1.1.8 Recording and Reporting Incidents

Overview

Accidents, incidents and near misses should always be recorded promptly and accurately. Making a record as soon as possible helps ensure that important details are not forgotten and allows appropriate action to be taken.

Accurate reporting also helps schools learn from incidents and improve safety arrangements for future visits.

Where appropriate, photographs may help document the situation, but images should be taken sensitively and should not include injuries or parts of an injured person’s body. A body map picture could be a substitute.

Reporting Requirements

Certain reporting actions may be required following an incident.

Parents and Carers

Parents or carers should be informed promptly if a child is involved in an accident or significant near miss.

RIDDOR ReportingSerious accidents, dangerous occurrences or work-related illnesses may need to be reported under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013.

Record Retentiondata retention policy

Incident records should be stored in line with the school or establishment’s .

Evaluation

Incidents and near misses should be reviewed as part of the visit evaluation process to help improve safety for future activities.

What to Record

Incident records should be completed as close to the time of the event as possible. The record should include:

• Date and time of the incident
• A clear description of what happened
• The exact location of the incident
• Names of any casualties and details of injuries
• Names of others involved or present
• Relevant environmental conditions, such as weather or ground conditions
• Actions taken, including any communication with emergency services or the school
• Details of any movement from the incident site
• Names and contact details of witnesses
• Vehicle registration numbers if vehicles were involved
• Possible causes of the incident
• Any proposed follow-up actions

It is also good practice to keep a written log of decisions, actions and conversations, including times where possible. Receipts should be retained for any expenses related to the incident, as insurers may require these.

Reporting and Follow-Up

All incidents should be reported in line with the employer’s procedures. This may involve completing accident or incident forms and notifying relevant authorities where required.

After the visit, you should review what happened and share lessons learned with colleagues. This information can help improve future visit planning, emergency procedures and staff training.

Serious Incidents

If a serious incident occurs – such as a fatality, serious injury, major near miss, police involvement or significant complaint – the employer may carry out a formal investigation.

In these cases:

• Evidence and the scene should be preserved where possible
• Witness statements should focus on factual information
• Statements should be written independently, signed and dated
• Accounts should be completed as soon as practicable to ensure accuracy
• You should obtain legal advice early in the process

Learning from Near Misses

Recording near misses is particularly valuable for improving safety.

Benefits include:

• Identifying hazards before a serious incident occurs
• Recognising patterns or recurring risks
• Supporting a positive learning culture focused on improvement rather than blame

A culture of open and honest reporting is essential. Careful recording and review help ensure that educational visits remain safe, well managed and continuously improving.