This section will help you, as a colleague, to understand how to report an Accident, Incident or Near Miss.
For managers, we have also provided a 'Managing Audit and Actions' section which you can access by using the tabs below,
All Accidents, Incidents and Near Misses should be reported through the electronic accident reporting form.
An accident is any occurrence requiring first aid or external medical attention. Whereas a near miss is an accident or emergency which did not result in an injury but could have done. Both should be reported via the electronic accident reporting form.
Accidents and Near Misses should be reported as soon as they occur. All colleagues can complete the form and once finished you simply submit it to the Health and Safety team at the click of a button.
To login to report an accident, click on the link above and sign in using your AD details. If you normally sign in using your username you will need to type coop.\ before your username.
You can click on the below User Guides and FAQs for more information on how to complete the form as well as definitions of terminology used within the form itself.
If you are a Childcare Colleague please ensure you use the Childcare specific User Guide.
Please note: Once you create an accident form, it cannot be deleted, so please do not create an accident unless you intend on submitting an accident for review.
If you have any questions or difficulties when completing the form, contact the Health and Safety Team.
There are two User Guides for Accident Reporting. One is generic for all Colleagues and the other is specifically for Childcare Colleagues.
The prompt sheet should only be used if you have no access to an electronic device. Once filled in, it should be completed electronically and then the prompt sheet should be shredded.
What should be reported?
All accidents, incidents of abuse (physical or verbal) and near misses (an event not causing harm but has potential to cause injury or ill-health) should be reported via the online form.
How do I log in?
Once you have clicked on the link you then need to type your AD details (the same as Kronos and Colleagues Connect). If you usually sign in using your username, you will need to type coop\ before you type your username. E.g. coop\username
Can I create a test accident to look at the form?
No, once you create an accident form it is created in the live site and cannot be deleted. Please look at the User Guides to understand how the system works before you create an accident.
I do not have access to a device to complete the form for a customer, what should I do?
The form must be completed on an electronic device. If you do not have access to a device on the shop floor, there are a few work arounds you can use. First, the URL will be accessible on your mobile phone. You may also have to write down the details from the customer and fill them in on the online form afterwards. You should find that if you get the injured party’s details and any witness accounts, you will be able to complete the rest of the form by yourself online. You can use the prompt sheet above to help you. The prompt sheet should only be used if you do not have direct access to an online form, please do not use the old green forms, and ensure that you shred the prompt sheet as soon as you are finished with it.
The form won’t work on Internet Explorer
The online form works best on Google Chrome. You can copy and paste this link into Google Chrome:
Can I go back and view an accident I submitted?
No. Once you have clicked 'Save and submit for review' on an accident you can no longer and should no longer attempt to access the details. If you require more details to be added, you should contact a member of the Health and Safety Team.
Can I still complete a Green Form?
No, all accidents must now be completed using the online accident reporting system. All Green Forms received from a colleague will result in an investigation as to why. Repeated use of the Green Forms with no justification, will result in an Area/Regional/District Manager being informed.
What do I do if I cannot fill in all the information?
There may be occasions when you do not know all the details involved in the accident. If this is the case, please fill in as much as the form as possible and select ‘Save for Later’. Once you know more information, you can re-access the form and Save and Submit for Review. However you should ensure you click Save and Submit for Review within 3 days of the accident.
How do I attach documents?
Scroll up to the top of the page and select ‘Choose File’ next to ‘Upload File’.
You then need to select the file you want to upload and click Open. Once you do this the name of the file should appear next to the ‘Choose File’ button.
You then need to click ‘Upload’
A box will then appear. Select ‘Leave’
Once you have selected Leave, a notification should appear like below.
If you are having difficulty sending the footage or the images, you can select ‘No’ to the question of whether you have attached it and state the reason for this. A member of the Health & Safety team will get in touch to decide the best process for them to receive this.
How do I make the font bigger on my screen?
Press the Ctrl and + buttons at the same time to make the font larger.
What happens next?
Once you have clicked ‘Save and Submit for Review’ on your form, the form will be sent to the Health & Safety Team to review. They will then identify whether any further investigation is required. They may contact you if they require any more information.
All Health & Safety and Food Safety Audits, and subsequent actions arising from these audits, can be viewed and managed on the C365 system.
On completion of an electronic audit, a copy of the audit is saved to the site’s Compliance record, and all actions are listed in the Site’s Action section on the system.
Actions are assigned to specific users and users will receive reminders directly from C365 about the action until they have been closed out via the system. Dependant on the risk associated with the action, deadlines for completing will differ, for example, higher risk items will require urgent closure.
It is also important that supporting evidence is recorded for any action taken whenever possible such as copies of certificates, photographs, training records, etc.
You can click on the User Guide below for more information on how to view and update audit actions.
If you have any questions or difficulties when using the system, contact the Health and Safety Team.