R3 FAQs - Incident/Hazard Reporting Module

To report incidents or hazards, click on the waffle icon in the global navigation bar, select 'Report Something' and choose the 'Health and Safety Reporting'.

Under the 'who' section of the report you can list the person who sustanined the incident, as well as the affected person.

Anyone can report an incident using UQSafe. If you need to log an incident involving an unknown person you would start by selecting "another person" at the first question. Under 'person details' please select 'anonymous / unknown' and under 'Person Type' please select 'visitor'.

If the supervisor is unknown, you should follow your local work area procedures to identify the appropriate supervisor.

The person who submitted the report wil remain access to it even though they are not the affected person.

All incidents and hazards reported in UQSafe have a restricted view, relevant to the type of report being logged. 

In addition to this, persons logging sensitive reports are able to bypass the usual workflows, and stop notifications being sent to the local Manager/Supervisor or Safety Team member. This functionality provides the capability for hazards and incidents to be reported but kept confidential from the affected persons line manager and local team in sensitive situations. 

For detailed instructions on how to mark sensitive incidents confidential please see R3 - Report an Incident or Hazard.

If someone is assigned a task within the management action plan of a confidential report, they still cannot view the confidential report without being invited in. A user must be invited to view a confidential report, so while they can access the relevant task details via 'My Tasks', they will be met with a permissions error/messaging stating they do not have permission when attempting to view the confidential record (and the confidential record will not display).

Yes. Users can assign a report to any UQ staff with a position description (profile) in Workday or Webprism.

Reports cannot be assigned to undergraduate students to manage.

Mechanism refers to the specific action, exposure, or event that leads to a health and safety incident. For example, exposure to a physical or psychosocial hazard or an event that may lead to injury or damage. 

Agency refers to the object, substance or circumstance that leads to a health and safety incident. 

All your incident and hazard reports will be displayed in the 'My Data' Register, while all your checklist or inspection reports will appear in the 'My Checklists' Register. 

To access these Registers, click on the waffle icon in the global navigation bar and click on 'My Data' or 'My Checklists'.  

Under the 'status' section in your Register, you can view the status of each report: draft, new, open, closed, cancelled.

Click on the draft report you wish to continue working on. Your draft report is only visible to yourself.

You can still make changes to your incident or hazard report after submission as long as the status is 'New' or 'Open'.

Similarly, the assigned person responsible for the management action plan can also edit the report while it remains in those statuses.
 

Only the assigned person responsible for the management action plan and the Safety team member in your area have permissions to cancel an incident or hazard report incl. Management Action Plan. Any tasks associated with the cancelled report will be de-activated automatically.

To cancel your report as the person assigned to complete the management action plan, click on the waffle icon on the navigation bar. Your assigned incident and hazard reports will be displayed in the Manage Register. Find the relevant report, click on 'Actions' and select 'Cancel'.

To cancel your report as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on 'Actions' and select 'Cancel'.

Please note that you will need to contact the UQSafe System Administrator to reopen a cancelled report.

An incident or hazard report will be closed automatically when all associated tasks are completed by the person assigned the task. The status will change to 'closed'.
In case there are no associated tasks to be completed, only Safety Team members have permissions to close the report manually. 

To close a report as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on 'Actions' and select 'Close'. Please remember to check on any outstanding tasks prior to closing the report because all related tasks will be closed automatically as well.

An incident or hazard report with status 'closed' can be reopened by the Manager/Supervisor assigned to manage the report and the Safety Team member.

To reopen your report as the person assigned to complete the management action plan, click on the waffle icon on the navigation bar. Your assigned incident and hazard reports will be displayed in the Manage Register. Find the relevant report, click on 'Actions' and select 'Reopen'.

To reopen the report as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on 'Actions' and select 'Reopen'.

No, reports cannot be retrieved or reopened once deleted. 

Note that you can only delete your own draft incident or hazard reports.

UQ Managers/Supervisors are responsible for reviewing the details of submitted incident or incident reports and implementing controls to resolve hazards. 

When you have been assigned an incident or hazard report to manage, you will receive an email. The 'View Report' link in the email will open the relevant incident or hazard report for you.  The report will also be added to your 'Manage' Register which can be found via the waffle icon on the navigation bar.

For more detailed instructions please see R3 - Create a Management Action Plan (Supervisors)

You can make changes or add new Actions to your management action plan as long as the status is New or Open. Similarly, the assigned person responsible for the management action plan can also edit the incident and hazard report while it remains in those statuses. 

