Accident/Incident Reporting Policy

Transcription

1 Inspired teaching for inspirational learners Accident/Incident Reporting Policy Reviewed policy agreed by GB: December 2014 Reviewed policy shared with staff on: December 2014 Policy to be reviewed again on: December 2016 Updated May 2014

2 RATIONALE Marlborough School is committed to providing an environment which is as healthy and as safe as possible for its students, staff and visitors. However accidents and incidents do happen and there is a statutory requirement to report all serious accidents, dangerous occurrences and instances of occupational ill health to the Health and Safety Executive (HSE). The school also has a duty to investigate and report ALL accidents and incidents affecting students, staff and visitors. All accidents and incidents must be reported for monitoring and investigation, to ensure that procedures are in place to prevent, as far as possible, similar accidents happening. The reporting of work related accidents is a statutory requirement under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). RESPONSIBILITIES It is the responsibility of the Head Teacher to: ensure that every accident in the workplace or arising from work activities, whether involving injury or not, is recorded on an Accident Book Form or the Pupil Accident Book as applicable and properly investigated. ensure that a Reportable Injury Form - CF 009 (Appendix A) is completed and sent to Bexley as soon as possible for: - any accident that causes an employee to be absent from work beyond the day of the accident OR any accident, either to an employee or non-employee, that results in them going directly to hospital OR any accident belonging to Bexley, i.e. a defect in the premises, supervision or which may have an implication elsewhere. ensure that the HSE is informed of all reportable accidents within 15 days of one occurring following RIDDOR procedures. It is the responsibility of the Facilities Manager to: investigate accidents and implement changes where applicable ensure that these are reported to Bexley and the HSE carry out the administrative procedures in relation to the statutory requirements for accident recording and reporting and the collecting and reporting of termly statistics to the Governing Body. WHEN and HOW TO REPORT If an accident happens to either a student or adult an accident form should be filled in: All accidents to students should be recorded on a Pupil Accident Form (Appendix B). These forms are available from the medical room (small green accident book). Accident-Incident Reporting Policy and Procedures December 2014 Page 2 of 14

3 All accidents to adults should be recorded on an adult Accident Form (Appendix C). These forms are available in the medical room (large A4 yellow book) Behaviour Incidents and Physical Interventions should be recorded on the appropriate forms (Appendix D). Incidents/Near Misses for students and adults are recorded in the Incident Book held in the bottom drawer of the wooden filing cabinet in the Rear Admin Office. PROCEDURE FOR ACCIDENTS TO STUDENTS If a student has a minor injury, i.e. minor cuts, grazes, bruises: Administer first aid by a qualified First Aider, if appropriate. Record details on the Pupil Accident Form Allow the student time to recover in a quiet place with supervision Inform the parent/carers with a note in the Home-School Book giving brief details of the accident and the treatment given Pass the Form to the Facilities Manager to review who will then file the report in the Pupil Accident Folder held in the Rear Admin Office. If a student has a head injury: Administer first aid by a qualified First Aider. Record details on the Pupil Accident From Inform the parents/carers by telephone of the accident, complete a Bumped Head Letter (Appendix E) and send it home. The general principle is that anyone who has a head injury needs observing for 24 hours. In the case of a serious head injury arrangements must be made for the student to be taken to hospital by ambulance (see below for addition reporting for serious injuries) Pass the Pupil Form to the Facilities Manager to review who will then file the report in the Pupil Accident Folder held in the Rear Admin Office. If a student has a more serious injury: Administer first aid by a qualified First Aider. An ambulance is to be called by the school nurse or a member of the senior management team. The student will be accompanied to hospital by a member of staff. The students details, bag should be taken to the hospital The student must be signed out on the InVentry System, which will automatically update Sims. Contact the students parents/carers and arrange to meet them in casualty at the hospital Record details on the Pupil Accident Form Pass the Pupil Form to the Facilities Manager to review who will then file the report in the Pupil Accident Folder held in the Rear Admin Office Complete a Bexley Accident and Incident Reporting Form CF009 and to hrenquiries@bexley.gov.uk following the procedures described at A copy of this form should Accident-Incident Reporting Policy and Procedures December 2014 Page 3 of 14

