Safety Suite
Hazard and Incident Reporting
Ready Reference Guide
The following document describes a step by step process for creating hazard and incident reports on Safety Suite.
If you have trouble completing a report, please contact one of the Safety Suite team;
Daniela Norman 9925 0750
James Humphrey 9925 0782
Ciaran Roche 9925 0711
Tim Allred 9925 0730
Lilly Vasquez (Monday and Friday) 9925 0708
For feedback on your experiences using Safety Suite please email:
Incident and Hazard Reporting Using ESS
Step 1 – Log into ESS
•From the University Home page
•Click Staff
•Click Employee Self Service (ESS)
•Click Log into ESS
•Enter your username (staff number) and then your ESS password
•Click on the Health and Safety menu item and select Hazard and Incident Reporting
•Click on it an you’ll be taken to the welcome page
Please use the Create General Safety Incident or Create General Safety Hazard buttons for most incidents.
For more sensitive issues (eg. bullying / discrimination), you may prefer to use the Create Restricted Notification Incident or Create Restricted Notification Hazard.
Reporting Incidents (Fields marked with * are mandatory)
*Incident Desc.Type in a short description of the incident.
*Incident DateType the date in using the following format 21.8.2008, or
Click the icon to bring up a calendar, double click to choose the date
*Incident TimeType the time in using the following format 11:11:11, or
Click the icon to bring up a clock, type the time into the fields
*Incident LocationType in the room number eg 11.2.19 then click the icon
or
Type in the room and floor number then an asteric (wildcard) eg 11.2.* then click the icon. This will bring up a list of rooms on that floor.
or
Click the icon to choose the room from the structure search
Reported byWill be filled in automatically
ResponsibilityWill be filled in automatically
NB: If the following error message appears, ###COULD NOT DETERMINE RESPONSIBILITY###,Do not proceed. The location needs to be re-entered correctly.
This field is automatically populated
Click the first white box, then click on the icon, make your selection from the list.
NB: If there was not assistance from emergency services please select none.
Please type in a more detailed description of the incident, and any extra notes that don’t seem to fit anywhere else
Please type in what immediate actions have been taken. For higher risk incidents, we would expect that something would be put in place immediately.
If the incident occurred away from RMIT premises, click Offsite then type in the address manually
Injured Staff
Click on one of the white boxes then click the icon
Type in the person’s first or surname then click Search
Select the correct person from the list
Injured Non Staff
Use this option if the injured person is not a staff member eg. student, contractor, visitor
Type in the all the person’s details
Witnesses – Staff
Please enter any witnesses to the incident. This works the same as Injured Staff above
Witnesses – Non Staff
Please enter any witnesses to the incident. This works the same as Injured Non Staff above
When you are finished you can Print or Save, to start again press Cancel.
Reporting Hazards (Fields marked with * are mandatory)
*Hazard DescriptionType in a short description of the hazard
*Start DateType the date in using the following format 21.8.2008, or
Click the icon to bring up a calendar, double click to choose the date
*Hazard LocationType in the room number eg 201.7.12 then click the icon
or
Type in the room and floor number then an asteric (wildcard) eg 201.7.* then click the icon. This will bring up a list of rooms on that floor.
or
Click the icon to choose the room from the structure search
Reported ByWill be filled in automatically
ResponsibilityWill be filled in automatically
NB: If the following error message appears, ###COULD NOT DETERMINE RESPONSIBILITY###,Do not proceed. The location needs to be re-entered correctly.
Please type in a more detailed description of the hazard, and any extra notes that don’t seem to fit anywhere else
Please type in what immediate actions have been taken. For higher risk hazards, we would expect that something would be put in place immediately
Please type in any proposed actions.
When you are finished you can Print or Save, to start again press Cancel
/ Document: Safety Suite Ready Reference Guide V5 (12.5.2015)).docAuthor: Daniela Norman
Save Date: 12/05/2015
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