how to write incident report in childcare

Professional Guide to Daycare Incident Reports

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Incident reports play a crucial role in maintaining the safety and well-being of children in a childcare setting. These reports serve as valuable documentation that helps childcare providers track and address any accidents, injuries, or unusual incidents that occur during the care of children.

By accurately recording such events, childcare providers can identify patterns, implement preventive measures, and communicate effectively with families. Additionally, incident reports demonstrate your childcare center's commitment to transparency and accountability, ultimately fostering trust and confidence among both families and staff.

In this article, we'll discuss the importance of daycare incident reports, how to write one, and state reporting requirements.

What is a daycare incident report?

A daycare incident report is a record of an accident, injury, behavior, or other incident that requires a child to stop normal activity and receive first aid or medical attention. They also cover instances of neglect, like a child being left without proper supervision, aggressive or unusual behavior, suspicion of abuse, and errors in following through with directives from caregivers. Incident reports are essential documentation for your childcare business operations. B y accurately capturing this information, childcare providers can track trends, identify potential safety hazards, and take proactive measures to prevent future incidents.

With brightwheel's childcare incident reports , you can easily create incident reports as fillable forms or upload a state mandated form and pre-fill required fields. This saves you valuable time, allowing you to quickly log incidents from your phone or tablet and store digital incident reports securely for easy access.

Incident reports are meant to be comprehensive in case they need to be referred back to later and provide a detailed, objective record of a situation. It may be one report of an isolated incident or an ongoing report of a continuous issue. This thorough documentation can protect your program and ensure compliance with state regulations and guidelines.

Why are incident reports essential?

In a childcare setting, incident reports play a crucial role in maintaining the safety and well-being of children. By documenting any incidents that occur, you can ensure transparency, communication, and proper follow-up. Let's explore the key benefits of using incident reports in childcare settings.

Ensuring child safety

Incident reports serve as a vital tool for ensuring child safety within a childcare environment. By documenting any accidents, injuries, or unusual incidents, you can track incident data and take proactive measures to prevent future occurrences. This proactive approach contributes to creating a safer and more secure environment for the children under your care.

Communication and transparency

Utilizing incident reports fosters open communication and transparency among childcare staff, families, and administrators. When an incident occurs, completing a detailed report allows for clear documentation of what happened, the immediate actions taken, and any follow-up measures. This transparency builds trust with families, providing them with insight into the level of care provided at your program and demonstrating your commitment to the children's well-being.

Legal and compliance requirements

Incident reports serve as critical documentation to meet legal and regulatory compliance standards. By consistently and accurately documenting incidents, you demonstrate your adherence to safety protocols, duty of care, and regulatory requirements. In the event of an inquiry or audit, having easy access to thorough incident reports can protect your business and support your commitment to upholding the highest standards of care.

Improvement of risk management

Analyzing incident reports over time allows you to identify trends, assess risks, and implement targeted risk management strategies . By recognizing recurring issues or potential areas of concern, you can proactively address these challenges, implement additional safety measures, and provide staff training where necessary. This continuous improvement cycle enhances the overall risk management practices at your program.

Support for continuous professional development

Incident reports also contribute to the professional development of childcare staff. Through the process of documenting incidents, reflecting on the circumstances, and discussing the outcomes, staff members have the opportunity to learn from each situation. This reflective practice supports ongoing professional development , as educators can derive valuable insights and best practices from past incidents to enhance their caregiving practices.

How to write a daycare incident report

Daycare incident reports need to include specific information about the incident, the child that was involved in the incident, and the action that was taken after the incident occurred.

What to include in a daycare incident report

Include the below details in your incident reports:

The name of the childcare center
The name of the childcare professional completing the incident report
The child's name and age
The cause of the injury or incident
The date, time, and location of the incident
The locations of any injuries the child suffered
The types of injuries the child suffered
Medical treatment that the child received
The name of the medical facility (if the child was taken off-site to receive treatment)
The names of any staff members who witnessed the incident
The equipment involved in the incident (such as toys, playground equipment, furniture, medication)
The steps taken to prevent the incident from reoccurring

After the incident report is completed, have it signed and dated by the employee who completed the form and the child's parent or guardian. Note how and when the child's family was contacted and who contacted them.

Storing and sharing incident reports

Procedures for storing and sharing daycare incident reports vary by state. Most states require you to maintain copies of all incident reports at your center for a certain period of time and give a copy to the child's family. Other states require you to file a copy of the incident report with the state's licensing agency. Consult your state's childcare licensing department to learn more about its legal requirements regarding record keeping.

Create, share, and manage all your childcare forms in brightwheel . Easily share incident reports with families through the brightwheel app and collect digital signatures. You can eliminate back-and-forth paperwork by tracking form status in one central dashboard and storing all your documents in one secure, digital location.

Legal requirements of incident reporting

Federal law requires states to ensure that all licensed childcare providers meet specific health and safety standards and incident reporting guidelines. Reporting and compliance will vary by state and some state childcare licensing agencies may provide a specific incident report form for childcare providers to use (here's an example from the state of Louisiana and Massachusetts ). Other states may issue reporting guidelines and best practices to follow if an incident occurs at your program.

Regardless of your state's requirements, it's a good idea to have an organized record keeping process for incident reports for future reference if needed. Maintain accurate childcare records with brightwheel . Store all your records digitally in each student's profile in brightwheel, which can be accessed from any device.

Below, we've included links to each state's childcare licensing forms and documents or the relevant childcare incident report form (if applicable).

Incident reporting by state

Connecticut

District of Columbia

Massachusetts

Mississippi

New Hampshire

North Carolina

North Dakota

Pennsylvania

Rhode Island

South Carolina

South Dakota

West Virginia

Final thoughts

Childcare incident reports are critical in ensuring a transparent and safe childcare environment. They offer a structured approach to risk management, enhance the trust between caregivers and families, and promote a culture of continuous learning and improvement among childcare professionals. By prioritizing the meticulous documentation of incidents, childcare providers can significantly contribute to creating a nurturing, secure, and supportive setting where children thrive.

Brightwheel is the complete solution for early education providers, enabling you to streamline your center’s operations and build a stand-out reputation. Brightwheel connects the most critical aspects of running your center—including sign in and out, parent communications, tuition billing, and licensing and compliance—in one easy-to-use tool, along with providing best-in-class customer support and coaching. Brightwheel is trusted by thousands of early education centers and millions of parents. Learn more at mybrightwheel.com.

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Incident Reports: Documenting Accidents and Behavioral Issues

how to write incident report in childcare

Where there are children, there will inevitably be accidents and behavioral problems. Even under the best and most attentive care, injuries and misbehavior can and do occur.

While childcare professionals must obviously make every possible effort to limit the risk of personal injury to the children under their care, some situations may not always be avoidable. When accidents, injuries and problematic behavior do occur, however, caregivers should document such situations thoroughly.

Why Incident Reports Are Important

Fear of professional repercussions or damage to their reputation can be a driving factor for some childcare professionals who choose not to document injuries, accidents or behavioral incidents. Rather than a poor reflection on a childcare provider, an incident report should be viewed as an indication of responsibility and competence. There are numerous benefits to the completion and filing of incident reports, from tracking and analyzing potential hazards to establishing a pattern for medical professionals when a developmental or physical disability is suspected.

A strong pattern of injury stemming from a single source is a highly reliable indicator of necessary changes within the premises. For instance, one child who is injured after tripping may be an isolated incident. If several children trip in the same space over an extended period of time, there’s reason to believe there may be a need for safety measures to eliminate an existing tripping hazard. Injuries resulting from safe, normal play with a toy or on a piece of equipment can contribute to a safety recall, if a pattern of injury is established by the Consumer Product Safety Commission.