4 also be kept on the school network in the Folder for that Students held on the S: drive If the accident results the student being taken directly to hospital for treatment (or death) a RIDDOR form (F25081E) must be completed online at The form will then be submitted directly to the RIDDOR database. A copy of this form should be kept with the original accident form in the Students File. If the student is ill and needs to go home: A member of the senior management team must be informed. A parent/carer must be contacted and asked to collect the student as soon as possible. The student must be signed out on the InVentry System, which will automatically update Sims PROCEDURE FOR ACCIDENTS TO ADULTS (including Visitors) If an adult has a minor injury, i.e. minor cuts, grazes, bruises: Administer first aid by a qualified First Aider, if appropriate. Record details on the adult Accident Form Pass the Accident Form to the Facilities Manager to review who will then file the report in the Staff Accident Folder held in the Rear Admin Office If an adult has a more serious injury: Administer first aid by a qualified First Aider An ambulance is to be called by the school nurse or a member of the senior management team. The adult will be accompanied to hospital by a member of staff Contact the adults next of kin or other appropriate person and arrange to meet them in casualty at the hospital Record details on the adult Accident Form Pass the Accident Form to the Facilities Manager to review who will then file the report in the Staff Accident Folder held in the Rear Admin Office The adult must be signed out on the InVentry Sysytem. Complete a Bexley Accident and Incident Reporting Form CF009 and to hrenquiries@bexley.gov.uk following the procedures described at A copy of this form should also be kept on the school network in: L:\MANAGEMENT\Health and Safety\ Accident Reports\STAFF Accidents leading to major injuries or more than seven days away from work must be reported to RIDDOR through by completing the appropriate online report form (F25081E). The form will then be submitted directly to the RIDDOR database. A copy of this form should be kept with the original accident form in the individual s Personnel File. NOTE: RIDDOR only need to be informed of a visitor accident if it results in death or the individual being taken directly to hospital from the school. Accident-Incident Reporting Policy and Procedures December 2014 Page 4 of 14

5 PROCEDURE FOR BEHAVIOURAL/PHYSICAL INTERVENTION INCIDENTS Marlborough School has a very effective BEHAVIOUR MANAGEMENT and DISCIPLINE POLICY however behavioural incidents do occur which need to be managed and reported. This Behaviour Management Policy is supported by a PHYSICAL INTERVENTION POLICY which defines the practice and procedures to be followed when a behavioural incident occurs. Reference should be made to this policy and the procedures followed. PROCEDURE FOR NEAR MISSES Near misses which do not result in an injury should be recorded in the Incident Book held in the Rear Admin Office. These should be entered into the book under the date when the near miss occurred. REVIEWING AND REPORTING OF ACCIDENTS, INCIDENTS, NEAR MISSES All Accident Forms for both students and adults (Appendices B and C) are passed to the Facilities Manager for signature, review and action before being retained and filed in the Rear Admin Office All Student Behaviour Monitoring Sheets and Physical Intervention Information and Recording Sheets (Physical Intervention Policy) are passed to a Deputy Head with for signature before being retained and filed in the Deputy Head s Office. An analysis of all accidents, incidents or near misses (Appendix F) is prepared termly by the Facilities Manager and reported to the Head Teacher and Governors at the termly meeting of the Finance and Premises Committee. RECORD MANAGEMENT There are Data Protection Issues with all Accident Reports and these should be stored safely and securely. They are held in the Rear Admin Office. The retention period for Accident Reports for adults is the Date of Incident + 7 yrs. The Accident Form is held in the individual s Personnel File. The retention period for Accident Reports for pupils is the Date of Birth of the student + 25 years. The Accident Form, Behaviour Monitoring Sheet or Physical Intervention Information and Recording Sheet is held in the individual s Pupil File. They are then to be shredded at the end of the retention period. Accident-Incident Reporting Policy and Procedures December 2014 Page 5 of 14

6 APPENDIX A BEXLEY ACCIDENT/INCIDENT REPORT FORM CF-OO9 It is only necessary to report incidents if they arise out of or in connection with work. If an incident has happened in a work situation and you are unsure whether to report it just call the Health, Safety and Infectious Diseases Team on Foundation Schools, Voluntary Aided Schools, Academies and other establishments, where the Council is not the employer, need to have their own system in place for the reporting of incidents. If you require assistance in the completion of this form the following web addresses may be of help. How to make a RIDDOR Report Incident reporting in schools If you cannot find the help you need there, contact the Health, Safety and Infectious Diseases Team. This form must be submitted by to hrenquiries@bexley.gov.uk Please provide as much detail as you can. Failure to complete all relevant sections of this report will result in it being returned. Accident-Incident Reporting Policy and Procedures December 2014 Page 6 of 14

7 1. Details of person injured / involved a. Surname: First name: b. Date of birth: / / Gender: Male Female c. Status of person(s) involved: Employee Pupil / student Visitor Contractor 3rd party d. If Employee, please give job title: work contact no: the name of First Line Manager (see CF 012 Definitions) or Head Teacher: no: Contact e. If Pupil/student, type of establishment: Adult Education Pupil Referral Unit Secondary Primary Special School f. If Contractor, company s name: g h If Visitor, the host: If Third party, address: and contact no: 2. The Accident / Incident a. Date of incident: / / Time of incident: : (24 hr clock) b. At what location did the accident/incident happen: (Name of site, school etc) c. Where on site: (Corridor, kitchen, playground etc) d. What happened (how did the accident/incident occur): (Please give as much detail as possible) e. Accident / incident classification: Identified major injury Fatality Reportable disease Dangerous occurrence Over-three-day injuries Near miss None of the previous f. What caused the accident/incident? (Please select the one that best describes what happened) Animal Contact with moving machinery Exposure to harmful substance Electricity Fall from height metres Fall on stairs Fire Glass / sharps Hand tools Handling/lifting/carrying Hot/cold burn Slip/trip/fall on level Accident-Incident Reporting Policy and Procedures December

