OARS Online Accident Reporting System

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OARS Online Accident Reporting System

• A guide to the University of Calgarys new
  web-based On-line Accident Reporting System
  (OARS).
• January 2009

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Accident and Incident Reporting

• 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.

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Before you start

• Accident reporting is required by Alberta OHS
  laws as well as University policies.
• 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.
  
• Any student, staff, or faculty member can file an
  accident/ incident report.
• Just have your eID ready to file the report.

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Access to OARS

• There are two ways to access OARS
• EHS website at www.ucalgary.ca/safety/incidentrep
  orting
• MyUofC Portal

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

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Getting Started

• Click
• Login with CAS

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Log 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
UCIDs to their eID.
Go to https//acctman.ucalgary.ca/register/ to
add another UCID to your eID
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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.

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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.
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Supervisor Selection
If 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.
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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.
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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.
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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.
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Page 4 - Details
If you are a University Representative or
Self reporting you can now save a draft, view
the PDF report, or submit the report.
Supervisors can 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
wrong and on which page. Make these corrections
and resubmit the report. A message will appear
Completed Report Submitted Successfully. A
copy will automatically go to the Supervisor and
any additional email recipients whom you may have
included on page 1. EHS will receive
notification if Unknown Supervisor is
selected. The Supervisor will be required to
complete Pages 5 and 6. Depending on the
incident level, other Higher Authorities may also
be required to complete the Management Review
section on Page 6.
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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 an incident. Select
all the boxes that apply to the incident.
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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. Click NEXT when finished
with the page.
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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
recurrence. Select all the boxes that apply.
If Other selected, utilize the
Recommendations/Prevention Measures open text
box to describe in detail. Scroll down the page
to the Management Review section.
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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.
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Management Review - Supervisor

• Supervisor or University Representative (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).

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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 whom the
  Supervisor reports to.
• 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.

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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.

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Edit and View the Report

• You may edit a report until such time as your
  Supervisor or any Higher Authority has completed
  the Management Review sections and submitted the
  report.
• Reports may be viewed at any time (unfinished,
  open, submitted or closed).

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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.

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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.

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Questions

• More information about reporting
  accidents/incidents and OARS can be found at
• www.ucalgary.ca/safety/incidentreporting
• Contact Environment, Health and Safety (EHS) at
• chematix_at_ucalgary.ca
• 403-220-6345