Similarly, when a single child is the frequent victim of accidents, incident reports can establish a pattern which can aid in diagnosis of a physical or developmental difficulty. Balance, vision and perception problems can be difficult to diagnose in very young, non-verbal children. Incident reports documenting a history of falls or injuries, however, can help medical professionals to accurately diagnose such issues. Documenting misbehavior, violence or rule-breaking issues can also provide evidence which supports diagnoses of quantifiable behavioral disorders which may otherwise go undiagnosed for years. Rather than harming a childcare professional’s reputation, diligent reporting of accidents and incidents can be a boon.

Incident Reports and Legal Compliance

Childcare laws can vary widely from one state to the next. Within a single state, there may even be different regulations for childcare providers, depending on the size of their operations. Documenting any accidents or potentially problematic occurrences may be required by law in your state. It may also be a requirement of your insurance policy.

Should a serious situation arise as a result of a fall, injury at the hands of another child or allegations of abuse, proper documentation of any and all incidents offers a layer of protection which can be of invaluable assistance. While it may seem easier to ignore a minor incident, documenting it properly and supplying the requisite notification is imperative for the protection of yourself, your business and the children under your care.

Information to Include On An Incident Report

Among the many forms you keep on file as a childcare professional, an incident report template should be included. Local ordinances or state law may require you to use an official form, or you may be expected to produce one yourself. If you’re creating your own incident report forms, there are several pieces of information you’ll need to include or leave room to document.

Name of the child
Date of the incident
Time of the incident
Witness to the incident
Equipment involved in the incident
Cause of the accident or injury
Nature of the injury
Body part affected as a result of the incident
Information about any administered treatment
Full description of the incident

Parents of any children involved in an accident, injury or behavioral incident should be notified and provided with documentation at the time of pickup. Another copy should be added to the files of each involved child for future reference. By informing all involved parties of accidents or behavioral episodes, you can help to prevent future incidents while raising awareness about potential problem areas within your childcare facility.

5 thoughts on “ Incident Reports: Documenting Accidents and Behavioral Issues ”

How do I find out if it is a mandated law or an insurance requirement for my son’s daycare here in SD?

How do I find out about incident reports for childcare in Phoenix Az

Hi, I am working in the childcare centre but English is my second language so they are not allowing me to write incident report so i I want to learn how to write ex: What happens? , What we did for first aid?. I can write name , birthdate but not allow for when and why is happened. Because they want formal language and I am doing lots of spelling mistake and my writing structure is not good.

How can I find out if incident reports are required at my daughter’s preschool and who they are reported to? There was an incident at school involving my daughter and they do not seem to want to provide an incident report so it makes me wonder if they actual have one.

Are there certain things a daycare can write behavior reports for? My son is being written up for things that have happened accidentally like “while stacking chairs your child’s chair hit another child’s foot” he has had 2 of these types of accidents and if he gets a 3rd they disenroll him but 2 of the 3 were complete accidents. Is there anything I can do? We are in utah

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Free Daycare Incident Report Template & Guide

When injuries occur with children in daycare, it's important to keep a record of these accidents in a daycare incident report and to inform parents. Daycare centers are places where parents leave their children in controlled and watchful environments during the workday, but even the most vigilant daycare center can't keep every child out of danger 100 percent of the time.

From cuts and falls to allergic reactions , children are prone to getting injured or ill in daycare settings. Falls alone send 8,000 children to the emergency room every year.

Learn more about how to write an incident report in childcare below.

Table of Contents

Daycare Incident Report Policy

How to Write an Incident Report in Childcare

Template for Daycare Incident Report

How to comply with state laws.

Graphic of woman holding a red question mark

A daycare incident report is a record of any injuries, accidents or illnesses incurred at a daycare center. These incidents warrant reporting if they are severe enough to stop a child's normal activities in order to receive some form of medical attention or first aid.

Rather than viewing an incident report as a source of blame and punishment, use it as a tool to build trust and increase transparency. It is also a way to track accountability.

What Does It Entail?

A daycare incident report policy requires any incidents occurring on daycare property to be properly documented. It is a must to fill out an incident report within 24 hours of the incident in question. Daycare incident reports inform parents and legal guardians about the health and safety of their children.

Reasons for a childcare incident report could include any of these issues:

Injury or illness: The most common cause for reporting whenever a child is injured or gets sick ; includes everything from a cold or allergic reaction to a broken bone or head injury
Neglect: A child is left without little to no proper supervision
Aggressive or unusual behavior: Reporting helps identify the root of the problem and offers early intervention while also predicting future behavior
Care errors: A child’s care instructions aren't followed, such as medication errors or feeding schedules
Suspicion of abuse: Mandated reporting for abuse varies from state to state

You must document even something as minor as a skinned knee or cut from a fall in your report. If a child gets an infection as a result of an injury, you still need to show you took the necessary reporting steps such as applying antibacterial cream and a bandage. Falls in children under age 1 account for 50% of nonfatal injuries .

You must use childcare incident reports for any incident requiring medication or outside intervention. Regardless of whether or not the incident requires reporting in your state, each state has its own licensing authority for reporting abuse or negligence.

Why Childcare Providers Need Policies

Having daycare incident reports may be a requirement for state-licensed daycares to comply with state laws. It's a system that keeps daycares accountable.

Childcare providers may also maintain accurate incident reports as a condition of insurance coverage. Without the proper documentation, they could be found liable for negligence and the legal costs involved due to a child sustaining serious injuries on daycare property.

Daycare accident reports also help prevent misunderstandings after an incident by detailing and documenting exactly what happened. They also identify when and how the incident occurred and which staff members witnessed the event and cared for the child.

Beyond that, providing childcare incident reports for your daycare shows that you are transparent in how you operate. It demonstrates that you are a responsible business that is always willing to improve its established safety protocols.

Reports also show you where you may need to adjust your current daycare incident report policy to prevent similar incidents from happening in the future. You may also need to follow up on incidents at your center.

What Should Be In It?

A good rule of thumb for a daycare incident report is to follow the five Ws. The incident report should include:

Who: Document any individuals involved in the incident or those who witnessed it, along with their contact information and relevant credentials.

What: Log precise details of what happened to record the incident and determine what follow-up actions must take place.

When: The time and date of the incident are necessary for record keeping and proper documentation.

Where: The report needs to establish where the incident occurred, on-site or off, noting the exact location.

Why: Note any possible reason the incident could have occurred.

Each daycare incident report must contain specific information about the incident. In addition, it should mention which child was involved in the incident and what steps were taken after it. If you can determine a cause of the incident it will reflect well on your daycare's reputation.

An incident report also requires the daycare to list steps or procedures you will undertake to prevent another similar incident from occurring. Do not speculate; only state facts about the incident.

Complete a report of the incident as soon as possible when the situation is still fresh in everyone's minds, as long as the initial danger has passed. This form should be completed by any staff members present during the accident to attest as witnesses.

While not required, include any photographs of the child's injuries with the report when possible. This will help you verify the details in your report and remove all doubt or suspicion otherwise.

You must document when the incident took place and when the response occurred. You should also note when the report was filed and when the other parties involved were notified.

How to Notify Parents

The daycare center must notify parents immediately after the child receives the care they need. Use the contact information in the child's emergency contact form .

Try to reassure the parents that everything is okay first. Parents may become upset or distraught upon hearing their child is sick or injured. Give them the proper time to ask any questions and understand the situation better.

You should use the daycare accident report to help guide the discussion and stay on track. Calmly explain exactly what happened and how you handled the situation. Clarify any steps taken or yet to be taken.

Supply the parents or legal guardians with a copy of the incident report to take with them when they come to the center. Having the parents sign the report is also a good idea. It indicates that you have communicated the details and that they understand them.

