Assura resources and guides

Assura Resources and User Guides

On 1 November 2021, the Health and Safety team launched a new H&S reporting system called Assura. This was implemented to replace the incident and injury reporting functions previously done in RMSS. 

The Assura system is simple, direct, intuitive and accessible. Below we have PDFs, video resources, and instructions to help you understand and use Assura. 

The first stage of the project entails incident and safety observation reporting. We will review the response to this before we cast our net wider to add further functionality. 

Below is the quick start guide which will help you know:

• What you can do in Assura
• how you can access it
• what happens after you report something
• where you can get support.

Please note: Assura works best with Chrome and is compatible with Edge and Firefox.
Do NOT use Internet Explorer.

On this page you will find resources to help you understand:

What to Report

• Incidents: Where harm has occurred or almost occurred.
• Work-related injuries: Any injury caused by work being conducted.
  For example, moving boxes at work, pulling a muscle, or cutting your hand using a craft knife. 

• Work-related illness: Any illness caused by work being conducted.
  For example, Zoonosis, or Legionellosis.
• Near miss: Incidents that almost result in injury or illness.
  For example, almost being hit by a vehicle, or tripping up but recovering your balance. 
• Pain and Discomfort (DPI): Injuries that do not have a clear link to a specific incident.
  For example, back pain from poor ergonomics, or any repetitive strain injuries.
   

Safety Observations: Where there is the potential for harm, or an idea/action that could prevent harm.

• Kind intentions: Reporting unsafe practice or conditions are not about blaming or 'telling on' your colleagues. We need to know so we can ensure everyone's safety and learn from our mistakes - because mistakes happen and you don't know what you don't know. 
• Unsafe Practice: Behaviour that could lead to harm to life or health. 
  For example, working on the road with no spotter or warning signs, not wearing adequate PPE, or speeding in a vehicle. 
• 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. 
  Safe Practice: Behaviour that prevents harm to life or health. 
  For example, we want to hear about people teaching each other good lifting techniques, cleaning up a spill immediately, or putting up barriers to prevent people from walking into an active work area. 
• Suggestions: 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.

How to report

How to report an incident

How to report a safety observation mobile app

Triage and investigation

Triage and Managers

When a staff member reports an incident or safety observation, the report will be assigned to their Manager. That is the person who approves your leave in PeopleSoft. 

Managers get to know first-hand what is happening with health and safety in their department, school, or faculty.

Please see the video below on how to complete the triage section in Assura. 

Investigations and DSOs

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. 

DSOs are the best equipped to complete an investigate as the safety leaders in their departments. 

Please see the video below on how to complete the investigation section in Assura.

How to triage

How to investigate

Meetings and corrective actions

Allocate an action

Action close out

Roles, access and support

Managers' responibilities and access

Managers:

• triage the reports made by your staff and determine if further action needs to be taken
• maintain a safe work environment by addressing the issues raised and implementing improvements
• promote the use of the system among staff
• provide feedback.

Managers have visibility of all reports within their departments. They can review the data and look for opportunities for improvement.

DSOs responsibilities and access

DSOs:

• assist with initial queries from the managers and staff in your department.
• escalate to Health & Safety when you need help
• record investigations and track actions.
• promote the use of the system amongst staff
• provide feedback.

DSOs have greater access than most users, very similar to that of managers, so they can review the data and look for opportunities for improvement.

Health & Safety Reps' (HSRs) responsibilities and access

HSRs:

• promote the use of the system among staff
• assist with initial queries from staff in your department
• escalate to Health & Safety when required
• provide feedback.

HSRs can report an incident, make a safety observation, create a meeting, and assign actions from meetings.

All staff responsibilities and access

All staff:

• report incidents and safety observations
• complete and close out corrective actions and meeting actions.

All staff can report an incident, make a safety observation, create a meeting and assign actions from meetings.

Contact the Assura Project Team

If you have any feedback, ideas for improvement, or general questions about Assura - email Health and Safety Improvement Manager, Roger Kippenburger, or call +64 33 690 611 | internal phone: 90611.

Mobile App - Assura One

We recommend downloading the Assura One mobile app if you don't work at the Ilam or Dovedale campus.

The mobile app is ideal for:

• field trips 
• field station work
• travelling for research, teaching, or work
• working from home
• work integrated learning.

How to report a safety observation

Training videos

Manager's training webinar

Health and Safety Representatives

Training video:

Read the Assura FAQs.