Reporting and recording accidents and incidents is a legal requirement. The report is used to inform the enforcing authorities for occupational health and safety (Health and Safety Executive and local authorities) about serious incidents and cases of disease to enable them to identify where and how risks arise and whether they need to be investigated.
Employers must keep a record of any reportable death, injury, occupational disease and any work-related injury that results in an employee being away from work or unable to do their full range of normal duties for more than three consecutive days.
Reports are used to inform the enforcing authorities for occupational health and safety (Health and Safety Executive and local authorities) about serious incidents and cases of disease, to enable them to identify where and how risks arise and whether they need to be investigated.
More information for employers about reporting accidents, incidents and diseases can be found on the HSE website.
The page covers the following areas:
The Early Years Foundation Stage 2017 requires providers to tell Ofsted about any ‘serious’ accidents or injuries that have occurred in their setting as soon as reasonably possible, but at a maximum within fourteen days. A registered provider, who, without reasonable excuse, fails to comply with this requirement, commits an offence.
It is essential that practitioners keep accident books, record forms and completed risk assessments up-to-date. Contact numbers should also be held at all times, both at your setting and when children are taken out.
Providers must also notify local child protection agencies of any serious accident or injury to, or the death of, any child while in their care, and must act on any advice from those agencies. The Professional Association for Childcare and Early Years (PACEY) has produced an Accident, Incident and Medication Book that includes carbon copies to give to parents, which you can purchase from their website.
‘Serious’ accidents include broken bones, or when a child loses consciousness or requiring admittance to hospital for more than 24 hours.
Minor injuries such as sprains, strains or falls do not require you to report to Ofsted, even if you take the child to your local accident and emergency department to have the injury checked out. Further information can be found on pages 20 and 21 of the Early Years Ofsted Compliance Book.
Should a child have an accident, you will be asked to provide Ofsted with the following information:
Providers can use an online reporting form to notify Ofsted of any significant events or changes occurring at, or affecting their provision.
All accidents/injury/serious illness/death are dealt with by Ofsted's Compliance, Investigation and Enforcement Team.
They will visit your home/setting and will:
Any LBWF employees, including those within maintained schools and their contractors must now use the Accident and Incident Reporting (AIR) phone line to report accidents and incidents.
Please only report accidents or incidents after the situation has been made safe and FIRST AID has been administered if required.
In the event of an incident the injured person or the line manager for the activity must report the incident as soon as possible and the report must be an accurate description of what has happened. Reports are made via the AIR Line (Accident Incident Report Line) by dialing 03300 586 469.
If this is not possible for either the injured person, the manager or another colleague to report the incident, or for any other safety related matter, please contact the Health and Safety Team.
Any accident or incident must be reported whether it is to an employee, service user, student, visitor or contractor. This includes any near miss* verbal abuse, assaults and violence.
*A near miss is an event not causing harm, but has the potential to cause injury or ill health. An example of a reportable near miss is a trailing cable across a walkway; this could potentially result in a head injury from tripping and falling on a corner of a desk. Another example is somebody working at heights and dropping a spanner off the side narrowly missing someone below.
The system is open to any employee or contractor to LBWF. Employees and contractors can also report incident and accidents occurring for another employee, a service user, a student, a visitor or contractor.
Download the AIR Line poster for your school.
The report will be electronically sent to:
*In cases of bullying the manager will not be copied into the report.
There are many reasons for reporting incidents, accidents and near misses:
If there has been an injury, the injured person must get the treatment that they need. All accidents should be investigated and the manager concerned must (if necessary), take action to avoid a re-occurrence. If necessary, risk assessments should be reviewed and appropriate new control measures introduced. After an assault, whether verbal or physical, an offer of counselling via Occupational Health should be made.
The Health and Safety Team review accident statistics and trends every 3 months and use anonymised information to prevent further occurrences.
Data is closely managed in line with GDPR, where if it’s necessary to share information we will gain permission first. We will always ask you before sharing information and copy you into any investigation and report documentation. Certain circumstances demand that we report an incident to the Health and Safety Executive (HSE), this is driven by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
Frequently asked questions about the AIR line
Find out more about our Traded Services?