How to Keep Track of Incident Report Records

Each state has its own procedure for storing and sharing daycare incident reports. You can determine the legal requirements regarding record keeping by contacting your state's department of human services. In some cases, it is recommended that you keep a childcare incident report for up to two years.

If you use a childcare management system for your daycare center, it will often include document management capabilities. This allows you to upload and store digital copies of the reports to each family's profile for tracking and record keeping.

In addition to incident reports, your center should also engage in daily communication practices with a child's family about their child's current status.

How to Write an Incident Report in Childcare

Woman writing daycare incident report on laptop

You already know what basic information an incident report contains, but a daycare incident report should include many other aspects. The primary pieces of information are:

The name of the daycare
The childcare consultant's name
The injured child's name and age
The cause of the injury
The date and time
The location of the incident
The types of injuries the child suffered
The locations of any injuries the child suffered on their body

Your daycare accident report should also elaborate on other information such as any medical treatment or first aid the child received. If the child had to be taken off-site via ambulance for treatment, list the name of the medical facility.

List the names and numbers of any staff members who witnessed the incident. Mention any items involved in causing the incident from toys to furniture or playground equipment. You must also list any steps the center will take to keep the incident from happening again.

Once the incident report is completed, it should be signed and dated by the child's parent or guardian and the employee who completed the form. The form should note the method used to contact the child's parent or guardian. It should also contain the name of the employee who contacted them and the date and time the parent or guardian was contacted.

A sample template for a daycare incident report helps you ensure you include all the information you need and following your daycare incident report policy. You can tailor it as needed to fit your specifications. Take a look at the samples here for guidance on how to write an incident report in childcare.

We include two links below the image. Click on them to download a PDF or a Word version. We also include the text used in the reports in case you are looking to create your own template from scratch.

Download Now!

PDF Version
Word Version

Because every state’s laws vary, look up the individual laws for your state's reporting requirements. Some states may require you to write up a childcare incident report for your files and call a special state reporting number to inform them of the report. You can also call your area's regional licensing office in some locations.

To reach the appropriate agency in your state or territory, visit Childcare.gov for the relevant contact information for every state and territory .

Some states may require you to mail, email or fax a copy of the report to them, while other states give you the option to fill out a form online and submit it digitally.

For example, the Arizona Department of Health Services allows you to fill in a premade form online for Child Care Facility Complaints on their website. You should still either fill out your own center's daycare incident report or make a copy of the one you submitted online for good measure. Doing so will make certain you cover all your bases.

California Department of Social Services

The California Department of Social Services requires daycares to submit two different reports to the licensing department. One form (LIC 624) is for childcare centers to report unusual incidents.

Unusual incidents that require reporting include:

Communicable disease outbreaks such as mumps/measles or COVID
Injuries to children requiring medical intervention
Any cases of suspected child abuse
Any incidents that put children in danger, like unattended wandering from the daycare facility

The second report relates to any changes occurring in your facility's overall operations such as:

Address changes
Modifications to your facility
Personnel changes

Some events may require daycares to report to more than one government agency. Depending on the incident, you must inform the proper authorities accordingly.

Report any events pertaining to a public health risk , like a COVID outbreak, to the Department of Public Health. Events that involve any type of criminal activity require reporting to your local law enforcement branch. You should always report events relating to any sort of suspected child abuse to your area's local child protective services agency.

Always consult your state and regional laws for the appropriate information. This will ensure that you are in line with proper compliance ordinances in addition to following your daycare incident report policy.

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Free Downloadable Incident Report Form for Daycare Centers

April 29, 2021

No matter how you prioritize safety, accidents happen! At some point, it’s likely that something will happen at your center and you will need to fill out an incident report form at your childcare center. When an incident occurs and a child is hurt, it’s crucial that they’re taken care of and a parent is notified in a timely manner. An incident report form makes it easy to outline who was hurt, where, what happened, and who was notified.

Using our free template of incident report for daycare, you can stay organized and calm when an accident occurs. You’ll also be able to record any important information about the incident and notify parents easily and quickly.

Having thoroughly recorded incident reports of any incidents that occur at your center will help protect your center in legal situations and also help prevent future incidents from reoccurring. If you’re in need of a clear and thorough accident report template, download Kangarootime’s free Incident Report Form template at the bottom of this post.

Better Parent Communication

When accidents happen, responding quickly is crucial. Using software like Kangarootime allows you to connect with parents and keep them involved with what’s going on with their children, through multiple channels in a timely manner. With Kangarootime’s Parent App , you can message parents, send photos, and record daily notes. Kangarootime also allows for free SMS texting for quick contact. To learn more about Kangarootime and our parent engagement features, click here.

Efficiently Manage Documents

Managing files, like an incident report, can result in clutter and frustration if not organized properly. Storing these documents within a CCMS like Kangarootime helps increase efficiency, reduce paper waste, and ensure security. With Kangarootime’s Document Manager you can store documents within the software and grant file access to certain staff members. Now you can ensure your files are safe and up-to-date without cluttering your center. To learn more about Kangarootime and see if it’s a fit for your center, click here.

Free Downloadable Incident Report Template

Fill out the form and we will email you the template file to download.

Kangarootime is the leading all-in-one childcare management software for daycares and preschools. With billing and invoicing capabilities, parent communication and staff management tools and classroom automation, Kangarootime helps childcare centers grow and scale. To learn more about optimizing your center with Kangarootime, visit kangarootime.com.

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Daycare Incident Report

Young children play actively and accidents are unavoidable. Use this childcare incident template to report any incident that happens at your center, including a description of the event and the treatment given.

Report any incidents that happen at your center with this template that includes incident description and the treatment given.

Check out all our other daycare printable templates.

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Faulty Evidence

The purpose of Accident/Illness/Injury Report Forms is to ensure an accurate tracking and appropriate follow-up of all serious incidents which occur in child care. Notification of illness or injury is required by all licensing offices. Often a Licensing Officer follows-up all reportable incidents to ensure appropriate action was taken to identify strategies to prevent future occurrence. Reportable incidents include: * Physical abuse * Sexual abuse * Emotional abuse * Neglect * Unexpected illness and/or disease outbreak * Unexpected death * Fall, other injury * Motor vehicle injury/accident * Aggressive/unusual behaviour * Poisoning * Medication error

Report All Incidents

Child care providers should report all incidents that involve injury to both the parents and the licensing board as well as their insurance company. Incident forms, like the one included in Caregiver Aids: Business Forms for Caregivers and Parents and in our Business Forms (available on our Exclusive Products page) were developed to assist caregivers in informing parents of all incidents involving their child and to use for insurance purposes. Parents . . . if your caregiver is not using an incident report, or other forms such as medication administration, travel permission forms, please talk to her about her method of communication with you should your child be injured in care. This is for your information as well as your protection. You want to know at all times when your child is injured, bitten by another child, or other incidents. Only through this knowledge can you talk to your provider about correcting the problems that arose to the injury and take steps yourself to ensure your child is safe and protected in child care

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Incident Reporting – A Tool for You, The Child, The Parent

Children are active! Bumps, bruises, and scrapes are bound to happen, no matter how safe your kids’ area is. Therefore, having a well-designed process to document incidents is an imperative tool for improving child safety . It benefits you, the child, and the parents.

Additionally, beyond handling minor scrapes, organizations caring for children have an obligation to protect children and keep parents updated. A good incident report is an important first step to capture and provide information for follow up when an incident occurs.

Definition According to GuideOne Insurance, an incident report is defined as, “Any time an accident happens that requires the injured child to stop normal activity and/or receive first aid or medical attention; an accident report form must be completed. This report is also filled out if an incident occurs that requires outside intervention.” Source: The Risk Management team of GuideOne Insurance.

Purpose Beyond sharing information and keeping parents updated, a good incident report can be used to assist in mitigating possible risk. The report should include details about the accident including photos, treatment given, witnesses, and the steps that will be taken to prevent another occurrence in the future.

