Instructions for Website School/Office Safety Committee Minutes
The goal of this website for safety committee meeting minutes is to create a paperless process
Immediate acknowledgement of submittal of minutes to the Safety & Security Services
Immediate calculation of submittal statistics for the school, office, and complex
A central website where the public, Board of Education, Departmental personnel,
administrators, staff, and any interested party can access the minutes of a
school’s/office’s (worksite’s) safety committee at any time
Please note that a worksite must post its current safety committee minutes in a conspicuous area
for all employees that do not have access to computers to be informed of all safety, security, and
health issues at the worksite. Previous minutes shall be filed for future reference.
Instructions for Website School/Office Safety Committee Minutes
1. How to access this website from the worksite computer
2. How to complete and submit a completed minutes template to the S&SSS
Accessing Website from Worksite Computer
The template may be found at: http://lilinote.k12.hi.us/STATE/SS/sscmin.nsf
or at: http://fssb.k12.hi.us Click on “Safety & Security” in the upper right corner. Scroll and
click on “School/Office Safety Committee Minutes Template.” For ease of accessing this
website, add to “Favorites” (or bookmark the website).
For instructions in completing this template, scroll and click on “School/Office Safety
Committee Minutes Instructions” or use these instructions.
If problems are experienced, contact Dr. Bruce Hisanaga at 586-3457 for assistance.
Completing and Submitting Minutes
The purpose of the minutes is NOT to document discussion but rather to determine the
problems/issues/concerns, what are needed to address or resolve the problems/issues/concerns,
status of these tasks, and to identify help needed. However, under the “Comments” field or
column, you have the option to provide information that you feel are important.
All the titles in the shaded fields pertain to that column or following field.
All topics in the template must be discussed at every safety meeting and a respective response
must be entered into the template. The information to be entered in the topics is based on
departmental policies, regulations, and guidelines.
For each field, “none” or a selection must be entered. If “other” is selected, an explanation is
required in the “other” box that follows.
For each topic’s first entry row, all the possible selections are provided under each column. For
the topic’s next entry row, click on the “▼” button and a drop screen containing the items for
that column appears for your selection.
Multiple selections are allowed by highlighting the selected items.
PC computer users: multiple selections are done by holding “Ctrl” key, moving mouse to
next selection, left clicking on mouse, etc.
MacIntosh (Apple) computer users: multiple selections are done by highlighting the
selected item, holding the “Apple” key, moving mouse to next selection, left clicking on
For the “Status of Mitigation” column, the selection is a forced single choice. In the previous
column “Mitigation” if more than one mitigation action was selected and the status of any
mitigation is either “Pending” or “Help,” please explain in the “Comment” column.
If you do not have a sufficient number of entry rows, please contact this office through Lotus
Notes or phone 586-3457 for assistance.
Below is a brief explanation of pertinent fields. If certain fields are not explained, it is assumed
that what is written on the template is sufficient or the field is self-explanatory. If this is not so,
please advise otherwise. If there isn’t adequate space for any topic or field, please contact this
office for guidance either through Lotus Notes or call, 586-3457.
If the school safety committee includes a representative of a community school or a departmental
office located on the same campus, please list the name of the school/office represented in this
column, e.g., Kaimuki Middle School, Pohukaina School, Kaimuki CAS and Student Support
Multiple selections are completed by highlighting your selection, proceeding to your next
selection, holding down the “ctrl” key for PC or the “Open Apple” key for Mac, and highlighting
the next selection.
Once all selections are made, the “District, Complex,” and “Complex Area Superintendent”
fields will be automatically completed for you by clicking “Enter.”
“Submitted by School Principal, Worksite Senior Administrator/Occupant, Assistant
This field is automatically populated when user logs in. As soon as you log in with user name
and password, this field is automatically completed.
“SAFETY COMMITTEE MEMBERS”
This field entry is different than the other fields, i.e., it is programmed so that, in future
preparation of the electronic minutes, you can highlight and copy from this field and paste onto
the new template field.
