This policy outlines the procedures for reporting all incidents that occur within our nursery. Prompt and accurate reporting is crucial for ensuring the safety and well-being of all children, staff, and visitors. All staff members are responsible for understanding and following this policy.

PLEASE REFER TO THE PAPER FORMS AVAILABLE WITHIN THE NURSERY TO COMPLETE THE INFORMATION PER FORM.

What to Report

An incident is any event that causes or has the potential to cause harm, injury, or distress. This includes, but is not limited to:

• Accidents and Injuries: Any injury to a child, staff member, or visitor, no matter how minor. This includes trips, falls, cuts, and scrapes.
• Verbal Incidents: Any verbal altercation or conflict between children, staff, or parents.
• Inappropriate Behaviour: Any behaviour that violates our code of conduct, such as bullying, discrimination, or aggressive actions.
• Safeguarding Concerns: Any concern or disclosure of abuse, neglect, or harm to a child. This includes physical, emotional, or sexual abuse, as well as neglect.
• Other Incidents: Any other event that disrupts the safe and smooth operation of the nursery, such as a fire, security breach, or medical emergency.

Reporting Procedures

Step 1: Immediate Action

The primary concern is the safety and well-being of those involved.

• For Accidents/Injuries: Administer appropriate first aid immediately. If the injury is serious, call emergency services (999) and inform the nursery manager.
• For Behavioural/Verbal Incidents: Separate the individuals involved and de-escalate the situation calmly. Ensure everyone is safe.
• For Safeguarding Concerns: Complete a 'green form' or 'yellow form' and inform the DSL immediately.

Step 2: Documentation

All incidents must be documented as soon as possible, ideally within a short period on the same day of the event.

• Use the official Incident Report Form provided by the nursery.
• Fill in all sections of the form completely and accurately. 
  • This includes:
    • Date, time, and location of the incident.
    • Names of all individuals involved (child, staff, visitor).
    • Names of any witnesses.
    • A factual and detailed description of what happened.
    • Actions taken immediately after the incident.
    • Details of any injuries or harm.
    • All staff members involved in the incident, or who witnessed it, should contribute to the report.

Step 3: Notification and Review

• Minor Incidents (e.g., small scrapes): The incident report form should be completed and the child’s parent/guardian must be informed at the end of the day, with the report signed by the parent/guardian.
• Serious Incidents (e.g., head injuries, broken bones, serious behavioural issues, or safeguarding concerns): The DSL and nursery manager must be notified immediately. The manager will then contact the parent/guardian directly and may need to file a report with Ofsted or other relevant authorities as required by law.

All completed incident reports are to be submitted to the nursery manager for review and filing. These reports will be kept confidential in a secure location. The manager will review the incident to identify any patterns or areas for improvement in our policies and procedures.

Confidentiality and Record Keeping

All incident reports are confidential and will only be shared with those who have a direct need to know, such as the individuals involved, their parents/guardians, the nursery management, and relevant regulatory bodies.

Incident reports will be stored securely for a minimum of [Insert number] years to comply with legal requirements and best practice.

Training and Review

All staff members will receive regular training on this policy and their responsibilities in reporting incidents. This policy will be reviewed annually to ensure it remains effective and compliant with current regulations.

Complaints Policy

Please follow our Complaints Policy for raising written concerns via email or letter.

The Nursery School email address is: thetotsclubhousens@icloud.com.

Review date: December 2026