Help - COSHH section 12
Approval of COSHH assessment
1. Author user
a) Adding Users
Before you send your assessment for approval, you can ‘Add users’ to the COSHH form i.e. those who need to be aware of the contents of the assessment once it has been approved. To add a single user:
- start to type their name in the ‘find users’ box;
- a list of matching users will appear under the box;
- click the ‘+’ sign next to the person you want to add them.
If you are setting up a COSHH assessment for a taught class you can enter the Class Code and it will import all the names of those associated with this class code.
To add a whole class list of users:
- start to type the class code into the 'find class' box;
- a list of matching class codes will appear under the box;
- click the '+' icon next to the class code you wish to add;
- all the students in the class will be added to section 12.
b) Sending your form for approval
When you have completed your COSHH assessment form and reach Section 12 you will be given the option to ‘Save, Request Approval’. This will save all your changes and email the Responsible Person named in Section 1.2 to request approval.
Once the COSHH assessment has been approved you will receive an automatic email from the Responsible Person. If the Responsible Person does not approve your COSHH assessment form you will receive an email from them advising of the reasons for this.
2. Responsible Person (RP)
a) RP - Approving COSHH forms
Once a user has completed a COSHH assessment and submitted it for approval, the Responsible Person will receive an email asking them to approve it. These forms will also appear in a list under COSHH forms in progress ‘awaiting approval’ when you log in to eCOSHH.
Clicking on any forms requiring your approval and going to section 12 will display the three options as described below.
Approve and email
If the responsible person is satisfied that a suitable and sufficient COSHH assessment has been completed then approve the COSHH form. An email will be sent to the users named on the form alerting them that the COSHH form is now active and ready for signing.
Approve, no email
This will approve the COSHH assessment but no email will be sent to signatories. This may be used if and when the COSHH form has been edited and the changes are minor.
Return
If the responsible person is not satisfied with the COSHH assessment it can be returned to the author. An email will be generated giving the Responsible Person an opportunity to explain their reasons for returning the form
b) RP Control of Access Permissions/ Privacy Settings
In the drop down box, ‘set as visible to:’ it is possible to put privacy settings on your COSHH form. There are four different options to choose from:
If you select:
All – everyone in the whole University will be able to see the assessment.
Department – everyone in the department to which you are associated will see the assessment.
Group – only those who are part of the Group selected, can see the assessment.
User – only those users listed in section 12 can see the assessment.
See setting COSHH Permissions for more details.
c) RP - Adding Users
You can add ‘Users’ to the COSHH form who need to be aware of the contents of the assessment once it has been approved.
To add a single user:
- start to type their name in the ‘find users’ box
- a list of matching users will appear under the box
- click the ‘+’ sign next to the person you want to add them
If you are setting up a COSHH assessment for a taught class you can enter the Class Code and it will import all the names of those associated with this class code.
To add a whole class list of users:
- start to type the class code into the 'find class' box;
- a list of matching class codes will appear under the box;
- click the '+' icon next to the class code you wish to add;
- all the students in the class will be added to section 12.
When the COSHH assessment is approved users can be sent an email asking them to sign the form, depending on your choice when approving.
3. Quality controller
It is also possible to set up a Quality Controller to have an initial approval on a COSHH form before it is signed-off by the RP. This changes the workflow from Author -> RP to become Author -> QC -> RP. In order to use the QC option, the following conditions need to be set:
a) the Author of the COSHH form is in a group with a QC user set.
AND
b) the COSHH form applies to work carried out in a lab that belongs to the same group as the QC.
If both these conditions are met, then once the Author submits the COSHH it will go to the QC. The QC user can then view/ edit the COSHH form and submit it to the RP for final edit/ approval.
also see: