4.2 Explain the correct procedures for recording and reporting accidents, incidents, injuries, signs of illness and other emergencies

This guide will help you answer 4.2 Explain the correct procedures for recording and reporting accidents, incidents, injuries, signs of illness and other emergencies.

Every school or educational setting has clear procedures for recording and reporting accidents, incidents, injuries, signs of illness and other emergencies. These procedures protect pupils, staff and visitors, and help keep the environment safe. Accurate recording also supports legal compliance and can help prevent further harm.

The aim is to make sure everyone knows what happened, what action was taken and what follow-up is required. This can help safeguard children and young people as well as protect staff from any false accusations.

Schools must comply with laws such as the Health and Safety at Work Act 1974, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, and the Data Protection Act 2018. Local authority guidance and the school’s own policies also apply.

Recording Accidents

An accident is an unplanned event that causes injury or damage. Examples include trips, falls and collisions during playtime. Recording accidents involves:

• Writing down the date, time and location of the accident
• Describing clearly what happened
• Naming those involved and any witnesses
• Recording any injuries observed
• Describing first aid or treatment given
• Signing and dating the record

Many schools use an accident book, accident forms or digital reporting systems. The form should be completed as soon after the event as possible while details are fresh in your mind.

Some accidents, particularly those involving serious injury, may also need to be reported to external agencies under RIDDOR. This is usually done by the headteacher or another designated member of staff.

Reporting Accidents

Reporting means passing on the recorded information to the correct people. This could include:

• Line manager or supervisor
• Designated safeguarding lead if the injury raises a safeguarding concern
• Parent or carer of the child
• Headteacher or senior leadership team
• Local authority health and safety officer if required

Reports to parents or carers should be made on the same day. Often, a copy of the accident form is either sent home or discussed in person. Transparency is important so families know the details and can watch for any after-effects at home.

Recording and Reporting Incidents

An incident is any event that has caused distress, disruption or risk but may not have led to physical injury. Examples are aggressive behaviour, bullying, damage to property, and near misses where an accident almost happened.

Recording incidents is similar to recording accidents. The difference is the focus on behaviour and environmental factors rather than injury details. You should:

• Describe the actions and words used if the incident involves behaviour
• Note any triggers leading up to the incident
• Record who was present
• Document any actions taken to de‑escalate the situation
• List follow‑up actions such as referrals to support services

Reporting incidents often involves behaviour leads, pastoral staff or safeguarding teams. Serious behaviour incidents might also require reporting to governors or the local authority.

Handling Injuries

When a child or young person sustains an injury, you must assess the severity and follow first aid procedures. All injuries, even minor ones, should be recorded as they can sometimes lead to complaints or safeguarding alerts. Minor injuries, like grazes, might be dealt with on site. More serious injuries may need medical attention.

Recording injuries usually includes:

• The type and location of injury
• Cause of the injury if known
• First aid given
• Name of the person who treated the injury
• Any advice given to the parent or carer

If a child has an injury that did not occur in the setting but is noticed there, this must still be recorded and reported. This may raise safeguarding questions.

Signs of Illness

Sometimes staff notice signs of possible illness during the school day. These might include:

• Raised temperature
• Persistent cough
• Rash
• Vomiting or diarrhoea
• Lethargy or unusual behaviour
• Difficulty breathing

If you see these signs, you should inform the senior member of staff or the designated trained first aider. The child should be removed from class for assessment. Parents or carers must be contacted to come and collect the child if necessary.

Recording signs of illness is important for both health records and safeguarding. Note the time symptoms were first seen, what actions were taken, and when parents were informed. This can also help in identifying contagious outbreaks.

Emergencies

An emergency is any event that requires immediate action to protect life or prevent serious injury. This could be a severe accident, sudden illness like an asthma attack, seizures, a fire or a security breach.

When an emergency happens:

• Raise the alarm and follow the school’s emergency plan
• Contact first aiders or emergency services as required
• Keep yourself and others safe
• Provide clear information to responders
• Support the affected person until help arrives

Recording an emergency involves documenting every action taken, times events took place, who was involved, and what the outcomes were. Reporting will often involve senior leadership, parents, emergency services and sometimes the local authority.

Following the School’s Policy

Every setting has its own policy covering accidents, incidents and emergencies. These policies set out the steps to follow, who has responsibility, and what must be recorded. Policies often explain:

• How to complete official forms
• Where records are stored
• Who should be informed
• Timescales for completing reports
• Procedures for reporting to external agencies

You should read and follow these policies exactly. Keeping to policy helps to protect you and ensures legal compliance.

Keeping Records Secure

Accident and incident records contain sensitive personal information. Under the Data Protection Act 2018, this information must be stored securely and only shared with authorised people. You must not discuss incidents with anyone who does not have the right to know.

Secure record keeping may involve:

• Locked filing cabinets for paper forms
• Password-protected digital systems
• Limiting access to senior staff or those directly involved

Failure to keep this information safe can result in disciplinary action or legal consequences.

Communication and Clarity

When recording and reporting, the information must be factual, clear and free from personal opinions. Stick to what you saw and heard. Avoid making assumptions about causes or motives unless backed by direct observation.

Clear communication helps:

• Avoid misunderstandings
• Support any investigation
• Provide accurate history for medical professionals

If information is passed verbally, follow this up with a written record.

Legal Requirements

Some accidents and incidents fall under specific reporting laws such as RIDDOR. This law requires reporting certain injuries, diseases and dangerous events to the Health and Safety Executive. Examples include:

• Fractures (except fingers, thumbs and toes)
• Amputations
• Serious burns
• Loss of sight
• Injuries leading to more than seven days off work or school
• Death

In most schools, the headteacher or a designated officer handles formal RIDDOR reports but everyone must know how to identify when a report might be needed.

Working with Parents and Carers

Parents and carers need to be informed about any accident, injury, illness or emergency involving their child. The information should be given with sensitivity and clarity. Provide:

• A brief explanation of what happened
• What action was taken
• Any further action required at home, such as seeking medical advice
• Who they can contact if they have questions

Written communication such as a signed accident form is common, but urgent situations may require a phone call before the end of the day.

Record Review and Analysis

Recorded information is not only for immediate use. Senior staff use records to review patterns and prevent repeat incidents. For example, if there are several accidents in the same playground area, changes may be needed to equipment or supervision levels.

Reviewing data can improve safety for everyone. It can also help identify training needs for staff, such as more first aid training or behaviour management support.

Common Mistakes to Avoid

Errors in recording and reporting can cause problems later. Common mistakes include:

• Missing key details like time, location or witnesses
• Using vague language such as “acted strangely” without explaining what was seen
• Delaying reporting so details are forgotten
• Storing records in the wrong place
• Breaching confidentiality

Avoiding these mistakes means following procedures carefully every time, without shortcuts.

Working as Part of a Team

Recording and reporting is a shared responsibility. Teachers, teaching assistants, lunchtime supervisors and office staff all have a role. Good teamwork ensures that:

• Information is passed quickly
• Records are accurate and consistent
• Everyone knows their role in an emergency

Regular training keeps all staff confident in their responsibilities.

Final Thoughts

Recording and reporting accidents, incidents, injuries, illness and emergencies is not just paperwork. It is about protecting children, keeping everyone safe and making sure actions are clear and accountable. When done properly, it supports the wellbeing of pupils and staff, meets legal duties and helps prevent further harm.

Following the correct procedures means you can respond quickly, record facts accurately and communicate information to those who need it. This builds trust with parents and carers, supports your colleagues and helps create a safe and supportive learning environment. By treating every record with care and keeping to policy, you help safeguard not only the people involved but also the integrity of your workplace.