UQSafe system.