Incident & Accident Reporting Procedures
It is a statutory duty to record all accidents, dangerous
occurrences and ill health, and in certain specified cases to
report these to the health and safety enforcing authority
(Health and Safety Executive).
All North Somerset Schools must maintain an accident report book. If
any pupils, staff or visitors have an accident at work, while on the
premises or on an off-site activity then it must be recorded. All
injuries however minor should be recorded in the accident book.. All
incidents that lead to violent, physical or verbal abuse should also be
recorded, even if no injury has been sustained. For serious
incidents/accidents (RIDDOR Acidents) the
Accident/Disease/Dangerous Occurrence report form must be
completed and sent at the earliest opportunity to The Schools Health
and Safety Team. Certain RIDDOR accidents i.e. major injuries,
fatalities, specified dangerous occurrences and diseases must be
telephoned to the Schools Health & Safety team as soon as possible.
Schools should adopt four mechanisms to record accidents.
1. All minor bumps/slips that occur with frequency when children
are playing should be recorded in the pupil accident book.
2. Minor accidents involving staff and visitors should be recorded
in the staff accident book, which needs to conform to the latest
requirements of data protection.
3. All other serious accidents should be recorded on the
Accident/Disease/Dangerous Occcurrence form and forwarded
to the Schools Heatlh and Safety Team. Fatalities, major
injuries, specified dangerous occurrences must also be
telephoned to the Schools Health & Safety team as soon as
possible. Details of major injuries, dangerous occurrences and
diseases that are reportable are attached.
4. All incidents of violent, aggressive or abusive behaviour also
need to be reported regardless of whether any injury was
sustained. The Violent/Aggressive or Threatening Behaviour
Form attached should be completed and forwarded to the
Schools Health & Safety Team.
Reporting of accidents under RIDDOR
In the case of an incident reportable under RIDDOR, the
enforcing authority (Health & Safety Executive) must be
notified within ten days of the date of the accident. Major
injuries, fatalities and specified dangerous occurrences must
therefore be notified as soon as possible by telephone or by
fax. The accident should then be recorded on the
Accident/Disease/Dangerous Occurrence form and forwarded
to the Schools Health and Safety team. It is the
responsibility of the Health and Safety team to report the
accident to the HSE within 10 days of the date of the
The School must inform the Schools Health and Safety
Team immediately, normally by telephone on 01275
884450, and submit a written report using the form at
the end of this section in the event of the following:
● any fatal accident to employees or other people in an
accident connected with our business of premises;
● any major injury to employees or other people in an
accident connected with our business or premises; or
● any specified dangerous occurrence;
School must also inform the Schools Health and Safety Team
in the event of:
● any other injury to an employee, including an act of
physical violence, which results in an absence from
work, or the employee being unable to do their normal
work for more than three days. Days which the
employee would not normally be working i.e. weekends
and bank holidays need to be included but the day of
the accident is excluded;
● any case of specified ill health – for details contact the
Schools Health & Safety Team.
The School must complete a written report and
forward to the Health and Safety Team. It is the
responsibility of the Schools Health and Safety
Team to report the accident to the HSE.
The Health and Safety Team would prefer that you over
report via this route rather than under report. Therefore if
you have any concerns over an incident/accident and you
feel uncomfortable with the circumstances, or there is
parental concern over the cause of the accident, please
report the accident via the reporting form. This will allow
the Health and Safety Team to vet the details and liaise with
the school to ensure no further action is required.
Any queries as to whether an accident falls under RIDDOR
please contact the Health & Safety Team immediately.
It is also important to record and investigate near misses.
By near misses we mean an incident that whilst it did not
lead to physical injury, it had the potential to. By recording
and investigating near misses, and changing procedures or
modifying an activity, it will help to stop an accident
occurring in the future. Near misses can be recorded in your
Guidance for Accident Investigation
In any accident situation, particularly fatalities, major
injuries or specified dangerous occurrence, speed of action is
essential. This is particularly true when it comes to
interviewing the injured person and any witnesses. The
following procedure is recommended:
1. Establish the facts as quickly and completely as
possible about the accident;
2. Look at the general environment - if outside what were
the weather conditions etc.
3. consider the particular plant, machinery, working
procedure or system of work involved; and
4. the sequence of events leading to the accident.
Use a camera to take photographs of the accident
Obtain floor plans of the premises or draw
sketches and take measurements with a view to
producing a scale drawing of the accident scene;
Identify and locate relevant documents, e.g. risk
assessments, working procedures, training records
and content, manufacturers/suppliers information;
List the names of all witnesses, i.e. those who
saw, heard, felt or smelt anything. Interview
witnesses thoroughly in the presence of a third
party, if necessary, and take full statements. Do
not prompt or lead the witnesses;
Make it clear to all parties that the purpose of the
investigation is not to apportion blame to any
individual but to establish the cause of the
accident in order to develop a strategy and
procedures that will prevent a recurrence;
Evaluate the facts and individual witnesses
versions of same, to ensure accuracy, reliability
Examine closely any contradictory evidence. Never
dismiss a fact that does not fit in with the rest.
Find out more!!
Learn fully about the system of work involved.
Every accident occurs within the context of a work
system. Consider the personnel involved in terms
of their ages, training, experience and level of
supervision, and in the nature of the work, e.g.
routine, sporadic or incidental;
In certain cases, it may be necessary for plant and
equipment to be examined by a specialist, e.g.
Endeavour to arrive at conclusions as to both the
immediate and underlying causes of the accident
based solely on the relevant facts;
Produce a report for the responsible manager
emphasising the causes and remedies to prevent a
recurrence, including any changes necessary.
Draft Short, Medium and Long Term
recommendations to keep the process 'live'.
In complex and serious cases, consider the
establishment of an investigating committee
comprising safety adviser, managers, technical
specialists and trades union representatives.