It is important to know what to do in an emergency and for all involved in an activity to be on the same page with what is going to happen. It is also important to have clear processes for reporting of incidents, both locally, nationally and where appropriate to other agencies.

Reporting an incident #

Complete the online incident reporting form yourself. When reporting an incident you will need to provide the following information:

Name of injured person
Date of incident
Activity being undertaken
Nature of the injury and severity
Any external agencies involved
Who is reporting the incident and how can they be contacted

If you need any assistance with completing these forms please first ask your designated area manager or contact us at [email protected]

Near Miss Reporting #

As well as reporting incidents where injuries occur it is also important to log and track incidents that could have resulted in significant injury or impact or could have been much worse given a few minor changes to the situation.

Adventure Camps has an online near miss form that allows staff to share information about these incidents which can then be learned to prevent future incidents.

Onsite recording and incident books #

It is important to make local records of any incidents, this will allow you to pass relevant information to parents following an incident. Recording of incidents needs to be done in a sensitive way and meet all data protection regulations.

You will need to have an accident book in your meeting place and a record should be kept of all accidents that occur. This way you can spot common accidents and safety issues within your meeting place as well as keep notes of any incident, should you need to refer back to them.

You are required to ensure that the personal and medical details of your members are not accessible by others. In practice the best solution is to file copy 1 in the provided file-a-fax and hand copy 2 to the parents at the end of the day.

This ensures that all accidents are recorded as usual but that after the incident the record is removed from the book and stored securely by the leader. In this way records are still available to the leader should they need to refer to them, but cannot be viewed by others.

Serious Incident Reporting #

It can be difficult to decide what a “serious incident” is. Employees should consider reporting any incident which results, or could result, in a significant loss of funds or a significant risk to your members, work, property or reputation.

Examples of what you should report

Any actual or suspected criminal activity within the Organisation – but NOT safeguarding incidents (see below)
Any actual or suspected serious fraud or theft. Whether something is serious depends on a number of factors including the amount taken and who is alleged to have taken it. You should report to the Head Quarters as well as – not instead of – reporting to Action Fraud and the police.
Any local media coverage which Leadership members believe has had, or is likely to have, a significant negative impact on the United Education’s reputation.

Planning and organisation for safety #

Four key topics which form a part of your planning and organisation for safety:

Leader in charge #
what you need to consider for this vital strategic role for all activities.
Safety on the Agenda #
thinking about safety happens all the time and should be discussed at all meetings – Tips for items that pick it up but aren’t at first obvious.
Near Miss reporting #
most of the time these just need to come to the attention of the on-site meeting or Account Manager to be reviewed and a possible fix put in place. Sometimes it is helpful to let Headquarters know as it could have a wider reaching affect if not picked up.
Accident Books #
helps you put together a simple recording process and explains how/when you may need to report it further

First Aid Kits, Medication and Accident Books #

Guidance #

The first aid kit should be practical for the event or activity, clearly marked (with the words ‘First Aid Kit’ or a white cross on a green background), dust and damp proof, and be kept in an accessible position.

First aid kits for personal use or for smaller events should contain a similar range of contents, though in smaller quantities.

For any activity access to first aid is required, and it should be clear who the designated First Aider(s) is. This person will have training of First Response level or equivalent.

Content #

a) Pair of disposable non-latex protective gloves.

b) individually wrapped sterile plasters or assorted sizes

c) sterile eye pads

d) individually wrapped triangular bandages, preferably sterile

e) safety pins

f) medium-sized (approximately 12cm x 12cm) individually wrapped sterile un-medicated wound dressings

g) large-sized (approximately 18cm x 18cm) individually wrapped sterile un-medicated wound dressings

h) Guidance leaflet (a leaflet supplied with the kit or that you make yourself which includes brief instructions on emergency treatment).

Medication #

In addition, there may be further items that you wish to include when planning activities such as residential experiences, such as paracetamol or other painkillers, for which you should seek parental consent. A good way of doing this is to provide a list of medication (including the name, what it is used for, the brand etc.) with a tick box for the parent/guardian to indicate if they are happy for the young person to receive the medication. The parents/guardian’s signature should be provided to state that the information provided is accurate. An example is shown below.

Record Keeping #

When any treatment is given, a record should be kept in an Accident Book. (For further information regarding Accident Books, and the correct usage, please refer to Safe practical tips.

If further treatment is required by a hospital or doctor, HQ should be notified.

Personal Medication #

At all times special attention must be paid to where people are receiving treatment that involves medication. Parents should be asked to provide sufficient dosage in a safely packed and clearly marked container. This marking should state the name of the person, the name of the medication, storage requirements, and the frequency, size, and method of administration. The parent/guardian’s signature should be provided to the state that the information they have provided is accurate.

Where the person is self-medicating (asthmatic inhalers etc.) and is seen as responsible enough by the designated First Aider and parent/guardian to hold their own medication, an additional emergency supply of sufficient quantity to last the duration of the event, should, if at all possible, be held by the designated First Aider. Note this should only be done for low-risk items or those where they can be securely stored by the individual. The designated First Aider must keep a written record of all medication details together with a record of each administration. Further advice on conditions such as diabetes, asthma, and epilepsy can be found in supporting those with additional needs.

Details of known allergies of individuals should be requested and recorded by the First Aider. These may include allergies to some common items like adhesive dressings and some brands of painkillers. Parents should be asked to confirm these details in writing before the camp. The designated First Aider should obtain this information from the records before the said activity. More advice on allergies and anaphylaxis.

It’s essential for any person organising a camp to obtain details of the nearest available doctor and hospital with 24-hour accident and emergency cover.