Our Incident Reporting procedure is designed to limit the adverse outcomes of situations that may result in harm or damage.
An incident is an occurrence that may involve
- The potential for death, injury, illness, damage, financial loss, or media scrutiny; or
- The actual occurrence of death, injury, illness, damage, financial loss, or media scrutiny.
The following steps outline the Incident Report Procedure that members should follow.
The first responder or first aid provider is to contact emergency services (000) at any time they feel it may be necessary or if further onsite support is required.
When an incident occurs, every reasonable effort should be made to prevent further harm or damage.
This may include:
- First Aid treatment
- Contacting emergency services (000)
- Medical treatment
- Removal of at-risk people from the source of harm
- Isolating the source of harm
- Effective management of media
- Avoiding admissions of blame or liability
- Ensuring appropriate adult support travels with any victim to hospital
In some circumstances, the occurrence of a hazard, incident or injury may demand that emergency services or the regulator require further investigation.
These events may include:
- Treatment in a hospital as an in-patient
- Serious head or eye injuries
- Spinal injury
- Loss of bodily function
- Serious laceration
- Electric shock
- Uncontrolled escape of gas
- Collapse of a structure
- Collapse of an excavation
Whenever an event is considered to be significantly serious to require an investigation, the site where the incident occurred is not to be disturbed in any way, other than to assist an injured person or make the area safe, until such time as Scouts SA Branch HQ has cleared the site for release.
All notifications to a regulator are to be made by the Scouts SA Chief Executive Officer or their delegate.
Incident Recording and reporting for Minor Incidents
All incidents are to be recorded.
Minor incidents that are managed by immediate low level First Aid are to be recorded in a site First Aid Log.
A First Aid Log is generally a small note book that records:
- the Name of the injured person,
- the type of injury,
- the treatment provided,
- the treating First Aider,
- confirmation (in the case of youth members) that parents have been advised where appropriate
- the date
Generally, no further action is required unless similar incidents are found to recur. In which case the following requirements are to be complied with.
Incident Recording and reporting for all other Incidents
The Scouts SA Incident Reporting line is to be contacted on (08) 8378 2412 as soon as practicable of any incidents that fall within the following criteria:
- An incident that involves a fatality, serious injury or is life threatening
- An incident that involves significant loss or damage of Scouts SA property (storm damage, theft, fire etc.)
- An incident that is drawing or likely to draw media attention.
The Scouts SA staff member receiving the call is to ascertain the details of the incident. The following is a list of questions the person receiving the call could use to collect important initial information:
- What is your name and what is the best number to contact you on?
- Who was involved in the incident?
- Briefly, what happened?
- Where are they now?
- Have emergency services been contacted?
- What treatment has been provided?
- Where did it happen?
- Have you notified the parents?
- Have you made the site safe and preserved it?
- Who is the most senior person on site?
- Who saw the incident?
- Have media attended?
All other incidents (i.e. the incidents indicated above) are to be reported the next working day by submission of a completed Incident Report to firstname.lastname@example.org.
Adult Leaders can complete an Incident Report through Operoo.
Actions to take after the incident
First Responder/ Person Reporting
After the incident, the person reporting is to
- Record and Report the incident as described in the previous section
- Update their supervisor or Group Leader/Leader In Charge
- Maintain confidentiality ? do not make social media announcements
- Provide ongoing support to victims and witnesses
- Take photos of the incident site
- Preserve the incident site
Supervisor or Group Leader/Leader In Charge is to:
- Provide support to First Responder and people on site.
- If necessary, contact Next of Kin of injured person and provide immediate support as appropriate.
- Ensure an Incident Analysis is conducted for all incidents other than ?Minor Incidents?. (Refer 4.3)
- For incidents involving medical treatment or attendance by regulatory authority
- The Incident Analysis is to be forwarded to the relevant General Manager or District Commissioner for review.
- A copy of all Incident Analyses is to be forwarded to the Scouts SA Branch Risk and Compliance Manager via email@example.com.
General Manager or District Commissioner is to:
- Review the Incident Analysis Form and provide comment as appropriate;
Risk and Compliance Manager is to:
- Provide support as required and able.
- Advise Chief Executive Officer of any regulatory action required.
- Review the Incident Analysis, make final recommendations and record incident data in an appropriate register.
- Monitor the register to ensure identified actions are implemented.
Branch Administration Manager is to
- implement Branch Insurance Claim protocols as necessary.