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Jan 02, 2016
OARS Online Accident Reporting SystemA guide to the University of Calgarys new web-based On-line Accident Reporting System (OARS).
January 2009Revised 2009.01.21
Accident Reporting and InvestigationThe 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.
Before you startOARS 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 worksheetis available outlining the information necessary to completethe 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.
Two Ways to Access OARSEnvironment, Health & Safetys website at www.ucalgary.ca/safety/oarsMyUofC PortalIn MyUofC, go to:
Online Accident Reporting System
Getting StartedClick on Click here to enter through MyUofC
Sign On My UofCEnter your eID and Password.
Add another UCID to your eID at https://acctman.ucalgary.ca/register/Note: Some users may have more than one UCID.
Users with more than one UCID must add their UCIDs to their eID.
Create New Incident ReportOn the OARS Home page, click Create New Incident Report.
Complete the online form.
For help completing each section, use the icon.
Page 1 - Person InvolvedPerson 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 AffectedSelect 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.
Supervisor SelectionIf you are Self reporting and entering your own accident/incident report, you will have to provide your supervisors 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.
Page 2 - DescriptionEnter 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.
Page 3 - ClassificationSelect 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.
Page 4 - DetailsIdentify the Body Part(s) Affected, Nature of Injury and Type of Contact select all that apply.
Click NEXT when finished with the page.
Submitting the ReportIf 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.
Same Incident with Multiple Persons AffectedIn 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.
Page 5 Investigative DetailsThe 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.
Investigative Details - Root CauseThe 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.
Page 6 Corrective ActionCorrective 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.
Management ReviewLevel 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.
Management Review - SupervisorSupervisor (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).
Management Review Level 2 IncidentsSupervisors 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