Safely User Documentation

Safely is a online campus safety inspection tool developed by the Faculty of Science. It is a FAST project, and available to the campus as a whole.

Check out the FAQ if you're having some trouble

If you'd like to have Safely set up for your department, contact Mirko Vucicevich.

Safely is used to generate periodic safety inspections to be completed by supervisors / delegates or committee members in your department. These inspections can be completed on your mobile device or a tablet, and allow inspectors to easily include comments or photos with inspections.

Key Terms:

• Area: Any inspectable area or grouped locations. Contains a name (i.e. "Microsope Lab", "Lastname Labs"), and locations (i.e "PHYS 222", "B1 345A, B, C, B1 346") and a single primary supervisor.
• Supervisor: The key person responsible for an area. This person can delegate form-filling to other users, but will get email notifications about incomplete forms, and will be notified when committee inspections detect unsatisfactory items.
• Inspection: Any area-specific inspection, to be completed by supervisor or (for committee inspections) by committee members.
• Committee Member: Any individual indicated to be a committee member for a department. A committee member can complete any incomplete committee inspection within their department.
• Committee Inspection: A special inspection which cannot be completed by a supervisor, and must be completed by a committee members. These inspections can include questions which may be tracked on a campus level.
• Tracked Question: A "tracked" question is one which raises a flag when marked "unsatisfactory" by a committee members. These flags are raised to departmental chairs, and notifications are sent to supervisors to correct these items ASAP. Department chairs are responsible for indicating that these items have been resolved.
• Database: (poorly named) A group of areas w/ chairs, admins, committee. Usually synonymous w/ "Department" or "Building" depending on how faculties divide their inspections.

Area Supervisor Documentation

As an area supervisor you are considered as the key responsible person for one or more areas. At some period, inspections will be generated for you within Safely. The questions on these inspections will be specified by an administrator within your department, or by the safety officer within your faculty.

Some faculties only use Safely for "Committee Inspections", in which case you will only need to use safely to view committee inspection results, and correct any flagged items.

Email Notices & Access

On Monday mornings (sorry) you'll get an email detailing any new or incomplete inspections for your areas. You can simply click these links while inspecting your lab to open the survey, or access them from the safely.uwaterloo.ca homepage. In order to access the site you will need to be on-campus, or enable the campus VPN.

Delegation

Many supervisors choose to delegate the completion of these inspections to Lab staff or graduate students. In order to do this, access one of your incomplete inspections and click "Delegate Options". You can add the 8-character userID of any student or staff member, and either add them for a period of time, or specify to permanently add them as a delegate.

All delegates for a specific area will get notices on Monday morning.

To prevent issues, only one user at a time can edit an inspection. If two people attempt to access the inspection, the later will get an error. Simply have the other user close their tab and wait 30 seconds to regain editing access.

Tracked / Flagged Questions

If a committee inspection of an area you supervise contains tracked questions which have been deemed unsatisfactory you will receive a notification email specifying which items were flagged. These items must be corrected as soon as possible, and reported to your department chairs as corrected so they may be unflagged.

At this time only COVID19-specific questions are Tracked and Flagged

Completing an Inspection

To complete an inspection simply fill out all the questions. Tools are available to mark entire groups not-applicable, or to re-use your previous inspections' comments if an given issue has persisted for multiple inspections. It is also possible to upload a photo from your device's camera to a specific question.

The options for inspection questions are: - Meets Requirements - Unsatisfactory - To be Looked Into *(not available in committe inspections, this is for supervisors who are currently in the process of investigating something, or are unsure how to answer a question) - Not Applicable

Upon clicking Unsatisfactory or To be Looked Into will bring up some secondary options: "Priority" and "Responsible Person". These two options are for internal record keeping only, and have no additional function.

When all questions have been answered, simply click "Submit" at the bottom of the page. Any incomplete questions will turn red. Upon successfully completing a survey, you will be taken to a summary page noting any unsatisfactory issues. This page can be easily printed if desired.

Completed inspections will show up on your department administrator's dashboard, letting them know your inspection is done, and you will stop getting emails about that specific notification.

While completing the inspections, all updates are saved immediatey, so if you lose internet connection or need to reload the page, your progress should not be lost.

Committee Inspections

Committee inspections will not be completed by you, but by a committee member within your department. If you are both a committee member and an area supervisor, you cannot complete a committee inspection for your own areas.

Completed committee inspections are available in the "Complete' tab on the Safely homepage. You will receive an email when committee inspections are completed detailing any issues found in the inspection, and any flagged issues which need immediate fixing.

