How Uses Of The Incident Book

Whenever there is an incident at our center we record it in a special green book appropriately entitled: The Incident Book

. This book is a bound logbook with every page pre-numbered. This way any alteration would be quickly noted. We make the entry in pen only. If there is an error in the entry we cross out the error with one line only and make the corrected error.

The entry must be made the same day of the incident and must be dated the proper date. So if the incident happens 10 minutes before the center closes, the staff member is obliged to complete the entry before departing for the day. This way the administrator on duty is able to read the report and take any appropriate action necessary. It should certainly eliminate the dreaded ambush for the administrator of facing an angry parent without knowing what has gone on before.

Next the staff member must list the full names of all the teachers, volunteers and parents who may have been present at the time of the incident. It should also indicate how many children were present. If it is a serious incident, for example one that might be extremely traumatic for children, the childrens full names should also be listed.

It may not seem important at the time, but the Incident Book can be used as evidence in court should legal action result or as evidence in any insurance or legal investigation. What good is it if only first names entered? If a working teacher is absent from the class, for example has gone on a break or is in the bathroom, the record should indicate this. Everyone must be accounted for.

Next the staff member must indicate the location (where in the building, playground, field trip) where the incident took place, the time of the incident (example 11:45 AM) and the date of the incident (MM/DD/YYYY).

This should be followed by a detailed description of the incident and include any medical treatment given as well as who delivered the medical treatment. It should also list who was notified and at what time notification took place. When I am notified of an emergency, I immediately grab a pen and paper and write the time down. Then as I notify people or take any action at all I simply jot down what I am doing. I then staple these notes to the actual entry into the Incident Book.

And finally, the person actually making the entry into the Incident Book is required to sign it. It is suggested that all involved staff members read the entry and enter their own version of the incident should it differ from the entry and sign that as well.

The administrator on duty can easily read the Incident Book. Should patterns be detected it will be easier to address specific situations and work toward a speedy remedy.

by: Vinod Ahuja

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