1. On Line Risk Assessment Training

2. On Line Risk Assessments - Training Question: Why do we need to carry out risk assessments? Answer: We have a legal obligation to assess risks and hazards within the work place.

3. Required under – ‘Management of Health & Safety at Work Regulations 1999’ Employers must assess and record risks Implement necessary preventative and protective measures Continually monitor that they are effective Update and review as required On Line Risk Assessments - Training

4. Any individual can be held personally liable if an offence occurs under relevant health & safety legislation with or without their consent, or involvement, or due to their neglect to discharge their duties. So Risk Assessment Is……? “The cornerstone of all aspects of Health & Safety” ….risk assessment will help prevent this!

5. On Line Risk Assessments - Training Risk Assessments – Do’s & Don’t Do carry out risk assessments to the ‘best of your ability and knowledge’ Don’t get bogged down with insignificant ‘trivial or unforeseeable risks’ Do try to involve people around you and ‘if in doubt seek advice’ Don’t carry out on-line risk assessments ‘without adequate training’ Do attend the BU Risk Assessment training to gain ‘knowledge and competence’

6. On Line Risk Assessments - Training IMPORTANT The following slides are designed to provide instruction on the use of the BU on-line risk assessment system. It is not a replacement for the formal risk assessment sessions facilitated by the Health, Safety & Wellbeing Team. Risk Assessment training sessions are run monthly and dates are published on the Health, Safety & Wellbeing intranet resource. This two hour 'Introduction to Risk Assessment' session provides you with the basic skills required to carry out day-to-day assessments.

7. On Line Risk Assessments - Training Accessing On-Line Risk Assessment Form The system is designed to be server based so an assessment can be carried out by directly accessing the webpage and login in using your BU Intranet login credentials. The staff access URL is http://risk.bournemouth.ac.uk/ This is the main login screen that will allow access for you to login to your own unique area within the server.http://risk.bournemouth.ac.uk/ The administration URL is http://riskadmin.bournemouth.ac.uk// This is the login that will be used by specific individuals within each Faculty/Professional Service to allow auditing, monitoring and review of all assessments completed within their specific areas. http://riskadmin.bournemouth.ac.uk//

8. On Line Risk Assessments - Training Home Page From the homepage of the on- line tool, click on the ‘Create New’ button to proceed to the LOGIN screen

9. On Line Risk Assessments - Training Login From here you can login by using you normal BU login in that you use to access systems such as ‘outlook’. Fill in your BU username, password and then hit the ‘Submit’ button

10. On Line Risk Assessments - Training Step one The first screen allows you to start creating a risk assessment. When completing the form please ensure you select the correct ‘Faculty/Professional Service’ from the drop down arrow on the right of the required box. Also complete ALL mandatory fields marked with an [*] asterisk.

11. On Line Risk Assessments - Training Step one - continued The ‘Date of the Activity/Event/Travel….’ field is where the date differs from that of the assessment (e.g. is a future date).

12. On Line Risk Assessments - Training Step one - continued Upon completion of each page, you are required to click on the ‘Next’ button to proceed to the next screen.

13. On Line Risk Assessments - Training Step Two You now need to complete the ‘Description of the activity/area/process’ you are assessing as well as the location/s of the activity. It is important to also identify all ‘individuals’ who are at risk (or potentially at risk) before continuing. When complete select the ‘Next’ Button to move on.

14. On Line Risk Assessments - Training Step Three You can now begin to record all ‘hazard/s’ one at a time (upon completion of each hazard/risk, you will be able to add subsequent ones). Initially it is important to consider the risk without control measures in place and should the risk occur, the possible resultant injury that could be sustained. Hit ‘Next’ when completed.

15. On Line Risk Assessments - Training Step Three - continued From the example “dropping tool from a height” you will see that the risk identified (with no control measures could cause serious injury), so has been automatically calculated as a ‘High risk’. Once you have entered your risk, select the ‘Save Hazard’ option, which will take you to a new screen where you can consider and add control measures to reduce the calculated risk. Click ‘Next’ to move on.

16. On Line Risk Assessments - Training Step Three - continued You now need to add one or more ‘Control measures’ to reduce, manage, and/or control the risk (where it has not been possible to remove it completely). This can be done by adding it to the ‘Control measure’ box. Now populate the two drop down boxes with the new risk levels. Now select the ‘Next’ button.

17. On Line Risk Assessments - Training Step Three - Continued By introducing barriers around the working area ( to prevent access and egress ), the risk has droped from a high risk to a low risk. Now add any additional control measures required by selecting ‘Add another control measure’ to introduce further ways to control the risk. When you have adequate control measures to reduce the risk to an acceptable level, you are required to select ‘Save control measures’. Then ‘Next’.

18. On Line Risk Assessments - Training Step Three - Continued You are then presented with the option to add additional hazard/s (which repeats the hazard and associated control measure process), You can add as many hazards as you apply control measures to manage the risks. When you have added all your hazards they will be listed on the page (as shown). Once you are satisfied that all identified hazard/risks are formally recorded, select ‘Next’ to continue with the risk assessment.

