Assura Frequently Asked Questions
Perhaps you have just asked one of them? Open each section to discover more about Assura.
A handy tip is to open the most relevant section CTRL+F to search for keywords to find your answer faster.
If you can think of a question that should be on here, please email firstname.lastname@example.org.
What happens if?
|When do I log a BEIMS request versus a Safety Observation?||A BEIMS request needs to lodged when you require FM to action something. Sometimes there is overlap with the content of a Safety Observation. For example, you notice uneven flooring which is both a Unsafe Condition observation and requires a BEIMS for Facilities attention.|
|What should I do if I get an error alert?||Please try to take a screenshot or write down the wording. Email email@example.com and we will troubleshoot the problem with you.|
|Is every report investigated?||No, reports judged to have a minor severity will not be investigated. The level of investigation will also be determined by the realised or potential severity of the event consequences. A good question to help determine this is "Could one or several people have been seriously injured, harmed or killed if this had gone differently?" See the Assessing Risk article here.|
|Will I find out the outcome or investigation results of my report?||Yes, you will receive an email notification when your report has been completed by either your Manager or DSO|
|Can students report?||No, we have only rolled this out for staff members to access. Students will be added early 2022.|
|How can a student report?||For now, through a staff member. Their relevant tutor, lecturer or support services staff member.|
|Can TA’s, Markers, Post-grads report?||Yes, if they have a staff university email, they can report.|
|Should we still use paper forms to report an incident or near miss?||Yes, if a paper form is the best option in the moment, record what you can manually. Later, the appropriate staff member should still record the report in Assura.|
|Do you still want to know about a student incident?||Yes, everything we do is a product of our work. If students are injured or fall ill, we should report it and depending on severity, investigate it.|
Who does what?
|How is the manager notified, and how do we know the Manager has picked it up?||It is all sent via email, with a link to the report. You can follow up directly with your Manager, or click on the link in your report confirmation email to keep an eye on progress.|
|As a DSO, am I meant to encourage staff to report directly to Assura themselves?||Yes, please do promote the use of the system amongst staff.|
|What's the difference between a DSO and an HSO?||Moving forward we wall call all Department and Health Safety Officers, DSOs. The university is structure by Colleges and School, but Department is a recognisable and all-purpose term.|
|Who in H&S is behind a 24-hour contact number? For questions about notifiable events?||Call 03 369 3636 to reach anyone from the Health and Safety team. They'll be able to assist you in the case of a notifiable event.|
|What happens when your manager is on leave? Does the incident notification sit in their inbox?||Yes it does, however the DSO is notified simultaneoulsy. Health and Safety also receive a notification each time a new report is made.
If you notice that it has been assigned to an absent Manager, email firstname.lastname@example.org for manual reassignment.
|Why does my report go to my Manager and DSO, and not just the DSO?||Your Manager is responsible for your health and safety. We think it is fantastic that with Assura, Managers know firsthand what is happening with health and safety in their department, school, or faculty.|
|What is the process of investigating an incident?||When a Manager determines the severity of an incident or safety observation to be moderate (medical treatment), significant (hospitalisation), major (fatality or permanent disability), or catastrophic (multiple fatalities), then a DSO will be assigned to investigate. DSOs are the best equiped to complete an investigate as the safety leaders in their departments. See the Investigate an Incident page here.|
|Who determines if a full investigation is required?||When a Manager determines the severity of an incident or safety observation (realised or potential) to be moderate (medical treatment), significant (hospitalisation), major (fatality or permanent disability), or catastrophic (multiple fatalities), then a DSO will be assigned to investigate.|
Security and Access
|Who can see the incidents that have been reported?||Incidents are locked down to the department. Only a Department or School's DSOs and Managers can see the data. Anyone up the heirarchy has oversight over the data as well. Health and safety has oversight for data integrity purposes.|
|Will I be able to see other incidents from around your college, or the wider university?||No, it’s based on your department as assigned by PeopleSoft. We have designed the security of data in Assura to protect staff privacy.|
|Who can access the H&S Committee Meeting minutes?||Much like they are now, these will be public to all. We ask that minute takers consider what goes in, and what should be omitted from, the minutes.|
|Who do I contact if I can't login or remember my password?||Please email email@example.com. It is helpful if you can include a screenshot of any error message. Please ensure you are using Google Chrome, Firefox, or Microsoft Edge. Internet Explorer is not compatible.|
|Who do I contact if I think I can see information I shouldn't have access to?||We have put a great deal of thought and testing into this aspect. If there is a breach of security, please alert us immediately via email firstname.lastname@example.org. It is helpful if you can include a screenshot of the information you can see.|
|Will I be able to see the reports I have made?||Yes, if you use the web application linked here, then you can see them under Incidents à Lodged by Me|
|What is SSO?||SSO stands for Single Sign On. This means when you are logged into a UC device already, Assura will not ask you for a username and password. It should log you in automatically.|
|What’s happening to RMSS? What’s happening to Risk Registers managed on RMSS? What’s happening to Environmental Checks?||Our licence for RMSS continues into 2022. We have asked DSOs to extract their Risk Register - if you still need this done, please ask someone in the Health and Safety team.
