Child Incident Reports

Incident Reports are generated in the App by an Educator. Once published, a notification will automatically be sent to the Parent to prompt them to sign it. Reports can also be saved as a draft, to allow for a higher authority to view, sign and publish (exact process to be determined by the service).

An email is sent to the Centre Email for a Director/Senior Staff when an incident report is created. Records cannot be altered or deleted once they have been signed by the Parents/Guardians.

💡 Best practice is to call the parent before publishing the incident report to avoid unnecessary alarm!

💻 Health & Safety > Child Incident Reports

1. Click the plus (+) button in the top right corner
2. Select a child
3. Complete all of the required fields
4. Collect required signatures (2 or 3 required depending on settings)
5. Upload photos/attachments (optional)
6. Click Save as Draft or Publish/Send

1. Press the menu icon in the top left corner
2. Select a child to go to their profile
3. Open the child profile menu (circle/ellipsis icon)
4. Select Create Incident Report
5. Upload photos/attachments
6. Tag the child
7. Complete all of the required fields
   
8. Collect required signatures (2 or 3 required depending on settings)
• The person completing the form
• A Witness (any person who witnessed the incident, injury or trauma)
• The Responsible Person (responsible person on duty or director)
9. Remove the Draft tag if you are ready to publish the incident report (parents will receive a notification that an incident has occurred)
10. Press the save/publish icon in the top right corner

• Press the draft tag in the top right corner (iOS)
• Untick the Draft/Approval checkbox in the bottom right corner (Android)

Prevent Incident Reports being published without Responsible Person signature:

1. Go to 💻 Configure > Settings > Mandatory/Misc (tab)
2. Tick 'Responsible Person needs to Sign Incident Report'
3. Click Update Configuration

Only Admins and approved Staff can publish:

1. Go to 💻 Configure > Settings > Mandatory/Misc (tab)
2. Tick 'Only Admin Can Publish Incident Reports'
3. Click Update Configuration

💡Only Super Admins can allow staff to publish incident reports when this setting is configured!

Approve Staff to publish:

1. Go to 💻 Staff > Manage Staff
2. Click on the staff name
3. Select the Access & Permissions tab
4. Tick 'Can Publish Incident Reports'
5. Click Update Staff Details

• Within the Administration Portal, Admin staff are able to see all Incident Reports
• Whilst the Incident is in Draft Mode, you are able to edit it, publish, view and delete
• Once an Incident Report is completed, you are not able to delete or adjust the Incident Report. You are, however, able to add follow-up notes to the Report.

1. Click on Health & Safety
2. Click on Child Incident Reports
3. Click on View Report and click on Print in top right corner. Printer Name (Destination) and choose PDF

💡Only unsigned reports can be deleted or archived!

If the incident report has not yet been signed, you can delete it by clicking the red X button or archive it by clicking the orange box button.

• Deleted reports cannot be recovered!

Recording of all Incidents, Injury, trauma and illness: Require an incident report to be completed.

The approved provider of an education and care service must ensure that an incident, injury, trauma and illness record is kept in accordance with this regulation." - Regulation 87 (1)

The information must be included in the incident, injury, trauma and illness record as soon as practicable, but not later than 24 hours after the incident, injury or trauma, or the onset of the illness." - Regulation 87 (4)

Source: https://legislation.nsw.gov.au/view/html/inforce/current/sl-2011-0653#sec.87

Serious Incidents: Require an incident report to be completed. 

You must (also) notify the regulatory authority within 24 hours of becoming aware of a serious incident." Section 174(2)(a) and Regulation 176(2)(a)

Source: https://www.acecqa.gov.au/resources/applications/reporting

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