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					 OARS
 Online Accident Reporting System

      A guide to the University of Calgary’s new web-
     based On-line Accident Reporting System (OARS).

                             January 2009
                                 Revised 2009.01.21




Environment, Health and Safety
Accident Reporting and Investigation
The reporting and investigation of accidents and incidents is required by
Alberta Occupational Health & Safety and Environmental legislation as
well as University policies.
Employees must report any accident or incident to their Supervisor as
soon as possible.
Students must report all accidents or incidents to their Supervisor,
Instructor or University Representative as soon a possible.
Contractors, Visitors or Volunteers must report any accident or incident to
a University Representative as soon as possible.
The Supervisor or University Representative is required to file a report
within 24 hours of receiving notification of the accident or incident.


Environment, Health and Safety
Before you start
OARS does not replace Worker's Compensation Board (WCB) reporting
requirements. All WCB reportable incidents require the completion of
WCB forms and the University of Calgary's OARS incident report.

A worksheet is available outlining the information necessary to
complete the OARS report.

You may print the worksheet and use it to collect the appropriate
information about the accident and to assist in the investigation.
http://www.ucalgary.ca/safety/files/safety/OARSWorksheet.pdf

Any student, staff, or faculty member can file an accident/ incident report.

Just have your eID ready to file the report.


Environment, Health and Safety
  Two Ways to Access OARS
1. Environment, Health & Safety’s website at www.ucalgary.ca/safety/oars
2. MyUofC Portal



In MyUofC, go to:
Campus Services
EHS Tools
Online Accident
Reporting System




  Environment, Health and Safety
Getting Started


 Click on
 Click here to enter
 through MyUofC




Environment, Health and Safety
 Sign On My UofC
Enter your eID and
Password.

Note: Some users may have
more than one UCID.

Users with more than one UCID
must add their UCID’s to their
eID.



Add another UCID to your eID at https://acctman.ucalgary.ca/register/



 Environment, Health and Safety
Create New Incident Report
On the OARS
Home page, click
Create New
Incident Report.

Complete the
online form.

For help completing
each section, use
the      icon.




Environment, Health and Safety
Page 1 - Person Involved
Person Reporting
Incident

Indicate in what capacity
you are reporting the
incident. Click on the
appropriate button, and
select either Supervisor,
University
Representative or Self.

The system will
automatically fill in the
required tracking
information.


Person Involved or Affected
Select the status of the person injured or involved in the incident. For Faculty/Staff or Graduate Student click
“Select Involved.” For Undergraduate Student, Contractor or Public, complete all text fields.
Indicate the length of employment and time in occupational at time of incident.



   Environment, Health and Safety
Supervisor Selection
If you are “Self” reporting and entering your own accident/incident report, you will have
to provide your supervisor’s information. Click “Select Supervisor” and you will be able
to select from a list and then the information will auto fill.

If you are a “University Representative” reporting on behalf of an employee, graduate
student, undergraduate student, contractor, visitor or volunteer and do not know the
name of the Supervisor, click “Unknown Supervisor.” If the Supervisor is known, Click
“Select Supervisor” and you will be able to select from a list and then the information will
auto fill.

You may enter one other person to be email notified of the accident. Many Faculties,
Departments and/or Units require additional management notification. Consult your
Department/Unit about additional notification requirements. You must know this email
address as there is no select option.

Click “NEXT” when finished with the page.




  Environment, Health and Safety
Page 2 - Description
Enter the Date and Time of
the incident.

Select Campus and Incident
Location.

If the location cannot be
selected from the list, enter
the information in the space
provided.

Provide Incident Details – be
as descriptive as possible.

Attachments may be
uploaded.

Identify if Campus Security
attended.

Enter Witness and First Aid
information.                       Click “NEXT” when finished with the page.



  Environment, Health and Safety
Page 3 - Classification
Select which level of incident is being reported 1, 2 or 3. Classification determines the appropriate level of
notification and management involvement in the investigation.

Select all applicable boxes below the level selected. Click “NEXT” when finished with the page.




    Environment, Health and Safety
Page 4 - Details
Identify the Body Part(s) Affected, Nature of Injury and Type of Contact – select all that apply.

Click “NEXT” when finished with the page.




  Environment, Health and Safety
Submitting the Report
If you are a “University Representative” or “Self” reporting you may now save a draft, view
the PDF report, or submit the report.

“Supervisors” are able to complete the report from start to finish (pages 1-6).

If there are errors in completing the report, red error messages will appear at the top of the
page, outlining what is required to be completed and on which page. Make these corrections
and resubmit the report.

Once submitted, a tracking number will be assigned to the incident and a message stating
“Completed Report Submitted Successfully” will appear.

A copy will automatically go to the Supervisor and any additional email recipients whom you
may have included on page 1. EH&S will receive notification if “Unknown Supervisor” is
selected.

The Supervisor will be required to complete Pages 5 and 6.

Depending on the incident classification level, other Higher Authorities may also be required
to complete the Management Review section on Page 6.



