SSU Policy
MANAGEMENT OF SERIOUS INCIDENTS AND INJURIES
BY SCHOOL SPORT UNIT STAFF AT NON SCHOOL BASED ACTIVITIES
Introduction
Like any school setting, injuries, accidents and incidents may occur from time to time. This School Sport
Unit Policy has been developed to complement the existing procedures of the Department of Education and
Training for dealing with such occurrences and takes into consideration the unique logistics which surrounds
many of the events managed by personnel of the School Sport Unit.
In the planning of any event by School Sport Unit personnel, a risk management assessment should be
undertaken to prevent serious incidents and student injuries/accidents. Procedures should be implemented to
reduce and/or treat sporting injuries eg the engaging Sport Medicine personnel. In undertaking this
assessment, personnel should consult the Guidelines for the Safe Conduct of Sport and Physical Activity
and where appropriate the Guidelines for Schools and TAFE NSW Colleges and Campuses:
Management Guidelines of Serious Incidents.
This SSU Policy takes into consideration the soon to be announced Memo: Reporting of Accidents in
Schools.
Events covered by this Policy include







School Sport Australia Exchanges and Championships
NSWPSSA State Carnivals and Championships
NSWCHSSA State Championships & Carnivals and All Schools Championships
NSWPSSA & NSWCHSSA Knockout Events – Central Venue Days & Finals
Area Knockout Events – Central Venues Days & Finals
Area and Zone Championships
Any other event managed by staff of the School Sport Unit
For the purpose of this Policy the following definitions are provided
A Serious Incident is
i)
ii)
iii)
iv)
v)
vi)
A serious injury that will require prolonged hospitalisation ie. the injured in a critical condition
eg a spinal injury, heart attack etc.
A death occurs at the event.
An incident that will involve/require police intervention.
An incident involving violence between numerous students, staff and/or community members.
An incident involving motor vehicles causing injury on the way to, during, on the way home
from an event.
An incident that may generate negative media for DET.
For further information about serious incidents, please refer to the Department’s - Guidelines for Schools
and TAFE NSW Colleges and Campuses: Management Guidelines of Serious Incidents.
The Event Manager is
The person, in attendance at the event, who is the event manager at the time of the incident. This person may
include
An Area Sport Officer
The CHS / PSSA Executive Officer
The Championship Coordinator
A State or Area Convener
An Injury
Shall be defined as a misadventure that requires professional medical attention.
Procedures
If a serious incident occurs at an event, the following table outlines the procedures to be followed
by the Event manage and team management.
The vast majority of injuries/accidents that occur during the events hosted by SSU staff, will not result
from or be classified as serious incidents. However, documentation of these injuries, by team
management is required. These procedures are also provided in the following table.
SERIOUS INCIDENT PROCEDURES
Responsibility
Event Manager
Assess the situation
Team Management
Assist the Event Manager
Actions
Arrange appropriate intervention to minimise Contact parents / caregivers of students involved
additional injury including provision of first aid
and the contacting of emergency services where
necessary.
Contact School Principal(s) of students involved
Evacuate if necessary
Distribute and collect completed accident reports
(Tab 2) and witness reports (Tab 3).
Collect all other pertinent documentation and
complete the Checklist (Tab 4)
Arrange for the completion and distribution of
the Serious Incident Report (Tab 1).
This Report must be immediately sent to
i)
event location Superintendent
ii)
student’s Superintendent
iii)
Manager – School Sport Unit
iv)
Media unit
All reports must be sent to
i)
ii)
injured student’s Principal
injured student’s Area Sport Officer
or State Executive Officer
as soon as practical. A fax header is provided
(Tab 5)
Liaise with Team Management to ensure all
appropriate accident reports are completed and
distributed.
Responsibilities of Area Sport Officers / State Executive Officers






Ensure Team Managers understand their roles and responsibilities concerning serious incidents and
injuries/accidents to students.
Develop protocols for the allocation of the Event Manager at your event.
Ensure Event Managers understand their roles in a Serious Incident.
Where required assist in the transmission of Serious Incident Report
Highlight the roles of Team Managers, in regard student injuries/accidents, at pre Championship
meeting.
Ensure Student Accident Reports are sent through to the SSU for filing on TRIMS.
TAB 1
Department of Education and Training
Serious Incident Report
Event & Location
Manager & Title
Contact Number
Date of Incident
Time of Incident
District Location
Copies of Report Faxed To
Superintendent – Site Location
Superintendent – Injured Students
School Sport Unit Manager
Fax Number – 9707 6999
DET Media Unit
Fax Number – 9561 8510
Place X in the boxes below to indicate any of the following which apply:
Death
Drugs
Serious disruption to routines
Injury with medical attention
Weapon
Major property damage
Police
Violence
Media contact
OR
Other outside agency
Intruder
Is this a follow-up report for a previously reported incident
Expected media contact
Yes / No
Key issue
Enter a brief description of the incident
Describe action taken
Event Manager’s Signature: __________________________
Date: ____________________
TAB 2
New South Wales Department of Education and Training
ACCIDENT TO SCHOOL STUDENT / VISITOR
Location: _____________________________ School District: _________________________
Event: ______________________________________________________________________
PERSONAL DETAILS OF STUDENT/VISITOR
Full Name: _____________________________ School: ______________________________
Age: ____________
Date of Birth: _________________________
Name(s) of Parent(s)/Carer(s):
___________________________________________________
Address:
____________________________________________________________________
_________________________________________ Postcode: ________________
Contact telephone number: ___________________________________
ACCIDENT DETAILS
Date of injury: ____________________________ Day of Week: _______________________
Time: ______________ am/pm
Location of accident: ___________________________________________________________
Describe the injuries sustained by the student/visitor: _________________________________
____________________________________________________________________________
____________________________________________________________________________
State exactly what happened: ____________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Was medical attention given? __________________
Name of doctor/hospital: ________________________________________________________
On whose authority teacher’s/parent’s? ____________________________________________
Subsequent treatment of student (if known): ________________________________________
Name of person completing this report: ____________________________________________
Serial number (if applicable): __________________________________
Privacy Notice
The information provided on this form is being obtained for the purpose of ascertaining the details of the accident. It will be used by the Department of
Education and Training for the purpose of obtaining legal advice as to any liability it may have arising out of the accident, and for use in the course of any
litigation that may eventuate. This information will be stored securely. You may correct any personal information provided at this time by contacting the
school.