To edit the management action plan, open your 'Manage' Register which can be found via the waffle icon on the navigation bar. In the register, click on Actions and then 'Edit' to make changes to the management action plan. 

Please note that management action plans with status 'closed' will need to be reopened first before they can be edited. Management action plans with status 'cancelled' can not be edited.

You may wish to transfer a management action plan to another person if you have received this incident or hazard report in error, or if you need to transfer responsibility to another person.

To transfer the management action plan, open your 'Manage' Register which can be found via the waffle icon on the navigation bar. In the register, click on Actions and then 'Transfer' to select the person to transfer to.

When you have transferred an management action plan to another person, they will see it in their 'Manage' register.

Please note that once the management action plan has been transferred, you will no longer be able to see or manage it.

Sometimes you will need other people to view or update a management action plan. Send them an invite to give them access while you keep management responsibility. This is currently only possible on UQSafe desktop and not the RiskWare app.

Click on the waffle icon in the global navigation bar and select  the 'Manage' Register. In the register, click on Actions and then 'Invite' to add an invitee. invitees can edit the management action plan but will not be able to make changes to the incident or hazard report.

All invitations are recorded in the Audit Trail of the report.

While the management action plan can be accessed by several people at once, only the first to edit will have their changes recorded. The second person will receive a pop-up message that changes will not be saved.

The 'Notes' icon is displayed at the top of the management action plan. This functionality is visible on the UQSafe desktop version but not on the RiskWare app. 

The Notes allow the person responsible for the management action plan as well as anyone invited to the management action plan and the Safety Team members to add, view and edit brief notes for easy reference. The Notes are not accessible by the person reporting the incident or hazard.

Please remember that Notes cannot be marked confidential.

Please click SAVE DRAFT instead of SUBMIT when Step 1-4 of the management action plan are not yet fully completed by the person assigned to the management action plan.

Report verification by the Safety team member ensures that the data in the incident or hazard report is complete and accurate. If the information is unclear, relevant persons must be contacted to seek clarify.

To verify an incident or hazard report as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on 'Actions' and select 'Manage'.

Open the Safety Team Review section which is only visible to you as a member of the Safety team. The incident or hazard report will show on the left side of your screen. 

Tick the Report Verification check box. Please ensure that your name and the verification date appear correctly under Report Details Verification. 

Important: Click SAVE DRAFT instead of SUBMIT / UPDATE when Step 1-4 of the management action plan are note yet fully completed by the person assigned to the management action plan.

Once the Manager/Supervisor has submitted their action plan, it is 'verified' by  the relevant Safety Team to ensure the corrective actions are appriopriate and the target risk proportionate. The local Safety Team will continue to monitor the report while it remains open, until all  corrective actions are completed and the report is closed.

To verify the management action plan as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on 'Actions' and select 'Manage'.

Open the Safety Team Review section which is only visible to you as a member of the Safety Team. The incident or hazard report will show on the left side of your screen. 

Tick the 'Action Plan Verification' check box. Please ensure that your name and the verification date appear correctly under 'Report Details Verification'. 

Important: Click SAVE DRAFT instead of SUBMIT / UPDATE when Step 1-4 of the management action plan are note yet fully completed by the person assigned to the management action plan.

Investigations are completed in a separate form.

Safety professionals at UQ include HSW Managers and Work Health and Safety Coordinators (WHSCs) and operate at the Organisational Unit level. WHSCs are required to investigate serious incidents to determine the factors that contributed to the event and implement corrective actions to prevent reoccurrence.

Review the details of the incident report to determine whether a basic investigation is required. Refer to the Incident Investigation Guideline PPL for guidance. 

All UQ staff and students with a position description (profile) in Workday or Webprism can be allocated a task, except for undergraduate students with SiNet profiles.

When you are assigned a Task, you will get an email. A notification will also appear on the 'My Tasks' icon in the global navigation bar. 

Only the assigned person responsible for the management action plan and the Safety Team member in your area have permissions to cancel an incident or hazard report with management action plan. Please note that any actions associated with the cancelled report will be automatically deactivated and will no longer appear in the task list. To reopen a cancelled report, please contact the UQSafe System Administrator.

To cancel your report as the person assigned to complete the management action plan, click on the waffle icon on the navigation bar. Your assigned incident and hazard reports will be displayed in the Manage Register. Find the relevant report, click on Actions and select Cancel.

To cancel your report as a Safety Team member, click on the waffle icon on the navigation bar and open the Health & Safety Module. All incident and hazard reports for your area will be displayed in the Hazard/Incident Report Form Register. Find the relevant report, click on Actions and select Cancel.