Photos are not necessary with every incident report (for example illness), but they are a great addition when viable, as they capture exact information and help leave less up to interpretation. This not only helps the family, it also protects the organization.

While slips and falls might be the number one risk, here are some additional examples of situations that would require an incident report be used:

1. A child becomes ill or receives an injury that requires first aid or medical treatment while in your care; an example includes a child falls and breaks a bone and/or is bleeding enough to require first aid.

2. A child receives a bump or blow to the head or other visible injury regardless of treatment.

3. A child is transported by ambulance from your facility.

4. An unusual or unexpected incident occurs that jeopardizes the safety of a child, such as a child left unattended, there is a vehicle accident (with or without injuries), or a child is exposed to a threatening person or situation.

5. There is an allegation or reasonable suspicion of abuse of a child. Important: Consult your state’s mandatory reporting requirements for further information on abuse reporting.

How to Complete It’s important to note that prior to an incident report being completed, the child should receive all the appropriate actions required to ensure their safety and well-being. Once the child is taken care of, an incident report needs to be completed immediately while the situation is still fresh in everyone’s mind. It should be completed by the teacher or staff member(s) present when the accident occurred.

Notifying Parents The child’s parents should be notified immediately. Start by letting them know everything is ok and use the incident report as the basis of the discussion with them to explain what happened, how it was handled, and any next steps. Give them ample time to understand the situation and ask questions. Also be sure to give the parents/guardians a copy of the incident report to take with them. It’s a good idea too to have the parents sign the report to indicate it has been discussed with them.

Record Keeping Depending on the severity of the incident, or reaction of the parents, determine if gym leadership needs to be involved in the discussion. Regardless, a copy of the form should be shared with the appropriate people in management, determined by the organization, for example the Kids Club Director, Childcare Supervisor, Camp Leader, etc to ensure they are aware of all incidents, able to help determine future preventative measures, and are up-to-date in case questions arise. All reports should then be kept and filed in an appropriate predetermined place for records management and future reference. Many electronic children’s check-in systems have document management capabilities that allow a digital copy to be uploaded directly with the particular families account.

While the incident report does take a bit of extra time, in the end, having a good report and process in place is an important step in keeping all involved safe and secure.

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The Childcare Management Blog

Incident reporting and parent communication.

In a perfect world, nothing would ever happen to the children you care for. Parents would drop them off in the morning and pick them up in the afternoon while the kids had a peaceful, educational day. Unfortunately, the world never runs that smoothly, especially with kids involved, no matter their age. From simple boo-boos to violent behavior, every child care organization and school has reported an incident to parents.

When should you send a message, and what should it include? What process should you use?

The rest of this post delves into those questions and offers a tool to help you effectively and efficiently create incident reports and provide clear, timely parent communication .

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When to Send a Message

There is a multitude of reasons to send a message, either to one parent or everyone who leaves a child with your facility. Those reasons apply to every age, from infants at daycare to teenagers in afterschool programs.

Send a message to the parents of an individual student when:

There is an injury of any sort, even if it’s a scratch.
The child shows a pattern of unacceptable behavior that you have been unable to stem, such as biting.
The child becomes ill.
The child seems to be lagging behind their peers in some way.

Each time, the issue is with a single child whose parents need to know what is happening. Parents of very young children, in particular, may feel more at ease if they know you will tell them the origin of every scratch. Children with behavioral issues that endanger other children or require too many resources are also entitled to a level of privacy about the problem.

(Of course, the parents of any child harmed must be notified, including what you are doing about the issue.)

Send a message to all parents in the following circumstances:

An issue impacting the children, parents, or your organization is on social media, and the facts are not clear.
Something targeting a broad scope of students, such as a particular group.
Parents need to know about a new and growing pattern.
The incident involved inappropriate behavior that cannot be tolerated.

If a student becomes violent, commits suicide, or uses inappropriate language even after correction, you need to file an incident report and notify all parents of the situation. Sadly, the age at which some of these actions occur seems to be decreasing.

Ask yourself if the information you share is relevant to a parent and their child. Does it affect one grade level or the entire school?

Incident Reporting Process

Some states have an obligatory incident reporting processes and tools that childcare facilities and schools must use. Most have gone to an online reporting process.

Your incident reporting process should be part of your overall school policy and included in parents' informational materials. Make it available via the parent portal or your website.

The Anatomy of Your Message

Keep the following items under consideration when preparing your message .

Overall tone — be respectful and use professional language. The tone should reflect the severity of the circumstances without causing panic. Be calm, understanding, and acknowledge the seriousness of the issue.
Buffer - ease into the message with a few positive or neutral sentences, such as an expression of community values or context for the incident.
Explanation — provide a clear but succinct description of the incident. Make it brief and be honest. Do not minimize or mislead parents about the facts. Maintain privacy when required. If your organization owes an apology, do not delay and be sincere.
School’s response — explain what you have done about the incident so far, an action plan for the future, and whether discipline is expected. Provide district policy if needed to explain the response.
Close — At the end, return to the same type of content as the buffer section, reiterating reassurance and positivity. Tell parents you take the matter seriously and will do everything possible to resolve the issue and keep it from happening again. Let parents know how to contact you with any concerns or questions.
Include resources - this portion is optional. It may be helpful to provide contacts for counseling or to provide a more in-depth explanation of the issue that is age-appropriate. The incident may introduce topics of conversation that parents are not prepared to address, particularly with serious events.

Be serious, sincere, honest, and concise. Parents need to know you understand and that something is being done to help their children.

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EZChildTrack’s Incident Reporting and Parent Communication Feature

EZChildTrack simplifies and streamlines incident reporting and parent communication . This feature is included and integrated into our childcare management solution.

Parent communications are available through a parent portal, email, text, and phone. You maintain all details within the system. The information is kept with the student and organizational records so you can comply with state regulations.

The incident reporting feature helps you aggregate data to track trends to identify issues that require further investigation and correction. Using software for reporting reduces paperwork and offers pre-populated forms. When a teacher or staff member enters a report, you can set the solution to notify you automatically, so you can proceed with parent communication if needed.

Taking care of children is rewarding but sometimes presents serious challenges. From the smallest bump to school-wide emergencies, you need a way to gather data in one place, provide appropriate messaging to the right parents, and keep records for audit.

EZChildTrack makes it easy to create and keep records and reports for every incident.

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How To Write An Incident Report (And Use It To Improve Safety)

In our daily lives, unexpected events can occur at any moment, especially in a dynamic workplace or other complex environments. These events, often referred to as incidents, can range from minor mishaps to significant emergencies . But what happens after an incident occurs? How do organizations ensure that they learn from these experiences and prevent them from happening again? The answer lies in a critical process known as workplace incident reporting .

What is Incident Reporting?

Incident reporting is the process of documenting all details of an unexpected event in a workplace or other environment. It's not just about jotting down what happened; it's a systematic approach to capturing the who, what, where, when, and why of an incident.

The Incident report is a vital tool for safety, compliance and continuous improvement.

Safety : By analyzing incidents, organizations can identify risks and hazards, leading to more robust safety measures.
Compliance : Many industries have legal requirements to report specific incidents. Proper reporting ensures that organizations meet these obligations.
Continuous Improvement : Incident reports are learning tools. They help organizations understand their weaknesses and strengths, fostering a culture of continuous improvement and growth.

Whether you're a manager overseeing a large team, an employee responsible for safety, or simply someone interested in organizational best practices, this guide will provide you with the insights and tools needed to make incident reporting a valuable part of your daily operations.

Get To Know More About Incident Reports

An incident report is a formal record of an unexpected or unusual event that could have or did result in harm or other consequences. Why is it formal? An incident report needs to be structured to capture essential details. The insights and evidence gained from incident details can be crucial for various purposes including route cause analysis.

