Reporting an Incident

Created by Camping Department, Modified on Tue, 02 Apr 2024 at 04:28 PM by Camping Department

Reporting an Incident: A Guide for Customers


At times, incidents may occur on unit activities. We understand that these situations can be stressful, and we are here to help you navigate them. Here is a guide on how to report an incident:


1. Stay Calm: It is essential to remain calm during an incident. Take a deep breath and assess the situation. Ensure that all participants are safe before reporting.


2. Contact Support: If you encounter an issue, please contact 347-809-1100. You can reach us via phone, email to supportdesk@nycscouting.org.


3. Provide Details: When reporting an incident, please provide as much detail as possible. This includes the date and time of the incident, the location, and any other relevant information. Providing this information will help us resolve the issue quickly. Incident report forms should be used to collect the necessary information


4. Follow Up: After reporting an incident, our team will work to resolve the issue promptly. We will keep you updated on the progress and provide a resolution as soon as possible.


5. Provide Feedback: We value your feedback and use it to improve our products and services. After the incident is resolved, please take a few minutes to provide feedback on your experience.


Incident Reporting: Gathering Information

When unexpected incidents occur in Scouting, swift and accurate reporting is essential to safeguard the safety and well-being of everyone involved. As a Unit, your responsibility is to promptly notify your council of any incident. Keep in mind that the objective is to furnish your Council with clear, concise, and accurate details regarding the incident. (Please see BSA’s Incident Reporting Expectations here to identify how promptly you are expected to report the incident to your Council.)

To help streamline the information gathering process, here’s a 10-step guide to assist you in determining what details you should share with your council when reporting the incident. (The Incident Reporting Tools below are a valuable resource for gathering incident information within this 10-step guide.)

  1. Basic Information:
    • Date and time of the incident.
    • Location where the incident occurred (campsite, meeting place, etc.).
    • Your name and contact information as the report filer.
  2. Nature of the Incident:
    • Clearly define the incident type (accident, injury, illness, property damage, behavioral concern, etc.).
  3. Involved Individuals:
    • Names and ages of all individuals involved (Scouts, leaders, volunteers, staff, etc.).
    • Roles and positions within the BSA (Scout, Scoutmaster, adult leader, etc.).
    • Contact information for those directly involved.
  4. Description of the Incident:
    • Offer a detailed and factual account of the incident.
    • Maintain objectivity and avoid speculation or assumptions.
    • Describe any actions taken before, during, and after the incident.
  5. Witness Information:
    • Names and contact information of witnesses who observed the incident.
    • Their perspective on what they saw or heard.
  6. Injuries or Damage:
    • Detail injuries, illnesses, or property damage sustained if applicable.
    • Mention any medical treatment on-site or subsequent medical attention sought.
  7. Immediate Response:
    • Outline immediate actions taken to address the situation or provide assistance.
    • Note response times and outcomes if emergency services were involved.
  8. Contributing Factors:
    • Identify factors that might have contributed to the incident (unsafe conditions, lack of supervision, equipment failure, etc.).
  9. Follow-Up Actions:
    • Describe post-incident actions taken to ensure safety and well-being.
    • Note any communications with parents or guardians of affected Scouts.
  10. Photos and Documentation:
    • Attach incident scene photographs, images of injuries, or property damage if available.
    • Include relevant documents such as incident forms, medical records, or witness statements.

Resource: Incident Reporting Tools

The Incident Reporting Tools provided below are customized for different situations, serving as valuable resources for gathering incident information. More than just filling out a form, these tools are crafted to assist you in accurately sharing all essential details with your Council.

Incident Information Reporting Tool: Use this tool to report injuries, illnesses, and incidents requiring medical attention beyond basic first aid. Suitable for situations occurring during Scouting activities or on council-owned properties.

Youth Protection/Membership Infraction Information Reporting Tool: For reporting instances of abuse, violations of BSA policies, or inappropriate behavior involving Scouts, Scout leaders, parents, or others.

Near Miss Incident Information Reporting Tool: Use this tool to report near misses – incidents that could have resulted in harm but did not. Valuable for identifying safety and program practice improvements.  Near misses with clear lessons learned can bring to light opportunities to improve safety performance or program practices. 

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