Physical condition checklists can be found on the Health and Safety forms website. The team are working a solution for this in Assura.
We no longer use RMSS - if you have a bookmark saved please delete this. If you find a link to RMSS, please notify email@example.com.
|Tell me more about Assura.||Assura Software are a locally owned and operated company that specialises in workflow software. The application of a lot of their software is for health and safety, and agriculture. Read more about them here.|
|What are the next stages of the project?||We will be conducting a performance implementation review with the vendor and then determine what the next best functions to add are.|
|How do I log in to the mobile app?||You can download the Assura One mobile app in any app store, and sign in using the URL and your UC network login. More instructions are found here.|
|How can I report an incident when I'm out of service on a field trip or work integrated learning?||The mobile app has offline capability, but you need to have downloaded and signed in to the app before you go on your field trip. See more instructions here.|
|Can I use the mobile app on my personal phone?||Yes, you can download it exactly as you would for a work device, and use your network login for Microsoft Office. See more instructions in the Mobile App section of this page.|
How do I?
|Can I go back into an incident report and edit it to add information divulged or uncovered after the initial report?||Yes, you will have full access, and even once an investigation is closed you can still Query back to the Investigation state and add detail.|
|How do I find the Assura system?||You can find links to the Assura system on the Health and Safety page here.|
|How do I report an Incident?||Fill out the form here. If you need more help, watch the helpful instructional videos found here.|
|How do I report a Near Miss?||Near misses are reported the same way an incident is. Fill out the form here. If you need more help, watch the helpful instructional videos found here.|
|Where do I find the quick help guides?||These are located here on the Health and Safety website.|
|How do I find out my business unit if I don't know it?||The Business Units are derived from PeopleSoft which has some legacy team, school, department and college names.
The best way to find it is to search in the business unit field for the college or department above yours.
|How do I know the difference between Minor and Catastrophic consequences?||Minor (first aid treatment), moderate (medical treatment), significant (hospitalisation), major (fatality or permanent disability), or catastrophic (multiple fatalities).|
|What is a Safety Observation?||A safety observation is when you have witnessed circumstances that have potential to cause harm, but that no string of events have resulted in harm, yet.|
|What's the difference between a Near Miss and a Safety Observation?||
A near miss means that events have transpired where harm could have resulted but didn't. A safety observation means that contributing factors exist but haven't yet been triggered.
See the below definitions to help further clarify.
|What is Safe Practice?||Behaviour that prevents harm to life or health. For example, we want to hear about people teaching each other good lifting technique, cleaning up a spill immediately, or putting up barriers to prevent people walking into an active work area.|
|What is Unsafe Practice?||Behaviour that could lead to harm to life or health. For example, working in the road with no spotter or warning signs, not wearing adequate PPE, or speeding in a vehicle.|
|What is a Suggestion?||An idea of what could be implemented to protect the health and wellbeing of our university community. For example let us know if you have any ideas about access to the University recreation centre for staff, manual handling training, or emergency response flipcharts.|
|What are Unsafe Conditions?||Any environmental condition that could cause harm to life or health. For example, boxes being stored in front of a fire exit, a broken window, or poor lighting.|
|Will Assura have Audits in it? E.g., Defibrillator checks. Other event notifications? Health checks?||We do not know yet. We are exploring if Assura is the approporiate or best solution for these and many other health and safety functions.|
|Are we going to look at adding functionality on chemical tracking or hazardous substances etc.?||There is some potential. If your department is considering a new system, please ask H&S about Assura but we would encourage you to explore custom or industry specific software solutions as well.|
|Will we be able to manage field activities through Assura?||Potentially. We want to first gauge staff response to Assura as a platform and then build upon it to solve specific solutions.|