Purpose : The primary purpose of an incident report is to provide a clear and concise account of the incident. It serves as a valuable tool for understanding what happened, why it happened, and what can be done to prevent similar occurrences in the future.
Common Elements : An incident report typically includes specific details such as the date and time of the incident, the people involved, the location, a description of the event, any injuries or damages, and the actions taken in response. These elements ensure that the report is not only informative but also actionable.
Usage Across Industries : Incident reports are not confined to a particular sector or industry. From healthcare to construction, from IT to retail, incident reports are used universally to maintain safety standards, comply with regulations, and foster a culture of accountability and continuous improvement.

Types of Incident Reports

Incidents are as varied as the environments in which they occur. From a minor equipment malfunction in a manufacturing plant to a significant security breach in an IT firm, incidents come in all shapes and sizes. Consequently, incident reports are not one-size-fits-all; they are tailored to the specific nature of the incident and the industry in which it occurs. Understanding the various types of incident reports is crucial for ensuring that the right information is captured and the appropriate actions are taken.

Here's a list of the most common types of incident reports used across different industries:

Safety Incidents : These reports cover accidents , injuries, or near misses in the workplace. They are vital in industries like construction, manufacturing, and healthcare, where physical safety is paramount.
Security Incidents : In the digital age, security incidents like data breaches or unauthorized access are increasingly common. These reports detail the nature of the security threat and the measures taken to mitigate it.
Quality Incidents : In sectors like manufacturing and food processing, quality incidents relate to deviations from quality standards or specifications. These reports help in identifying areas for improvement in product quality.
Compliance Incidents : Compliance incidents involve violations of legal or regulatory requirements. These reports are crucial for maintaining adherence to laws and industry standards.
Behavioral Incidents : In educational or care settings, behavioral incidents like bullying or misconduct are documented to ensure proper handling and resolution.
Medical Incidents : In healthcare, medical incidents such as medication errors or patient falls are meticulously recorded to enhance patient care and safety.

How to Write an Effective Incident Report

Writing an effective incident report requires capturing the essence of an incident in a way that's informative, actionable, and conducive to learning.

Here are some key steps to guide you in this process

Add a 'What Happened' Heading : Start your report with a clear heading that summarizes the incident. This gives an immediate understanding of the event and sets the tone for the rest of the report. For example, "Fire in Warehouse" or "Data Breach in IT Department."
Use the 'Was' Sentence Structure : Begin your description with a structure like "The incident was..." to define it clearly. This helps in setting a factual tone and ensures that the report is objective. For instance, "The incident was a fire that broke out in the warehouse on July 15, 2023."
Fully Define the Incident in 2-3 Sentences : Be concise yet informative. Describe the incident, its impact, and immediate actions taken. Avoid unnecessary details but ensure that the critical aspects of the incident are covered.
Match the Incident Report Format : Follow a standardized format for your report. This typically includes sections like incident details, people involved, actions taken, and recommendations. Adhering to a format ensures consistency and makes the report easier to understand.
Include Evidence and Witnesses : Incorporate any supporting information, such as photographs of the incident, CCTV footage, or witness statements. This strengthens the report and provides a more comprehensive picture of the incident.
Prioritize Immediate Reporting : Emphasize the importance of reporting the incident as soon as possible. Timely reporting ensures that details are not forgotten and allows for swift action to be taken.
Iterate and Review : Review the report for clarity, accuracy, and completeness. Make necessary revisions and check for any missing information. Remember, an incident report is not just a document; it's a tool for learning and improvement.

By following these steps, you can create an incident report that's not just a record of an event, but a valuable resource for understanding, learning, and preventing future incidents. In the next sections, we'll delve deeper into each type of incident report, providing you with specific insights and examples to guide your reporting process .

Benefits of Proper Incident Reporting

Improved Safety : By documenting incidents, organizations can identify patterns, uncover risks, and implement measures to prevent future occurrences. This leads to a safer work environment and a culture that prioritizes employee well-being.
Ensured Compliance : Many industries have legal or regulatory requirements for incident reporting. Proper reporting ensures that these obligations are met, avoiding potential penalties and maintaining the organization's reputation.
Learning Opportunities : Each incident report is a learning opportunity. It provides insights into what went wrong, why it happened, and how it can be prevented, fostering a culture of continuous learning and improvement.
Accountability and Transparency : Incident reports promote accountability and transparency. They provide a clear record of events, actions taken, and decisions made, ensuring that all stakeholders have access to the same information.

To further illustrate the importance of proper incident reporting, let's contrast it with the risks of inadequate reporting in the table below:

Wrapping Up

Workplace incident reporting is a critical process to ensure you prevent future incidents from occurring. Rather than making mistakes and sweeping them under the rug, organizations can learn from mistakes and improve worker safety. I hope this article has shed some light on how to write an effective incident report. But what are your next steps? Check out our free Incident Report Template that can help you turn an incident into an opportunity to improve worker safety and meet compliance. Download the interactive PDF here.

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Serious incident report policy in childcare

Childcare services play a critical role in nurturing and safeguarding our children to ensure they thrive in their physical and mental health until they transition to school .

To maintain the highest standard of quality care, the Australian Children's Education and Care Quality Authority (ACECQA) established guidelines for reporting serious incidents in the childcare sector on January 1, 2012. Like every policy in the childcare sector, these policies are continuously scrutinised, reviewed and updated.

We take a look at ACECQA's requirements regarding the notification of serious incidents and provide information on how and when to report.

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Reporting serious incidents

So what happens if your child gets sick or injured at childcare? Childcare services are obligated to report serious incidents within 24 hours of the incident occurring, ensuring the safety and well-being of every child in their care.

If parents or staff members have concerns, there are established processes for escalating these matters. By following the appropriate channels, both parents and staff can contribute to the ongoing improvement and safety of childcare services in Australia.

So, what is a serious incident?

Such incidents are defined as events or circumstances that could potentially pose a risk to the health, safety, or well-being of a child or children, attending the service. No parent ever wants to get that call to say something serious has happened to their child while in care but unfortunately, accidents can happen so there are policies and procedures in place to ensure the utmost safety of each child in attendance.

Examples of serious incidents include:

It’s important to note that these are just a few examples of a serious incident involving a child. For a more extensive list, please see ACEQUA’s policy guidelines and the ACEQUA website.

Accidental injury

This is relating to any incident where a child sustains a significant injury while under the care of the childcare service. For instance, a child falling from the playground and sustaining a fracture or being burned due to accidental contact with hot objects would be considered a serious incident and should be reported.

Medical emergency

Any situation where a child's health is at risk and they require immediate medical attention. For example:

Severe allergic reactions
Sudden onset of a serious illness such as an asthma attack or diabetic episode
Loss of consciousness
Head injury

These are just a few examples of medical emergencies that can occur and need to be reported.

Physical dispute causing injury

If there is a physical dispute between children or between a child and a staff member that results in injury, it is considered serious. This can include incidents of physical aggression, bullying, or physical harm caused either unintentionally or intentionally.

Unauthorised departure

It is considered very serious when a child leaves the premises without authorisation. A child wandering out of the facility due to a lapse in supervision or a breach in security measures is cause for great concern.

Hazardous material contact

A child who has had access to a hazardous material such as cleaning agents or chemicals, is at risk of serious injury. This can occur due to improper storage, accidental ingestion, or exposure to harmful fumes or substances and must be reported immediately.

ACECQA requires childcare services to follow these steps when reporting serious incidents:

Immediate response - including first aid and care.
Incident documentation - this could include a jotting observation to begin but will need to be further documented to maintain accurate records.
Internal reporting - All incidents should be reported to the service management.
External notification - If the incident meets the criteria for reporting, the service is obliged to escalate the incident to the state or territory authority.

