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Admin – Incident Response and Reporting

Policy:

Staff will respond to incidents and follow state and federal regulations and timelines in reporting serious incidents that occur where Head Start services are provided. After the incident is over, supervisors will provide time for debriefing and team meetings as needed. Incident analysis will be conducted. 

Serious Incidents include: 

  1. A serious injury or accident involving a child or staff where a person receives medical attention in an ER, Urgent Care, or on-site EMS.
  2. A child being left alone or leaving the center without the center's knowledge.
  3. An accident involving transportation where there are injuries or damage to the vehicle.
  4. A child receiving an incorrect dosage of medication or another person's medication.
  5. An unauthorized release of a child.
  6. A suspected or known maltreatment or endangerment of a child by staff, consultants, contractors, and volunteers.
  7. An incident where physical restraint is used (OAR 414-305-0720)
  8. All items in OAR 414-305-0270 (d)-(p)
  9. Reportable incidents in Head Start Program Performance Standard 1302.102(d)(1)(iii).

Procedure:

Response:

Staff who hear or observe an incident will work to secure the scene, ensuring safety of all children and staff present. Securing the scene may include and is not limited to:

  1. Providing assistance or trading out when a staff person is responding to an escalation of behavior (See Site Plan for Unsafe Child Behaviors)
  2. Providing first aid and/or calling 911
  3. Calling for back up from team members on site
  4. Moving children to a different location
  5. Calling supervisor or support staff for assistance

Reporting:

  1. Staff who observe or are involved in a reportable incident will notify their supervisor within one hour.
  2. Staff will complete required documentation when applicable and submit to supervisor as soon as possible.
  3. Supervisor or staff will call to inform the parent or guardian of any incident involving a child by the end of the day.
    1. Staff will support the family in providing resources including the POMI (insurance form) when applicable.
    2. Managers or designees will keep parents/guardians informed of information related to incidents when information is attained through investigations.
  4. Supervisors will request documentation of incidents and report the incident to the Operations and Head Start Directors or designees within 1 hour of receiving the report.
  5. The Operations Director (OD)and Head Start Director (HSD)will report the incident to the Executive Director and review the incident to determine follow up which could include video review (see Video Surveillance and Monitoring policy) and reporting to the Child Abuse (See Child Abuse Reporting) hotline, and reporting to DELC and The Office of Head Start. Incidents will be reported as follows:
    1. The OD or designee will notify the Department of Early Learning and Care (DELC) childcare licensor of any reportable incident by 5:00 the next business day after the incident.
    2. The HSD or designee will notify The Office of Head Start within 7 calendar days of the incident.
    3. Incidents reported to DELC and The Office of Head Start will be reported to the Board of Directors and Policy Council.
  6. Child incidents will be documented by the Regional Manager, OD, and HSD in the child electronic file “Concern” tab.
  7. Accident report forms, child and staff sign-in and sign-out sheets and other documentation will be uploaded into the electronic file system within 24 hours of the incident.
  8. All Head Start staff will cooperate with any investigation related to an incident at Head Start of Lane County. When officials visit a site to complete an investigation, staff will:
    1. Check identification
    2. Ask the visitor to sign in
    3. Notify the supervisor of the site

Debrief: 

  1.  After serious incidents, staff will be provided time to take a break and debrief.  
  2. Debrief meetings will be scheduled as soon as practicable.  
    1. Debriefing may be provided by a consultant or supervisor; Mental Health Consultation; or other management or director staff.
    2. Safety meetings with the family may be necessary. See Child Guidance and Responding to Unsafe Behavior policy. 

Incident Analysis: 

  1.  After an incident, managers will review the incident to determine the root cause and problem solve prevention strategies.  
    1. Copies of root cause analysis will be forwarded to Exec for review 
  2.  Staff safety incidents/accidents that require medical attention or lost work time will be referred to the Safety Committee for incident analysis review. 

Approved by Policy Council: November 2024, August 2025 

This policy complies with  

OAR 414-305-0270 

HSPPS 1302.102(d)(1)(ii)