Please list the full name, followed by a “/,” followed by the official job title, and, if necessary,
use parenthesis for information as to who this individual represents.
Example: Jack Alltrades/Teacher (representative for students)
“Topic 1: EMPLOYEE INJURY”
Each row is for one (1) injury. A maximum of six (6) injuries may be added. If additional space
is needed, please call 586-3457 for assistance. This field shall be covered as referenced in the
Guidelines for Establishing School Safety Programs and HIOSH, Part 1.
“Topic 2: EMPLOYEE NEAR MISS”
Near misses are usually captured on the DOE Employee Accident Form and those reported to the
safety committee, office or administration.
“Topic 3: STUDENT INJURY”
This information and data can be referenced through the health aide. Every month, the health
aide is required to submit a summary of health room logs to the complex school health nurse.
There is an expectation that the school will be proactive in the future prevention of major and
high frequency injuries to the students while under the DOE’s responsibility.
“Topic 4: STUDENT NEAR MISS”
Student near misses are usually observed by staff or reported by the students themselves.
“Topic 5: SAFETY/SECURITY/HEALTH COMPLAINTS”
List any complaints received from staff, students, parents, visitors, etc., pertaining to safety,
security and health topics.
“Topic 6: OTHER CONCERNS/ISSUES OF SAFETY/SECURITY/HEALTH”
List any concerns/issues that committee members addressed or use these rows to enter
complaints that did not fit into the template under “Topic 5.”
“Topic 10: INSPECTIONS”
Inspections are formal written documentation that requires the inspectors to follow a dictated
protocol and standards whereas “Topic 9: Assessments” are informal and merely requires
observations of what may create a unsafe, unhealthy or otherwise not secure situation.
Any document in progress may be saved at any time by clicking on the box “Save & Continue”
at the beginning or end of the template without the document being forwarded.
The school principal or the office’s administrator shall be responsible for all minutes that are
electronically transmitted to the S&SSS. This is accomplished by clicking on the box “Save &
Process” at the beginning or end of the template. Please remember that the school or the
departmental office, not the department, is considered the employer under the Hawaii
Occupational Safety and Health (HIOSH) standards and ultimately responsible for the safety and
health of employees.
Minutes may be submitted only by the principal or administrator who has a username/password
assigned through the Safe School Information System (SSIS), aka Chapter 19. If the principal or
administrator wishes to delegate the submitting of the minutes to other employees, it is his/her
responsibility to obtain a username/password through SSIS or the Chapter 19 website at
www.ch19.k12.hi.us/ Once the safety committee minutes have been submitted, the sender is no
longer able to edit the document. Therefore, please ensure accuracy of the information prior to
submittal. Only a very limited number of DOE personnel have been given editorial permission.
The URL, or website address, shall be shared with all employees with computer access so they
may review minutes online. A hard copy, printed in landscape format on legal size paper, shall
also be posted in a conspicuous location for review by those without computer access and the
Printing of safety committee meeting minutes should be done in the “View” mode to allow only
entries in topics and columns to be printed and not drop screens and sections without any entries.
If entries are to be printed, topics need to be opened (click on “►”). Drop screens will appear in
the “Edit” and “Create” modes; printing should not be done in these modes to conserve paper
Since there is the possibility that duplicate minutes may be submitted, it is the responsibility of
the sender to ensure that this does not occur since minutes will be double-counted, thereby
affecting statistics. No adjustments to the statistics will be made unless so notified or otherwise
detected. If incomplete or duplicate minutes are accidentally submitted, please contact Dr. Bruce
Hisanaga or Ms. Johannah Kinimaka through Lotus Notes or call 586-3457.
To determine if your minutes were received, check the website for an entry under your school’s
name. You may also review minutes and statistical information relating to school safety
committees at any time through the website. Minutes and statistics will be kept on file for five
(5) years before being deleted.