Follow-up actions

After the incident, the childcare service should take appropriate steps to prevent a recurrence of the incident. This might involve one or more of the following steps:

Policy review
Risk management strategies
Additional training
Support to staff members

Maintaining a safe and nurturing environment is the highest priority, which is outlined in ACECQA's policy requirements. Reporting serious incidents is only one part, but these guidelines ensure incidents are dealt with quickly and effectively.

Each state and territory have their own regulatory authority to report to. Incidents should be reported to the relevant authorities within 24 hours of occurrence.

ACT - Children’s Education and Care Assurance, Early Childhood Policy and Regulation, Education Directorate, ACT Government.
NSW - Early Childhood Education Directorate, NSW Department of Education
NT - Quality Education and Care NT, Department of Education
QLD - Regulation, Assessment and Service Quality, Early Childhood and Education Improvement, Department of Education
SA - Education Standards Board
TAS - Department for Education, Children and Young People
VIC - Department of Education and Training
WA - Department of Communities, Education and Care Regulatory Unit

References: Reporting links - ACECQA

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How to Write an Incident Report: Format, Examples & Tips

Last Updated: April 19, 2024 Fact Checked

Incident Report Template and Example

Following protocol, describing what happened, polishing the report.

This article was co-authored by Clinton M. Sandvick, JD, PhD . Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,241,376 times.

If you're a security guard or police officer deployed to the scene of an incident, writing up a detailed and accurate report is an important part of doing your job correctly. A good incident report gives a thorough account of what happened without glossing over unsavory information or leaving out important facts. It's crucial to follow the appropriate protocol, describe the incident clearly, and submit a polished report.

How do you write an incident report?

Note the time, date, and location of the incident on the form. Include your full name and ID number, as well. Write a first person narrative explaining what happened at the scene, be honest, clear, and concise as you go. Then, proofread your incident report and revise any mistakes before submitting it.

Follow any instructions that accompany the forms. Each organization uses a different format, so pay attention to the guidelines.
In some cases you're responsible for filling out a form issued by your institution. In other cases you'll be asked to type or write up the report on your own.

Tip: If possible, do your write up using word processing software. It will look neater, and you'll be able to use spell check to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive. Don't leave people guessing whether your 7s are actually 1s.

The time, date and location of the incident (be specific; write the exact street address, etc.).
Your name and ID number.
Names of other members of your organization who were present

Step 3 Include a line about the general nature of the incident.

For example, you could write that you were called to a certain address after a person was reported for being drunk and disorderly.
Note that you should not write what you think might have happened. Stick to the facts, and be objective.

Step 4 Start the report as soon as possible.

Use the full names of each person included in the report. Identify all persons the first time they are cited in your report by listing: first, middle, and last names; date of birth, race, gender, and reference a government issued identification number. In subsequent sentences, you can then refer to them using just their first and last names: "Doe, John" or "John Doe". Start a new paragraph to describe each person's actions separately. Answer the who, what, when, where, and why of what happened.
For example, when the police officer mentioned above arrives at the residence where he got the call, he could say: "Upon arrival the officer observed a male white, now known as Doe, John Edwin; date of birth: 03/15/1998; California Driver's License 00789142536, screaming and yelling at a female white,know known as, Doe, Jane, in the front lawn of the above location (the address given earlier). The officer separated both parties involved and conducted field interviews. The officer was told by Mr. John Doe that he had came home from work and discovered that dinner was not made for him. He then stated that he became upset at his wife Mrs. Jane Doe for not having the dinner ready for him."
If possible, make sure to include direct quotes from witnesses and other people involved in the incident. For example, in the above scenario, the officer could write “Jane said to me ‘Johnny was mad because I didn’t have dinner ready right on time.'”
Include an accurate description of your own role in the course of what occurred. If you had to use physical force to detain someone, don't gloss over it. Report how you handled the situation and its aftermath.

For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, and his face was red with anger.” The second example is better than the first because there are multiple reasons for someone’s face to be red, not just that they are angry.
Or, instead of saying “after I arrived at the scene, he charged towards me,” you should say “when I arrived at the scene I demanded that both parties stop fighting. After taking a breath and looking at me, he began to run quickly towards me and held his hand up like he was about to strike me.”

For example, if a witness told you he saw someone leap over a fence and run away, clearly indicate that your report of the incident was based upon a witness account; it is not yet a proven fact.
Additionally, if you are reporting what the witness told you, you should write down anything that you remember about the witness's demeanor. If their statement's cause controversy later, your report can prove useful. For example, it would be helpful to know that a witness appeared excited while telling you what happened, or if they seemed very calm and evenhanded.

Keep your writing clear and concise.
Additionally, do not use legal or technical words: For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of the typical numbered code that police typically use to notify others of their arrival.
Use short, to-the-point sentences that emphasize facts and that don't leave room for interpretation. Instead of writing "I think the suspect wanted to get back at his wife, because he seemed to have ill intentions when he walked up to her and grabbed her," write "The suspect [insert name] walked over to his wife [name] and forcefully grabbed her by the wrist."

Do not try to make sure that statements in your report match those of your colleagues. Individually filed reports guarantee that more than one account of an incident survives. Incident reports can appear later in a court of law. If you alter the facts of your report to match those of another, you can be penalized.

Check it one more time for spelling and grammar errors.
Remove any words that could be seen as subjective or judgmental, like words describing feelings and emotions.

Expert Q&A

↑ https://www.indeed.com/career-advice/career-development/work-incident-report
↑ https://www.csus.edu/campus-safety/police-department/_internal/_documents/rwm.pdf
↑ https://www.nfic.org/docs/WrittingEffectiveIncidentReports.pdf
↑ https://openoregon.pressbooks.pub/ctetechwriting/chapter/accident-and-incident-reports/
↑ https://oer.pressbooks.pub/opentrailstechnicalwriting/chapter/writing-incident-reports/

About This Article

If you need to write an incident report, start writing down the basic facts you need to remember as soon as possible, so you don’t start to forget details. Include the time, date, and location of the incident, as well as your name and work ID number and the names of anyone else who was present. Start by describing the general nature of the incident, then write out a detailed, first-person account of what happened. Include as many details as you can. Keep reading for tips on editing and polishing your report. Did this summary help you? Yes No

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Why Incidents Reports Must Be Completed at a Daycare

Incident reports are terrifying for all parties involved. Children do not like having any negative disruptions to their day. Caregivers feel guilt and play the incident over in their heads countless times. Parents’ hearts stop the moment the conversation begins.

Table of Contents

Incident reports must be completed at daycare to create an environment that is transparent, responsive, and constantly improving. They allow the facility to accurately track, respond to, and follow up on any and every incident.

This is not an issue that can be summarized in a few sentences, though. Read on to discover what incidents require reporting, exactly how incident reports benefit everyone, and the proper way to complete a report.

When are Incident Reports Necessary?

It is important to look at an incident report as documentation of the incident and not simply paperwork that shows faults. Often incident reports are overlooked or disregarded to dissuade guilt or because a party does not feel that it is necessary to file an incident report.

Why Incidents Reports Must Be Completed at a Daycare

In general, you should complete a report any time an accident occurs that requires the child to stop an activity or be given attention. This also includes any time another party needs to intervene in an interaction, whether that be between two children, a child, and a caregiver, or even two caregivers.

Examples include:

Injury or Illness: This is perhaps the most obvious example of an incident requiring reporting. Anytime a child is injured or sick a report should be filed, whether it details a bump on the head or a broken bone.

Neglect: If a child is left without proper supervision a report should be filed. This may also include a room being left understaffed.

Aggressive or Unusual Behavior: Incident reports for behavior can be important for early intervention, predicting future behavior, or discovering other root problems that can affect a child’s well-being.

