• contents
• keywords & contacts
• quick guide
• values
• contact us
• search
• 

Contents

1. Incident Reporting Guidelines
2. Definitions and Categories
3. Process following an Incident
4. Role of the Investigating Officer

1. Incident Reporting Guidelines

The purpose of these guidelines are to provide the City of London Corporation Family and Young People's Service staff members with a system of recording and reporting incidents, accidents and near misses that will support the team whilst ensuring their safety and well being at work.

It is the responsibility of all staff members to ensure that they are working within relevant guidelines and procedures at all times. By doing so, the Family and Young People's Service seeks to ensure that safety will not be compromised at any time and that high service standards will be maintained. 

All staff members employed by the City of London Corporation Family and Young People's Service have a duty to report all incidents as this will contribute enormously towards the Health and Safety Policy and Safety at Work practices. Any lessons learnt from reported incidents will be disseminated amongst other staff members in order to further reduce risk within the Family and Young People's Service.

Staff members who fail to report serious incidents could face disciplinary action.

2. Definitions and Categories

Incident - An unplanned event that could cause injury, harm or damage to persons or property.

Serious Incident - A serious incident is one that results in hospital treatment or which causes physical or psychological harm or death to staff, participants, or members of the public. Physical assault or the threats to a member of staff or other young person will be categorised as serious incident.

Near Miss - A near miss is any event that potentially could have serious consequences but are avoided as a result of staff action of sheer good luck.

Accident - An accident is an event that happens by chance without being planned, intended, wanted, or known in advance and results in loss or damage to persons or property

3. Process Following an Incident

Individuals should remove themselves away from the area of any incident and ensure that they also notify others in the vicinity so as to prevent further harm to any other individuals.

In the event of an incident occurring, the Practitioner should:-

• Categorise the incident - see above definitions
• Notify others in the vicinity immediately (if applicable)
• Summon the necessary level of assistance (if applicable)
• Obtain written statements from other witnesses together with contact details (if applicable in the case of serious incidents only)
• Report the incident (if serious) to their Line Manager by following Emergency Contact Procedures, even during out of normal working hours
• Complete the necessary form within 24 hours of the incident occurring and forward onto the Head of Service for Children and Young People

In the case of serious incidents, the Director Family and Young People's Service will be informed immediately by the Service Manager. Any requests for information from the media should be referred to the Head of Service whose responsibility it is to contact the Director Family and Young People's Service who will then take a lead on all communication with the media. It is important to bear in mind that the following persons or agencies may also need to be notified.

• Parents and/or Guardians
• Police
• Other City of London Corporation Departments e.g.: Housing, Social
• Services, 
• Partnership organisations
• Funders
• Committee Members

How to complete an incident report:

These reporting prompts are a guide to assist in writing an incident report. They should help in the compiling of a report that is accurate and based on a factual account of what actually occurred.

• What happened - event description, severity, people involved,
• When did it happen?
• Who you have informed and when ,name, title?
• Where did it happen?
• What immediate action was taken?
• What impact did the event have on individuals, property or organisation?

4. Role of the Investigating Officer

The role of the appointed Investigating Officer in investigating the incident will be to determine

• the sequence of events that lead up to the incident
• the date and time of the incident
• the nature of the incident
• names and details of witnesses
• the unsafe acts or conditions if any that contributed to the incident occurring
• short-term actions to give time for the implementation of longer term measures
• recommendations to prevent a recurrence
• systems of support for staff and others involved
• lessons learnt

The Head of Service will be responsible for the allocation of an Investigating Officer. Some incidents may require joint working with other agencies in investigating incidents and sharing the lessons learnt following the completion of the process. Incidents of a serious nature will be investigated by the Head of Services for Children and Young People.

The results of the investigation should be disseminated to all staff so as to prevent a recurrence. The investigation should initiate immediate and longer term measures. In addition, these measures may include the need to provide additional support and or training for staff and participants involved.

Quick Steps to staff following Incidents, Accidents and Near Misses

• Take action to prevent any further damage to person(s) or property
• Categorise incident
• Provide appropriate and call assistance if necessary
• Inform Line Manger
• Complete the relevant form within 24 hours and forward to Head of Service
• Following the allocation of an Investigating Officer, an investigation, will be carried out and documented with recommendations
• A copy of the completed investigation report to be forwarded to the Head of Service within 7 days

For serious incidents

• In addition to the above:
• Inform the Line Manager immediately, if out of hours inform the Head of Service by instigating Emergency Contact Procedures
• Depending on the incident, it may be necessary to notify the Director Family and Young People's Service.  This decision will be made and actioned by the Head of Service
• At the earliest opportunity, relatives should be notified of the incident. Guidance should be sought from the Head of Service at the earliest opportunity.
• In the case of serious incidents the Director Family and Young People's Service may lead the investigation.
• It may be necessary to contact with the City of London Corporation Legal Department.  This decision will be made by the Head of Service
• When an incident involves other agencies it may be necessary to involve external line management structures.

End