  Environment, Health and Safety
Same Incident with Multiple Persons
Affected
In the event that multiple people are affected by one incident, a separate incident
report is required to be completed for each person affected.
This is easy to do in OARS. The information from a submitted report is copied
into a new report. The additional person affected will need to be identified as well
as some details may also be different.
From the OARS Home Page. Select “View/Edit all Open Reports Submitted by
Me”
Select the appropriate incident and click “Same Incident ->New Person
Involved”
The new “copied” incident report will have the same tracking number as the
original report, however there will be a letter added to the tracking number. For
example: A copy of “2009-01-002” will be “2009-01-002-A”.



Environment, Health and Safety
Page 5 – Investigative Details
The Supervisor is required to identify the immediate cause of the incident.

Immediate Causes are the hazards that existed immediately prior to the
occurrence of the accident or incident.

Select all boxes that apply. At least one must be selected from this section. If
“Other” selected, use the “Root Cause” text field on the bottom of this page to
describe.




 Environment, Health and Safety
Investigative Details - Root Cause
The Supervisor is required to identify the root cause of the incident.

Root Causes underlie all other causes and are the most important to identify in
incident investigations.

Select all the boxes that apply. At least one must be selected from this section. If
“Other” selected, use the “Root Causes” text field to describe.

Click “NEXT” when finished with the page.




  Environment, Health and Safety
Page 6 – Corrective Action
Corrective Actions to Prevent Recurrence
After identifying the causes of the incident, the Supervisor is required to identify
(and implement) corrective actions to prevent the accident or incident from
happening again.

Select all boxes that apply. At least one must be selected. If “Other” selected, utilize
the “Recommendations/Prevention Measures” open text field to describe in detail.

Scroll down the page to the Management Review section.




 Environment, Health and Safety
Management Review

Level 2 and 3 incidents require higher levels of management notification,
review and sign-off. Higher Authorities must complete the Management
Review section.

Level 2 Incidents
“Second Higher Authority” must approve the incident investigation to
close the OARS report.
Level 3 incidents
“Second Higher Authority” must review and approved the investigation.
“Third Higher Authority” must approve the incident investigation to close
the OARS report.




 Environment, Health and Safety
Management Review - Supervisor
Supervisor (for all incident classification levels) is required to:
• Identify the “Corrective Actions Target Date” and the “Corrective Actions Compete Date.”
• Approve the Investigation and Corrective Actions by selecting “Yes.”
• Confirm that the corrective actions have been implemented by selecting “Yes” to
“Corrective Actions Complete."
• Include additional comments in the text field provided.

Level 1 Incidents - Supervisor may now complete the investigation by selecting “Submit
Completed Report.”

Level 2 & 3 incidents – Supervisor must identify higher levels of management (higher
authorities).




  Environment, Health and Safety
Management Review – Level 2 Incidents
Supervisors are required to identify the “Second Higher Authority” for level 2
incidents. The “Second Higher Authority” is the person to whom the Supervisor
reports.

Click “Select” to be able to select from a list and the the information will auto fill.

Second Higher Authority is required to:
• Approve the Investigation and Corrective Actions by selecting “Yes.”
• Confirm that the corrective actions have been implemented by selecting “Yes” to
“Corrective Actions Complete."
• Include additional comments in the text field provided, if necessary.
• Complete the investigation by clicking “Submit Completed” report.




 Environment, Health and Safety
Management Review – Level 3 Incidents
Supervisors are required to identify the Second and Third Higher Authorities for level 3
incidents. The Second Higher Authority is the person whom the Supervisor reports to and the
“Third Higher Authority” Is the person whom the “Second Higher Authority” reports to.

Click “Select” to be able to select from a list and the the information will auto fill.

Third Higher Authority is required to:
• “Approve the Investigation and Corrective Actions” by selecting “Yes.”
• Confirm that the corrective actions have been implemented by selecting “Yes” to “Corrective
Actions Complete."
• Include additional comments in the text field provided, if necessary.
• Complete the investigation by clicking “Submit Completed Report”.




  Environment, Health and Safety
Edit and View the Report
You may edit a report until your Supervisor or any Higher Authority edits
and completes the Management Review section.

Supervisors are only able to edit a report until they have approved the
investigation and corrective actions and have confirmed that the
corrective actions have been completed. However, once a Higher
Authority has edited the report it is no longer editable by the Supervisor
(for Level 2 incidents) or the Second Higher Authority (for Level 3
incidents).

Reports may be viewed at any time
(unfinished, open, submitted or closed).



Environment, Health and Safety
Nagging Emails

Email reminders will be sent to the Supervisor (or Higher
  Authorities) when:
• there has been no follow up after 5 days of receiving the
  email notification.
• the Corrective Action Target Date has not been specified.
• the Corrective Action Target Date has passed.

Instructions are provided in the email reminder outlining how
  to complete the required fields in OARS.


Environment, Health and Safety
Training Site for Practice

To practice using OARS, go to
https://ehstest.ucalgary.ca/Oars/

You can enter your own incident reports, or report in the
 capacity of the Supervisor, or the University
 Representative.

For training purposes, no email confirmation will be sent to
  the persons mentioned on the report in order to avoid
  unnecessary confusion.


Environment, Health and Safety
Questions

More information about reporting accidents and incidents at
 the University of Calgary and the new Online Accident
 Reporting System (OARS) can be found at
 www.ucalgary.ca/safety/oars


Contact Environment, Health and Safety (EH&S) at
  – chematix@ucalgary.ca
  – 403-220-6345


Environment, Health and Safety