Care Errors: If instructions for a child’s care are not followed, whether it be agreed upon feeding times or medication errors, a report should be filed.

Suspicion of Abuse: Every state has its requirements for mandated reporting, so be sure to stay up to date with your state and municipality requirements.

The Incident Report Process

The first step in filing an incident report is to not file an incident report.

Let me explain.

The first thing on your mind should be resolving the issues and ensuring the safety and well-being of any children involved. Your initial instinct, when faced with an issue, may be to worry about the repercussions, but this should be the last thing on your mind. Be prepared to take a moment to shift your mindset so you can deal with the issue at hand.

Once the child is safely out of the situation, an incident report should be completed immediately by a teacher or staff member that was present when the incident occurred. Ideally, you should have any witnesses to the event file their incident report or add it onto the initial report so it is completely rounded and non-biased.

It is a good idea to have a basic outline ready to fill out should any unfortunate incident occur. You can even have specialized forms for specific instances, but the general information you need is the same across the board.

The incident report should include:

Who: Make sure the names of any involved or witnessing individuals are documented, as well as credentials and contact information.

What: Details of what happened are necessary to determine what follow-up action should take place. Make sure to notate anything that is speculation and not fact.

When: Time and date are necessary for keeping records and proper documentation. You should document when the incident occurred, when the response occurred, when the report was filed, and when other parties were notified.

Where: The report needs to establish where the incident occurred, regardless of whether it was on-site or off, and where exactly it occurred within that location.

Why: If there is a discernable reason that the incident occurred it should be notated. Transparency is important for both reputation and moving forward, and if you can honestly recognize the “why” of an incident you are building trust.

Once the incident report has been filled out it should be shared with the appropriate parties. This always includes parents/caregivers. Alternatively, your state, municipality, and insurance may require all reports to be filed with them as well. Anyone involved in the incident should have a copy of it.

Each state has different laws regarding how long an incident report needs to be kept, but a good rule is to keep all reports for two years. Something that happens to a child when they are four can lead to complications when they are six, and an incident report can help the child move forward. You should keep records regardless of whether the child still attends your facility or not.

The Benefit of Incident Reports

Incident reports are scary things, but they benefit everyone involved. This does not mean they are desired, but rather that a change in perspective can make it less stressful for someone to go through the process of completing an incident report.

Benefits for Children

The child or children involved in an incident can directly benefit from the reports. Incidents affect their behavior and well-being. When there is an accurately detailed report that can be referenced it increases the chances that a child receives appropriate and timely treatment.

Incident reports can also help prevent the same issues from occurring more than once or to multiple children. They help establish the safe environment that every child deserves to have to socialize, learn, and play.

Benefits for Parents/Guardians

Guardians directly benefit from being involved in what goes on in their child’s life, regardless of whether they are present for issues or not. An incident report gives them all the information they need to make future decisions for the child. They can also share this information with other necessary parties like doctors, therapists, or family.

Parents deserve transparency when they are entrusting the care of their child to someone else, and incident reports are the very basis of having a trusting relationship. If a guardian is not informed of what happens when their child is in someone else’s care it can result in unnecessary guilt and anxiety.

Benefits for Caregivers

These reports provide insights that can help a daycare improve its facility and procedures. The details in these incident reports give the facility a pool of data to use when determining what changes need to be made and what areas have room for improvement.

Incident reports can highlight issues that are frequently occurring better than raw memory can. When you see something documented repeatedly it is a sign that the issue has not been resolved. Responding to these recurring issues can help you prevent future issues.

The reports are also necessary if a lawsuit is filed against the facility. Detailed documentation is necessary to counter-arguments against a daycare or individual, but only if the appropriate response to a situation is enacted.

Learn more about the risks HERE .

How can I keep track of incident reports?

Daycare software you already use may have incident reporting built into their system. This makes it easy to keep everything in one place for every child. You can also keep hard copies of incident reports in a filing cabinet. Incidents related to employees can be tracked in a simple spreadsheet.

How many incident reports are too many?

It depends on the age group of the children and the nature of the incidents. Minor bumps, scrapes, and bruises are to be expected, even with a solitary child, so you should expect quite a number of those. Major incidents like improper care and neglect can be major red flags. This is why the report needs to be as detailed as possible.

Please note: This blog post is for educational purposes only and does not constitute legal advice. Please consult a legal expert to address your specific needs.

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I’m a happy individual who happens to be an entrepreneur. I have owned several types of businesses in my life from a coffee shop to an import and export business to an online review business plus a few more and now I create online daycare business resources for those interested in starting new ventures. It’s demanding work but I love it. I do it for those passionate about their business and their goals. That’s why when I meet a childcare business owner, I see myself. I know how hard the struggle is to retain clients, find good employees and keep the business growing all while trying to stay competitive.

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Handling Biting Incidents in Home Daycares: The Power of Bite Report Forms

Daycare bite report forms are necessary.

Toddlers are adorable little humans who have just started exploring the world around them. They are curious, energetic, and are always eager to learn new things. However, with all these attributes comes a not-so-cute side – biting. This can be stressful and emotional for all parties involved, including parents, caregivers, and children. Communicating with parents about this issue is essential to maintaining trust and transparency in your daycare center. One helpful tool to use when communicating with parents about a biting incident is a bite report form.

It is common for toddlers to bite another child for various reasons.

This blog post will explore practical tips and strategies for communicating with parents when a toddler bites another child at daycare. We will also discuss the benefits of using a bite report form and how it can be a helpful way to communicate with parents.

This post is for general informational and educational purposes only please read my full disclaimer here . Disclosure: This post contains affiliate links, which means I may receive a commission if you click a link and purchase something that I have recommended. Please check out our disclosure policy for more details.

Understanding Why Toddlers Bite

Before we dive into how to communicate with parents about biting incidents, it’s essential to understand why toddlers bite in the first place. Toddlers are still learning to express themselves and often lack the verbal skills to effectively communicate their needs and emotions. Biting may be a way for them to express frustration, anger, or even excitement. Toddlers may also bite out of curiosity or as a way to explore their environment.

What to do when I child is bitten at daycare

It’s important to remember that biting is a typical behavior among toddlers , and it does not necessarily mean that the child is aggressive or has behavioral problems. However, as caregivers, it’s essential to take biting incidents seriously and address them promptly to prevent future occurrences.

Communicating With Parents About Biting Incidents

When a biting incident occurs at daycare, it’s crucial to communicate with the parents of the child who was bitten and the parents of the child who was the biter. Here are some practical tips and strategies for communicating effectively:

Be honest and transparent: It’s essential, to be honest with parents about what happened and provide them with all the necessary details. This includes the time, location, and circumstances of the biting incident. Be transparent about your steps to address the behavior and prevent future occurrences.
Be empathetic: Biting incidents can be emotional for parents, so empathy and understanding their concerns are essential. Let them know you are taking the incident seriously and working to address the behavior.
Provide reassurance: Reassure parents that their child’s safety is your top priority and that you are taking steps to prevent future biting incidents.
Follow up: Following up with parents after a biting incident is essential to provide updates on the child’s behavior and any steps you are taking to address it.

Printable Digital Download of the Bite Report Daycare Form is available for purchase from my Etsy shop.

Using a Bite Report Form to Communicate With Parents

A bite report form helps communicate with parents about biting incidents. Here are some of the benefits of using a bite report form:

Provides a record of the incident: A bite report form provides a written record of the incident, including the time, location, and circumstances. This can be helpful for both caregivers and parents in addressing the behavior and preventing future occurrences.
Helps with communication: A bite report form can help ensure that all the necessary details are communicated to parents clearly and concisely.
Provides consistency: Using a bite report form provides consistency in how biting incidents are addressed and communicated to parents.