19. On Line Risk Assessments - Training Step Four You are now at the ‘Review & Approval’ stage of the risk assessment. A risk (either low, medium or high) is automatically assigned to your risk assessment [based upon the highest remaining risk, once all current control measure have been applied]. Should the assessment be the work of two or more [a joint effort], the ‘names of those who contributed’ can be added as well by selecting the ‘Add another’ button.

20. On Line Risk Assessments - Training Step Four - Continued Where the assessment is not considered low risk [and therefore automatically approved], you are required to enter a reviewers name, job title and email address. You can also add a ‘Review date’ The individual chosen will then be emailed to review and authorise the assessment, when you select ‘Send for approval’. They also can reject the assessment, where they consider further work on identified risks is required. [which will send it back to you]

21. On Line Risk Assessments - Training Review & Approval Any risk assessment, deemed LOW risk is self-authorising and does not require any further review or authorisation (as these are self-approved by the system itself). All risk assessment attaining a MEDIUM risk rating is required to be reviewed by an appropriate Line Manager or other suitably authorised individual. Any assessment considered HIGH risk should be reviewed and authorised by the relevant Executive Dean or Director of Operations for the Faculty or Professional Service.

22. On Line Risk Assessments - Training Step Four - Continued Prior to submitting the risk assessment for approval you can also ‘Upload various supporting documentation’ in the form of photographs, word documents, spread sheets and PDF files to provide further information as required. Documentation can be added by selecting the small ‘Cloud’ symbol. [located below the upload supporting documents line].

23. On Line Risk Assessments - Training Step Four - Continued You will now be directed to a ‘Browse’ tab which will allow you to search for any documentation you wish to upload. Once located select ‘Save Documents’. [Please note that any supporting documentation must be under a 2mb file size].

24. On Line Risk Assessments - Training Step Four - Continued You can select the ‘Upload supporting documents’ option as many times as required during this process by selecting ‘Browse’ and ‘Save Documents’ as many times as is required to add attachments. [As shown here with four files having now been uploaded].

25. On Line Risk Assessments - Training Step Four - Continued Within the upload process, you can also delete any files already attached to the risk assessment. This is done by selecting the ‘red delete bin’ located adjacent to each supporting document listed. A message is also generated to ask for confirmation that you wish to delete the uploaded document.

26. On Line Risk Assessments - Training Step Four - Continued When you have finished uploading (or deleting) relevant documents, select the ‘Close’ button to move to the next screen.

27. On Line Risk Assessments - Training Step Four - Continued Where the risk assessment is for either ‘repeat’ or ‘on-going’ events, activities & tasks (and not for a ‘one-off’ event), you are able to add a ‘Review Date’ to the assessment. [By adding a review date to the on-going assessment, you will receive an automated email reminder 14 days prior to the date that you have entered].

28. On Line Risk Assessments - Training Step Four - Continued Finally by selecting the ‘Send for approval’ option, your risk assessment along with supporting documentation is now either automatically authorised and stored on the system. [where it is deemed a LOW risk assessment] Or forwarded to the appropriate reviewer. [if deemed a MEDIUM or HIGH risk assessment].

29. On Line Risk Assessments - Training Step Four - Continued Once submitted you will receive a confirmation message that shows your risk assessment has either been automatically approved, or forwarded for review & approval.

30. On Line Risk Assessments - Training Completion You will now be returned to the home screen where you will see the risk assessment. It will be either stored as ‘Approved’. [where automatic approval was given] Or it will be ‘Awaiting approval’. [for any medium or high risk assessment].

31. On Line Risk Assessments - Training The reviewer & approver (selected for medium & high risk assessments) will receive an automated e-mail with a link and instructions on how to view your risk assessment.

32. The reviewer is required to login into the system (again using their BU login) and either review and authorise the risk assessment. If they perceive the risks identified remain too great even with the current control measures applied, or that further work is required to mitigate the risks identified – they can ‘reject’ the assessment. If they reject the assessment they are provided with an option to comment as to why they have taken this action, which will then be forwarded back to the originator. The originator is then able to amend the risk assessment, add additional control measures etc. before resubmitting for approval.

33. On Line Risk Assessments - Training When approved by the reviewer, an e-mail is automatically generated to the author of the assessment to inform them that the risk assessment has been formally ‘approved’, or in some cases ‘rejected’ if the authoriser is not satisfied with the assessment.

34. Once approved the status of the assessment on the homepage will change from ‘Submitted – awaiting approval’ to ‘Approved’. From your homepage, all assessments that you have created are stored, and from here you also have the ability to either ‘Print’; ’View’; or ‘Copy’ an assessment. [should you wish to amend or use the basis of the assessment for another risk assessment].

35. On Line Risk Assessments - Training You also have the option to forward a risk assessment to another individual/s for information/reference purposes utilising the ‘Email’ option. The completed risk assessment can be printed for your records via the ‘Print’ button located next to the assessment.

36. On Line Risk Assessments - Training On selecting the ‘Print’ button a preview is produced that can then be printed for your records, or for distribution to those who need to be made aware.

37. Do you have any Questions ? Contact the Health, Safety & Wellbeing Team