8 Spillage/uncontrolled release Struck by moving vehicle Struck by moving object (If the object is thrown deliberately it is a violent incident) Struck something fixed / stationery Other causes (explain): Violent incidents: Assault Threat Threat with a weapon Verbal abuse Racial abuse Vandalism Means : Face to face at reception desk Face to face at appointment By phone By By letter During a visit In the community If there was discrimination what kind: Age Disability Gender Race Religion Sexual orientation School pupils only: g. If racist behaviour towards a pupil, please complete the form you can find here. h. Were there any witnesses to the incident?: Yes No Details of witness(es): Name: Contact no: Name: Contact no: 3. The Injury (if applicable) a. Was the person involved injured?: Yes No If No, go to section 4. b. What body part was injured?: More than one body part injured Head Face Neck Genitalia Arm Hand Torso (front) Torso (back) Leg Foot c. Nature of injury: (eg Bruise, fracture, sprain etc) Accident-Incident Reporting Policy and Procedures December

9 d The person involved was: Given no treatment Given first aid Sent home Referred to GP Taken directly to hospital from site Continued working e. Name of First Aider: f. If the person was taken to hospital was (s)he detained overnight?: Yes No 4. Declaration Name of person completing this form: Work contact no: Date of report: / / Once you have completed sections 1 to 4 of this form please a copy to the person named at 1d for review and comment. Failure to do so will result in the form being returned. 5. The Follow-up Failure to sufficiently and adequately complete this section will result in the form being returned. a. What immediate action was taken to render the situation safe?: b. Line manager s/head Teacher s actions to prevent recurrence: First Line managers/head Teachers must review all accidents/incidents occurring in their area of responsibility to establish underlying causes and give written details of their actions to prevent recurrence. c. Was this incident reported to the HSE under RIDDOR?: Yes No (see RIDDOR in detail) If Yes, on what date: / / d. Were risk assessments reviewed in light of the incident?: Yes No If risk assessments were reviewed, please attach copies. e. Any additional information: f. Is the risk at an acceptable level: Yes No If No, what additional controls need to be put in place: Note: All incidents require investigation. The extent of and time spent on investigating an incident should be commensurate with the potential to cause injury and/or harm not necessarily the outcome of a single event. An aide memoir for investigations is available here After completion please attach a copy, and copies of the appropriate risk assessments, to an and send it to HR Enquiries Accident-Incident Reporting Policy and Procedures December

10 APPENDIX B PUPIL ACCIDENT FORM Accident-Incident Reporting Policy and Procedures December

11 APPENDIX C ADULT ACCIDENT FORM Accident-Incident Reporting Policy and Procedures December

12 APPENDIX D Digital versions of the PROFORMAS for Student Behaviour Monitoring Sheets (2013 No PPI Student Behaviour Recording Sheet) Physical Intervention Information and Recording Sheets (2013 PPI Recording Sheet) are to be found on the P Drive: P:\Proformas\Behaviour and Physical Intervention\ Related Policies: Positive Handling Policy Behaviour Management Policy Accident-Incident Reporting Policy and Procedures December

13 APPENDIX E Marlborough Park Avenue Sidcup, Kent DA15 9DP Head Teacher: Linda Lee MA BSc Assistant Head Teacher: Trevor Alcock BEd (Hons) ACMS (Ed) Assistant Head Teacher: Kathryn Freame BSc Tel: Fax: head@marlborough.bexley.sch.uk admin@marlborough.bexley.sch.uk Website: Date Our ref: Dear Today..received a bump on the head. It has been checked by a trained first Aider who found the condition not to be serious enough to seek medical advice. If however your child suffers later from any of the symptoms below please seek medical advice. Excessive tiredness (drowsiness) Vomiting Headache Pupil enlargement (or one eye dilated, other not) Weakness of limbs If you have any further concerns to do not hestitate to contact us. Yours sincerely, Linda Lee Headteacher Accident-Incident Reporting Policy and Procedures December

14 APPENDIX F REPORT TO GOVERNORS ACCIDENTS, BEHAVIOUR INCIDENTS, PHYSICAL INTERVENTIONS & NEAR MISSES For the year 20xx/xx Autumn Term ACCIDENTS (NOT RELATED TO BEHAVIOUR INCIDENTS) Total number recorded in School - Pupils - Adults BEHAVIOURAL INCIDENTS (no physical intervention) Total number recorded in School - Pupils PHYSICAL INTERVENTION INCIDENTS Total number recorded in School - Pupils NEAR MISSES Total number recorded in School - Pupils - Adults Spring Term Summer Term ACCIDENTS/INCIDENTS NOTED ABOVE REPORTED TO OTHER AGENCIES Total number reported to the Local - Pupils Authority - Adults Total number reported to RIDDOR - Pupils - Adults Received By... Chair of Finance and Premises Committee Date... Accident-Incident Reporting Policy and Procedures December