Probation: Create, Edit, Remove, Override Safety Infractions - Contractor LMS

Article Links Introduction | Create a Safety Infraction | Edit a Safety infraction | Remove a Safety Infraction | Override Probation |

INTRODUCTION

The Contractor LMS allows you to document safety infractions on a user or company record.  When a company and/or employee of the company accumulates three infractions within 365 days, the company and all their employees will be put on probation. Infractions will automatically "expire" after 365 days. 

When a user is on probation, that employee is flagged on the probation report.

When a contractor company is on probation, the company is flagged and ALL of the employees of that company are on probation.  

What probation means is up to the LMS administrator to determine.  For example, you the contractor and employees could be denied access to the work site or may require an employee escort while on site.  There are three ways to determine if a contractor company is on probation:

1. Users Record.  A column called Probation Expiration Date and Probation Days remaining will appear.
2. Teams Record.  A column called Probation Expiration Date and Probation Days remaining will appear.
3. Run the Probation Report. Based on the parameters selected the report will display all companies and users on probation and the list of infractions and relevant comments.  Refer to the Probation Report article for more information on how to run the report and the data it includes.

Once the probation period starts, the users will be on probation for 365 days from the last probation instance.  After the probation ends, the infractions will be set back to zero.
Note: The infractions count will be set back to zero after 365 days, but the history of the infractions will be kept in the system and can be viewed from the Probation Report.

LMS Administrators can remove infractions. 

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CREATE A SAFETY INFRACTION 

To create an infraction for a user; edit the user record. To create an infraction for a contractor company; edit the team record.

Follow these steps to create a safety infraction for team OR user record.

1. Click the Administration tab
2. Click Organization then Team or User.  The Manage screen will appear.
3. Click the Edit button to the left of the desired record.
4. Scroll down to the bottom of the Edit User or Edit Team screen to the section called Safety Infractions.
   
5. Click the Add Additional Infraction button below the Safety Infractions field. 
   Note: If the user or contractor company already has an infraction, check the next available unchecked box.
   
   
6. Complete the Mandatory Note field with an explanation of the safety infraction.
7. Click the Save button on the Safety Infraction Note screen.  You will be returned to the Edit Team or User screen.
8. Click the Save button.
9. Click the Close button.

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EDIT A SAFETY INFRACTION 

Follow these steps to edit an existing safety infraction on a company or user record:

1. Click the Administration tab
2. Click Organization then Team or User.  The Manage screen will appear.
3. Click the Edit button to the left of the desired record.
   
4. Scroll down to the bottom of the Edit User or Edit Team screen to the section called Safety Infractions.
5. Click the Edit Note button in the Safety Infractions section.
   
6. Modify the Mandatory Note field as desired.
7. Click the Save button on the Safety Infraction Note screen.  You will be returned to the Edit Team or User screen.
8. Click the Save button.
9. Click the Close button.

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REMOVE A SAFETY INFRACTION 

A safety infraction cannot be deleted. Follow these steps to remove an existing safety infraction on a company or user record:

1. Click the Administration tab
2. Click Organization then Team or User.  The Manage screen will appear.
3. Click the Edit button to the left of the desired record.
4. 
5. Scroll down to the bottom of the Edit User or Edit Team screen to the section called Safety Infractions.
6. Uncheck the Infraction checkbox on the desired safety infraction.
   
7. Complete the Mandatory Note field with an explanation of the reason for the removal.
8. Click the Save button on the Safety Infraction Note screen.  You will be returned to the Edit Team or User screen. The Safety Infraction will no longer appear in the Safety Infraction section.
9. Click the Save.
10. Click the Close button.

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OVERRIDE PROBATION

When the contractor company and/or their employees have accumulated three violations, their status will change to "On Probation."  An LMS Administrator can override the probation status for the company.  Overriding the probation will set the probation status to "Probation - Override" which indicates that the company and users are on probation, but they are allowed to enter the site.

Best Practice: Use the mandatory notes field to record the conditions of the Probation - Override. The Probation Report will display any conditions to entering the site. For example, if the contractor company employees require an escort while on site.

Follow these steps to override a probation:

1. Click the Administration tab.
2. Click Organization then Team.  The Manage screen will appear.
3. Search and locate the desired contractor company.
4. Click the Edit button to the right of the desired contractor company.
   
5. Scroll down to the bottom of the Edit Team screen to the section called Safety Infractions.
6. Check the Override probation status for this company? checkbox.
   
7. Complete the Mandatory Note field with an explanation of the reason for the override.
8. Click the Save button on the Safety Infraction Note screen.  
9. Click the Save button.
10. Click the Close button.

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