Committee Member Documentation

As a committee member you will be expected to perform periodic inspections on other peoples' labs / offices. Discuss with your faculty or department safety officer which labs you're expected to inspect, as Safely does not currently have an internal mechanism for designating specific inspections.

Email Notices

All committee members of a department will recieve in their Monday notifications a list of all incomplete committee inspections for departments for which they are part of. This can be a lot for some departments!

Communicate with your department or faculty safety officers and other committee members to coordinate delegation of committee inspections.

Completing a Committee Inspection

See "Completing an Inspection" above for general instructions

Committee inspections cannot be completed by a given area's supervisor, even if that supervisor is a committee member. This is done on purpose, as committee inspections should be completed by a third party.

Comittee inspections have, at the top of the page, a button which will show all issues detected by supervisor-completed inspections in the time between the current and previous committee inspection.

Upon completing a committee inspection you will be taken to a summary page. An email with details and a link to the inspection summary will be immediately sent to the area supervisor. Any unsatisfactory "Tracked" questions will be collected and sent to chairs and safety officers at 6pm the same day.

Administrator Documentation

Accessing Administration Tools

If you are a database owner or admin, you will be able to access the "Admin" tab at the top of the website. From here you can see any Databases you are able to manage or view.

The Database page will show you a tabulated view of areas and their inspections. The table has Month, Term, and Year tabs which you can toggle between to see data for inspections of the specified periodicity.

Generated inspections will appear as small magnifying glasses (if incomplete) and checkmarks if completed. Committee Inspections have an asterisk (*) next to them.

Clicking on any of these icons will allow you to view the incomplete form, or completed report, for a given inspection.

Controlling Committee / Chair / Admin access

As an admin you will see Three buttons above the database table for a given database. These buttons allow you to open the Committee, Chair, and "Database User (Admins)" tabs. Clicking on any of these buttons will open the corresponding tab.

On the left of the opened tab you will find an input box -- here you can enter the 8 character userID of the person you'd like to add to specified group. After typing the name click "Add"

On the right you will find a list of the people currently in the group. You can remove them by clicking on any names you'd like to remove to highlight them, then click the "remove" button.

• Committee Members Are people who can perform committee inspections
• Chairs can view reports, and get notified when Tracked items are marked unsatisfactory on committee inspections
• Database Users are Administrators for the given database

Managing Existing Areas

On the leftmost column of the Database table you will find the names of each area. Clicking on any of these will bring up the edit panel for a given area.

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You can set the supervisor username, name of area, location and department here, as well as modify or add "rows". Rows are a series of recuring periodic inspections.

Note: changing the names & prefix of an area or row will not rename already generated inspections!

Each Row specifies: - periodicity (monthly/termly/yearly) - an optional modifier (eg. twice-per) - a template which defines questions asked, - a start date (see below) - Whether inspections from this row should be completed by committee members - An optional prefix which will show up on generated inspections.

Note that the start date will act as an indicator as to when to generate the next inspection. If you select November 1 for a monthly inspection, inspections will always generate on the first of the month. If you select November 1 for a termly inspection, inspections will generate on the first day of the third month of a given term.

Inspctions generated from the configuration above will appear as: - Super Safe Lab [Month] Inspection - [Committee 2] - Super Safe Lab [Term / Year] Committee Inspection

when seen in emails.

Newly added rows with start dates before the current date will prompt you, asking if you'd like to generate an inspection NOW. Check off anything you'd like to generate now, otherwise inspections won't be generated until the next period.

Adding Areas

To add an area, click the green + on the far-right of the database page. Follow the same steps as listed above in Managing Existing Areas

Deleting Areas

To delete an area, simply click on the area to bring up the management page, and click "Archive Area". It will then be deleted!

If you'd like to delete a single inspection, click the inspection to open it, and select "delete".

Extra Tools

At the very bottom of the Database page you will find some useful tools.

PAUSE / RESUME ALL

These will allow you to pause everything in your database, preventing the next set of periodic forms to be generated.

Note at this time this does not stop emails

You can also individually pause rows when editing an area.

You can quickly unpause the whole database by pressing RESUME ALL

Issue Report

This will generate a page listing every "not satisfactory" for every form for the last 6 months. You can adjust the timeframe for different windows.

Form Override

This acts as a FIND & REPLACE for your database, letting you change to a new form for inspections.

Note this only affects future inspections, anything already generated cannot be changed without first manually deleting an existing form