Incident Reporting
Why do we document incidents?
To ensure member safety, accurately document what occurred, identify trends, and protect members, staff, and the organization. Reports should document who, what, when, where, and actions taken.
Why do we follow SOPs consistently across all clubs?
Consistency helps ensure safety, accountability, compliance, and a positive experience for members and families.
Why is housekeeping important for safety?
Clean, organized spaces reduce injuries, improve program quality, and create a welcoming environment.
Why is accountability important during emergencies?
To ensure every member, staff member, volunteer, and visitor is accounted for and safe.
What should drivers inspect before leaving?
Tires, lights, mirrors, emergency equipment, vehicle condition, and required documentation.
Why is timely reporting important and what is the time frame?
Incident reports should be submitted in MyClubHub within 24 hours to ensure accurate information is captured and appropriate follow-up can occur.
Who can release a member at pickup? What age can members release themselves?
Only individuals authorized through the approved member release process listed for the member. Only high school members can release themselves.
What should be checked before members arrive each day?
Building security, exits, restrooms, program spaces, playgrounds, hazards, cleanliness, and overall readiness for youth.
How often should emergency drills be conducted?
According to the BGCGH Emergency Preparedness Schedule and organizational drill requirements. Typically monthly to bi-monthly.
What items should be on a vehicle at all times?
Vehicle registration, insurance card, first aid supplies, and roadside assistance .
Why should incident reports be accurate and objective?
Reports should contain facts, not opinions or assumptions, and should clearly document actions taken and relevant details.
What should staff do during transitions between activities?
Maintain active supervision, account for all members, and ensure youth are safely moved from one area to another without being left unattended.
How do you keep your club presentation-ready every day?
Keep spaces clean and organized, maintain bulletin boards and signage, store supplies properly, address maintenance concerns promptly, and ensure rooms are ready for programming.
Where should emergency drills be documented?
In the club's emergency drill log and MCH under Log Forms.
How many members should be on a vehicle?
Only the number of passengers for which the vehicle is designed and legally equipped to transport, with every passenger in a designated seat.
What is the incident reporting process?
A member becomes physical with club property and begins damaging equipment. What should staff do?
Maintain supervision, use de-escalation strategies, protect nearby members, follow behavior management procedures, and document the incident if required.
What are some things to look for during a walkthrough?
Blocked exits, trip hazards, leaks, damaged equipment, lighting issues, unsafe conditions, housekeeping concerns, and security vulnerabilities.
Match the emergency code to its color.
Why is a headcount important before, during, and after transportation?
To ensure every member is accounted for and arrives safely at the intended destination.
Scenario: A member falls, says they're fine, but later complains of pain. What should happen?
Ensure the member's safety, assess the situation, notify appropriate staff, contact the parent/guardian if needed, and complete an incident report in MyClubHub
A member damaging property begins physically confronting other members. What should staff do next?
Prioritize safety, separate involved members if it can be done safely, request leadership support, maintain supervision of the group, follow behavior response procedures, and complete required documentation.
Scenario: You arrive in the morning and find standing water near the main entrance. What should you do?
Secure the area, prevent access, notify appropriate personnel, submit a maintenance request, and ensure the hazard is addressed before member use.
Scenario: A tornado warning is issued during programming hours. What is your first action?
Immediately implement severe weather procedures and move everyone to the designated shelter area.
Scenario: A vehicle breaks down with youth onboard. What are your first priorities?
Ensure member safety, maintain accountability, move to a safe location if appropriate, notify leadership, and follow emergency transportation procedures.