When to report

It is difficult to provide definitive guidance as to when a form should be completed. However, a form should always be completed if a member requires medical treatment including First Aid, is unable to continue the activity, or where there is damage to property.  No one will be criticised if they complete a form which they consider, in hindsight, to be unnecessary.

Completing the form will ensure that an accurate record is kept should there be further consequences either medical, or legal. Remember that the Third Age Trust provides insurance for group activities and these incident forms could provide valuable supporting evidence in the event of a claim. It also provides an opportunity for learning and preventing future incidents.

In some cases, the landlord may need to be informed too. The Groups Co-ordinator can provide advice.

The nature of the incident will determine whether the Group Leader needs to contact the committee urgently or not.

Advice for Group Leaders on how to report an accident or incident

To report an accident or incident occurring in your group activity we have created a Standard Email on Beacon called Accidents and Incidents.

To report an incident all you need to complete the details below each heading.

Log on to Beacon and go to the Sessions page where the groups are.

At the top of the list of groups is a group called Accidents and Incidents. The Group Co-ordinators for this group are the Chair and the Groups Co-ordinator. This group only exists to make easy for you to know who to send the incident details to. As the Chair and Groups Co-ordinator change this will be updated.

Select both, and click the 'Do with Selected' button to send an email. The usual dialogue box opens. Tick the check box so that you receive a copy too.

Underneath the email addresses there is an option to load a standard message. Use the drop down box to select Accidents and Incidents. This will load the standard email

There are a few reminders at the top of the email.

You just need to fill in the details of incident below each heading. Some of the headings will not be applicable for every incident – just type NA below

We are not expecting reams of detail. Depending on the incident it should take no more than a few minutes to complete.

If you make a mistake just reload the standard email.

Any queries just get back to us for advice

Alternatively you can print off the form on this page and complete it by hand, then forward to the Groups Co-ordinator. This form uses exactly the same headings and the Standard email.

Thank you for your help