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Tips for using a bite report form.

If you decide to use a bite report form in your daycare center, here are some tips for using it effectively:

Make sure the form is easily accessible: The bite report form should be easily accessible to all caregivers.
Use clear and concise language: The language on the bite report form should be clear and concise so there is no confusion about what happened.
Have parents sign the form: Having parents sign the bite report form acknowledges that they have received and understand the information.
Keep the form confidential: The bite report form should be kept confidential and only shared with the parents of the child who was bitten and the parents of the child who was the biter.

Final Thoughts

Dealing with biting incidents at daycare can be challenging, but effective communication with parents is vital to maintaining trust and transparency. Using a daycare bite report form can be a helpful way to communicate with parents and provide a written record of the incident. In addition, remember to be honest, empathetic, and transparent when communicating with parents, and use humor to engage readers and lighten the mood. With these tips and strategies, you can effectively communicate with parents about biting incidents and maintain a safe and nurturing environment for all children in your daycare center.

HANDLING BITING INCIDENTS IN HOME DAYCARES: THE POWER OF BITE REPORT FORMS

Here are some child care and education articles you might be interested in:.

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IMAGES

Free Daycare Incident Report Form
Childcare Incident Report, Daycare Incident Report, Daycare Illness
Childcare Incident Report Form Nursery Incident Template
2010 Form WA Child Care Injury / Incident Report Fill Online, Printable
Child Care Incident Report Example Filled Out 2020-2021
Childcare Incident Report Template

COMMENTS

Professional Guide to Daycare Incident Reports
How to write a daycare incident report. Daycare incident reports need to include specific information about the incident, the child that was involved in the incident, and the action that was taken after the incident occurred. What to include in a daycare incident report. Include the below details in your incident reports: The name of the ...
How to Write Incident Reports in Childcare
The important details to include in your report are: Name and address of the child. Date and time of the incident. Nature of the injury. Description of the incident. Details about any treatment or first aid administered. Witnesses if any. Name and signature of the person who attended to the injury. Name and signature of the person who the ...
Incident Reports: Documenting Accidents and Behavioral Issues
Balance, vision and perception problems can be difficult to diagnose in very young, non-verbal children. Incident reports documenting a history of falls or injuries, however, can help medical professionals to accurately diagnose such issues. Documenting misbehavior, violence or rule-breaking issues can also provide evidence which supports ...
Free Daycare Incident Report Template & Guide
You already know what basic information an incident report contains, but a daycare incident report should include many other aspects. The primary pieces of information are: The name of the daycare. The childcare consultant's name. The injured child's name and age. The cause of the injury. The date and time.
Daycare Incident Report: When to Use and What to Include
Create your own daycare incident report using our fillable form: https://bit.ly/3X8uwbrTaking care of a group of children is no easy task. Things can go wron...
PDF Reporting and Tracking Serious Incidents in Child Care
Sample State Reporting Requirements. Georgia: The following incidents must be reported to the Department within twenty-four (24) hours or the work day: Any death of a child while in the care of the center; Any serious illness or injury requiring hospitalization or professional medical attention other than first aid of a child while in the care ...
Free Downloadable Incident Report Form for Daycare Centers
An incident report form makes it easy to outline who was hurt, where, what happened, and who was notified. Using our free template of incident report for daycare, you can stay organized and calm when an accident occurs. You'll also be able to record any important information about the incident and notify parents easily and quickly.
Daycare Incident Report
Daycare Incident Report. Young children play actively and accidents are unavoidable. Use this childcare incident template to report any incident that happens at your center, including a description of the event and the treatment given. Get Access (opens pop-up modal)
Incident Reports
Incident Reports. The purpose of Accident/Illness/Injury Report Forms is to ensure an accurate tracking and appropriate follow-up of all serious incidents which occur in child care. Notification of illness or injury is required by all licensing offices. Often a Licensing Officer follows-up all reportable incidents to ensure appropriate action ...
Incident Reporting
4. An unusual or unexpected incident occurs that jeopardizes the safety of a child, such as a child left unattended, there is a vehicle accident (with or without injuries), or a child is exposed to a threatening person or situation. 5. There is an allegation or reasonable suspicion of abuse of a child. Important: Consult your state's ...
PDF Child Care Injury / Incident Report
Child Care Injury / Incident Report 10.9.2.7 Injury/Incident Report Copies to : Parent, licensor and licensee ... Age of Child Child's Gender Male Female Date of Incident Time of Incident am pm Called 911 Called Poison Control CHECK ALL THAT APPLY Type of Injury / Incident Open Wound / Cut Dislocation Sprain/Strain/Twist Burn Broken Bone ...
How to Write an Incident Report
Location, date and time: The "where and when" of any incident is a must. Be as specific as you can with location, and with date and time. Names of individuals involved: List all people involved in the incident. Give the full name and any title or role, i.e., Robert Patterson, Security Guard.
Incident Reporting and Parent Communication
Incident Reporting Process. Some states have an obligatory incident reporting processes and tools that childcare facilities and schools must use. Most have gone to an online reporting process. Your incident reporting process should be part of your overall school policy and included in parents' informational materials.
PDF New York State Office of Children and Family Services Incident Report
This form may be used to notify parents of illnesses or injuries occurring with their children while in care. Please PRINT clearly and attach additional sheets if needed. If death of a child occurs, you must immediately notify the Office of Children and Family Services Regional Office at 1-800-732-5207.
Sample Child Safety Incident After-Action Report
NOTE: This form is for statistical analysis only and does not substitute for an individual's responsibility to report incidents of suspected child abuse or neglect to (Organization name) or to DCF. 1. Date of incident (s)/behavior (s): 2. Number of children/youth involved: 3. Ages and gender of children/youth involved:
How To Write An Incident Report (And Use It To Improve Safety)
Add a 'What Happened' Heading: Start your report with a clear heading that summarizes the incident. This gives an immediate understanding of the event and sets the tone for the rest of the report. For example, "Fire in Warehouse" or "Data Breach in IT Department." Use the 'Was' Sentence Structure: Begin your description with a structure like ...
Serious incident report policy in childcare
This is relating to any incident where a child sustains a significant injury while under the care of the childcare service. For instance, a child falling from the playground and sustaining a fracture or being burned due to accidental contact with hot objects would be considered a serious incident and should be reported. Medical emergency.
How to Write an Incident Report: Template and 12-Step Guide
4. Start the report as soon as possible. Write it the same day as the incident if possible. If you wait a day or two your memory will start to get a little fuzzy. You should write down the basic facts you need to remember as soon as the incident occurs. Do your report write-up within the first 24 hours afterward.
Incident Reports [Centers]
For biting, both children get an incident report and a call home. Other child caused injuries, such as scratches, don't always mean a report for the "agressor" unless it's a repeat thing or we are documenting a particular child's behavior. The report gets the injured child's full name and the full name of the witness, both printed and signature.
Incident Report Template
A handy incident report template. This resource will be a handy way to keep a record of any incidents that occur with any children in your care. The incident report template childcare form is really easy to fill in and will take a lot of hassle out of reporting incidents. The form gives you space to write in lots of detail about an incident ...
Why Incidents Reports Must Be Completed at a Daycare
Incident reports must be completed at daycare to create an environment that is transparent, responsive, and constantly improving. They allow the facility to accurately track, respond to, and follow up on any and every incident. This is not an issue that can be summarized in a few sentences, though. Read on to discover what incidents require ...
Handling Biting Incidents in Home Daycares: The Power of Bite Report
A bite report form helps communicate with parents about biting incidents. Here are some of the benefits of using a bite report form: Provides a record of the incident: A bite report form provides a written record of the incident, including the time, location, and circumstances. This can be helpful for both caregivers and parents in addressing ...