CERTIFICATION
Parent(s)/Carer(s) of injured student/Suitable contact for Visitor have been
notified if practicable
Yes / No
The student has been kept under observation for a reasonable period
Yes / No
Medical attention has been obtained
Yes / No
Name (in print): _______________________________________________
Signed: ______________________________________ Date: _______________________
Principal / Delegate
For use of the Department’s legal advisers in anticipation of legal proceedings.
TAB 3.1
WITNESS TO SCHOOL STUDENT / VISITOR
ACCIDENT – STAFF MEMBER
Location: _____________________________ School District: _________________________
Event: ______________________________________________________________________
WITNESS DETAILS
Full Name: _________________________________ Serial No: _______________________
Contact telephone number: ____________________________
Address: ____________________________________________________________________
___________________________________________________ Postcode: ______________
1. When did the accident occur?
_____________________________________________________________________
_____________________________________________________________________
2. Where did the accident occur?
_____________________________________________________________________
_____________________________________________________________________
3. What activity was the student or visitor engaged in? (eg. Playing basketball, running to
class)
_____________________________________________________________________
_____________________________________________________________________
4. How did the injury/injuries occur? (Be sure to mention any article, or aspect of the
environment which was involved, eg. struck by baseball, slipped on wet path).
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
5. What were the injuries/suspected injuries?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
6. What treatment for the injury/injuries (if any) was provided at school?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
7. Who was the student or visitor first referred to?
_____________________________________________________________________
_____________________________________________________________________
8. Who was present when the incident occurred?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
9. Name and serial number of staff member(s) responsible for supervising the
student/school area at the time of the accident.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
10. If you witnessed the accident, please sketch the accidental scene (marking your
location, the location of the student or visitor injured, any buildings or other students
present, any other landmarks) in the bow below.
Signature: ____________________________________
Date: _________________________
Privacy Notice
The information provided on this form is being obtained for the purpose of ascertaining the details of the accident. It will be used by the
Department of Education and Training for the purpose of obtaining legal advice as to any liability it may have arising out of the accident,
and for use in the course of any litigation that may eventuate. This information will be stored securely. You may correct any personal
information provided at this time by contacting the school.
Tab 3.2
STUDENT WITNESS TO SCHOOL
STUDENT / VISITOR ACCIDENT
Event: ______________________________________________________________________
Event Location: _______________________________________________________________
Name of injured student or visitor: ________________________________________________
Date of accident: ________________________________
WITNESS DETAILS
Full Name of student witness: ____________________________________________________
Age: ______________
Date of Birth: ___________________________
Address:
____________________________________________________________________
_________________________________________ Postcode: ________________
Please write in your own words what you saw or heard in respect of the accident:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Please draw a sketch to accompany your statement.
This may be a sketch of the classroom or playground in which the accident occurred. Your
location should be marked with an X and the location of the person who had the accident
should be marked with a Y.
Signature: ______________________________________
Date: ______________________
Privacy Notice
The information provided on this form is being obtained for the purpose of ascertaining the details of the accident. It will be used by the
Department of Education and Training for the purpose of obtaining legal advice as to any liability it may have arising out of the accident,
and for use in the course of any litigation that may eventuate. This information will be stored securely. You may correct any personal
information provided at this time by contacting the school.
Tab 4
CHECKLIST
Please check off the box when completed
1.
Were parents/carers notified of the accident?
2.
Has an accident report been completed?
3.
Was a serious incident report completed and attached (if appropriate)?
4.
Has a report been obtained from any student witnesses?
5.
Has a report been obtained from any adult witnesses?
6.
Have contact details been obtained from all witnesses?
7.
Have the following documents been photocopied and retained on file
if relevant to the accident?
Please check off the box to the right to ensure all steps have been taken.
-
appropriate Code of Behaviour
-
Permission note for the Event
-
Supervision Roster, if applicable
-
Correspondence in Relation to Accident
-
Student Welfare Policy
-
Student Discipline Policy
-
Community Use Agreement
-
Event Program
I certify that the appropriate steps have been taken to follow the Department’s Accident Policy.
________________________________
Signed
________________________________
Position
________________________________
Date
For use of the Department’s legal advisers in anticipation of legal proceedings.
A copy of this check list is to be retained with the relevant accident report documentation.
Accident Report documentation will be stored by the School Sport Unit and the injured students school.
TAB 5
NSW Department of Education and Training
School Sport Unit
Locked Bag 1530
BANKSTOWN 2200
Ph: (02)9707-6900 Fax: (02) 9707-6999
School Sport Unit
FAX
School Principal
School
Fax Number
ASO / State EO
Area / State
Fax Number
Pages:
Date:
Re:
Note: If the student is absent from school for more than 7 days it is the responsibility of the
School Principal to follow the Workcover procedures of lodging the appropriate form with
the District Office.