Ensuring all accidents & near misses are dealt with effectively

Prept. Foundation Accident Reporting Policy

1. Purpose

This policy ensures that all accidents, injuries, and near-misses that occur during Prept. Foundation activities – whether on farms, in schools, or in other settings – are recorded, reported, and responded to promptly to protect the health, safety, and well-being of all participants.

2. Scope

This policy applies to:

• Children and young people attending sessions
• Staff members
• Volunteers
• Visitors
• External partners (e.g., farm hosts, school staff)

3. What Must Be Reported

• Any accident resulting in injury (however minor)
• Any near-miss where injury or harm was narrowly avoided
• Any damage to equipment, property, or facilities
• Any incidents involving food safety or hygiene risks

4. Immediate Actions After an Accident

Step 1: Administer appropriate first aid as required.

• A qualified First Aider must always be present during sessions.

Step 2: Inform the session leader (or most senior Prept representative) immediately.

Step 3: Record the incident fully on the Accident Report Form on the same day.

Step 4: If a child or vulnerable person is involved, inform their parent, carer, or responsible contact as soon as possible.

Step 5: For serious injuries or incidents requiring hospital treatment, notify senior management immediately and complete any legally required external reporting (e.g. RIDDOR).

5. Completing the Accident Report Form

The Accident Report Form must include:

• Date, time, and location of the incident
• Full names of all individuals involved
• Clear description of what happened
• Action taken (first aid, ambulance, etc.)
• Names and statements of any witnesses
• Signature of the reporting staff member and session leader

All completed forms must be stored securely and confidentially, following data protection legislation.

6. Investigation and Follow-up

• Minor incidents will be reviewed by session leaders and managers to identify any immediate actions needed.
• Serious accidents or patterns of repeated incidents will trigger a formal internal review to identify root causes and necessary improvements.
• Lessons learned will be incorporated into updated risk assessments and staff training.

7. Responsibilities

• All staff and volunteers must report accidents immediately and assist in completing reports.
• Session leaders are responsible for ensuring that first aid is given, reports are completed, and follow-up communication takes place.
• Senior management is responsible for reviewing reports, ensuring compliance with legal reporting requirements, and making any necessary safeguarding referrals.

All accidents, injuries, and near-misses will be recorded and reported in accordance with the Prept. Foundation Accident Reporting Policy.