UniSAfe Management System

All staff, students and UniSA registered contractors can access the system via the UniSAfe tab on the University intranet home page using your normal login details. UniSAfe can also be accessed remotely via a free mobile application called ROAM which can be downloaded to any mobile smart device from the Apple App Store or Google Play Store.  

ROAM is a free mobile app that can be downloaded on any Apple or Android device that provides access to UniSAfe via a mobile smart device. Login details for ROAM are the same as your UniSA login. ROAM is simple to use, allowing users to manage tasks and access critical safety information away from a desktop computer. ROAM allows users to remotely:

• Log an incident or hazard and undertake an investigation
• Undertake a workplace inspection and allocate actions
• Access risk assessments for processes such as Field Trips, Biosafety, Hazardous Chemicals and Radiation.

This will allow users to provide and be provided more accurate information relating to an incident that may have occurred, a hazard that has been identified or the hazards associated workplaces and/or work being undertaken.

Information and training will be provided in a variety of methods including online, in person workshops and/or via User Guides. The Safety & Wellbeing Team will develop the appropriate resources to be provided to UniSAfe end users prior to the system ‘going live’ (in late 2023). The level of information and training provided will vary based on the level of access an end user will require based on their role. For example, a General User will only require basic understanding of UniSAfe as the system is very intuitive and simple to use, however Super Users will require a higher level of understanding of UniSAfe due to the higher level of access they will be provided to be able to use the different modules within the system. Super Users will be identified from each Unit during the implementation phase of the project and provided the required information and training.

Training in the use of UniSAfe will be facilitated throughout the year by the Safety and Wellbeing Team. The schedules will be advertised when available, with the ability for staff and students to register for the different modes of training at their convenience.

Reporting an incident or hazard within UniSAfe can be done simply by:

• UniSA Intranet - Click on the “Report a Incident or Hazard” (link to be included) tab on the UniSA Intranet site. This will take you to the UniSAfe login page home page where you can select one of two tabs called “Log an Incident” and “Log a Hazard”. From here the relevant information can be entered and assigned to your immediate supervisor for investigating.
• Smart Device – UniSAfe has a free App called ROAM that can be downloaded onto any smart device and allows users to log an incident or hazard remotely. Within ROAM photos can be taken and uploaded allowing an accurate visual account of the incident or hazard being reported.

UniSAfe has a module dedicated to Inspections. Within the Inspections module, site specific Workplace Inspections (eg Laboratories, Workshops and Office Spaces) can be scheduled and assigned to a staff member(s) to conduct. The Inspection can then be conducted using a smart device that has the ROAM App downloaded onto it. Any corrective actions identified during an inspection can be assigned in real time to a staff member and progress of actions can be monitored via dashboards and personalised reports.

UniSAfe has a module dedicated to Training and Competency (T&C). The T&C module can be used by staff and/or supervisors to track any training that has been assigned to them or a staff member that reports to them. Managers and Supervisors can track any upcoming training expiry dates for their team via the UniSAfe dashboard reports. If training is not completed or has an associated renewal date (eg First Aid) an email reminder will be sent to the relevant staff member to prompt them to book or complete the identified training.

Within UniSAfe a logged in user can undertake many different Risk Assessments based on the work they are undertaking. Dedicated modules allow for the following Risk Assessments to be undertaken:

• Biological, Chemical and Radiation (BCR) Approval and Risk Assessment - this is a custom-built module that guides users through a risk assessment process for any work involving biologicals, chemicals and/or radiation and the necessary approvals from the relevant Committee or the Unit level authority depending on the risk level of the work being undertaken.
• Field Trip Approval and Risk Assessment – this is another custom-built module that guides staff or students undertaking a Field Trip to plan their trip, assess the risks of the trip, collect relevant health management plans from the participants and seek approval from the appropriate Unit level authority.
• Hazard Analysis – this module allows users to undertake a risk assessment on any hazardous plant or equipment they are going to use and/or any task they are going to perform that is not related to BCR or a Field Trip.

All Corrective Actions identified through any risk assessment within UniSAfe are managed via the Actions Module (embedded in all UniSAfe modules) allowing users to assign a staff member responsibility to close out the action and monitor progress. UniSAfe will send automated emails to any staff that are assigned an action and reminder emails if actions are overdue.