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Behaviour Incident Report for Clubs

Creating ‘A safe space to play, explore and grow’

This report is to be completed as soon as possible by the member of staff who witnessed, and/or dealt with an incident where a child has demonstrated challenging, disruptive, unacceptable or inappropriate behaviour. Once completed the Club Manager (or deputy) should check the details before submission.

Information to note: –

  • Once completed and submitted this report will be received by the Office Administrator, saved as a PDF, and placed in a folder in SharePoint>In 04. Clubs> Behaviour Management>Setting.
  • Clubs will need to create a folder for the child and save this Incident Report, and any other supporting information to that folder. This will allow the Manager and the Operations Director access to all relevant information. Please use the format – child surname, child first name & date of incident xx.xx.xxxx
  • The Operations Director will automatically receive a copy of this Incident Report
  • This incident may need to be reported and details passed on to relevant external authorities (Ofsted, RIDDOR, LADO, MASH, Insurance Company). Speak to the Club Manager or refer to the ‘External Authority Reporting Guidance’ for information on this.

Staff Member Details

Guidance – This report is to be completed by the staff member who dealt with the incident. Please notify the Club Manager of the incident as soon as possible and they will inform and discuss with the Parent/Carer at collection, unless this was an incident that involved serious unacceptable behaviour or an injury involving a head bump or biting. In this case, Parents/Carers are to be contacted immediately.
Staff Members Name

Setting Details

Guidance – Please select the setting where this incident occurred and if the child also attends another setting, ask the Club Manager to inform them of the incident.

Child Details

Child's Registered Name
Childs Know As Name if different

Incident Details

Guidance – Record the time of the incident and briefly note any implications of the time it occurred. Did the time of the incident have any bearing on it occurring i.e. was it coming up to mealtime and the child may have been hungry? Was it at the start or end of the day when the child may have been overwhelmed, tired, or under/over stimulated. If relevant, also add comments about this on this to the ‘Incident context’ section below.
Was this child's challenging, disruptive, or unacceptable behaviour witnessed by a member of staff (witness details will be recorded in the final section of this report)

Which of the following categories best describes the nature of this incident? Please select the appropriate category.

Guidance on unacceptable behaviour – This is considered to be where the behaviour is considered to be of the most serious nature, for example, making discriminatory remarks or use of age-inappropriate vocabulary, physical violence against other children or staff, bullying, threatening or intimidating behaviour, intentional damage to equipment (this list is not exhaustive and other behaviour could be considered to be of an inappropriate or serious nature). Unacceptable behaviour should be raised with the Club Manager as soon as possible after it has occurred.

Nature of Incident
Guidance – Record the facts of the incident. Do not express opinions and avoid making assumptions. A Parent may subsequently request the information that you record here. Record all information so that it can be readily shared with them. Give a detailed account of what happened including the sequence of events, actions taken at the time to de-escalate, and any relevant conversations. Provide details of the involvement of other staff and children, Parent/Carers, or visitors, but, wherever possible, refer to the other person/child as X. Where multiple individuals are involved, for data protection purposes, use their initials only. Include descriptions of any physical injuries to the child themselves and briefly describe any injuries to others. You will be asked to provide full details of any injuries to others later in this report so for the purpose of this answer please just outline the incident and its impact without including names. Also note if there was any damage to equipment or property. Please refer to the training pack for examples of good practice when recording incident details. If any other child was impacted by this Incident, please complete an Impact Report for them.
Guidance – All circumstances surrounding the incident should be taken into consideration when dealing with incidents and these should all be noted here. These circumstances should take into account the child’s age, any recent or related incidents, frequency of incidents, severity of this or previous incidents, medical or mental health matters, time of incident, any provocation or over/under stimulation, external events at school or at home that we have been made aware of, and any incidents occurring at any of our other settings (including details of how and when we have been made aware of these). Record any specific SEN information separately in the next question. Please note you will be asked to record all witness details (names and accounts of the incident) in a section below.
Guidance – All SEN or EHCP information should be noted here and any relevant information in respect of the incident recorded here including details about how we have adjusted or adapted our approach to support these needs.
Was this child injured in this incident?
Guidance – If there were any physical injuries, please also complete an Accident form. If there were serious injuries, this will need to be reported to the correct authorities. Please refer to the Club Manager for guidance or refer to the ‘External Authority Reporting Guidance’.
Was any other child or person injured?

Note – You will be asked to add full details of any other person or child injuries in a later section of this Report

Guidance – For all incidents, Parents/Carers are to be informed/discussed with. This should happen when the child is collected, unless the behaviour is classed as highly inappropriate or unacceptable and particularly serious in nature (for example, discriminatory remarks, physical violence against other children or staff, bullying, damage to equipment, leaving or attempting to leave setting premises. This list is not exhaustive. If in doubt, speak with the Club Manager about the severity of the incident). If the incident is judged serious or unacceptable, the Club Manager should be made aware immediately and the Parent/Carer contacted urgently. As above, refer to any other person/child as X and if multiple people are involved, please refer to them by their initials only.
Guidance – the Club Manager will keep track of behaviour incidences for trends in frequency, increases in the number of incidents, seriousness or unacceptable nature of incidents. In all cases, please ensure that the Club Manager checks this report before you submit it so that they can track them, but for any serious or unacceptable behaviour incidents, they should be made aware immediately after the incident.

Follow up actions

Guidance – Summarise next steps and follow up actions (which may include child being placed on report or potentially excluded, and/or escalating incident details to external authorities)

Details of witnesses, others injured and photo evidence

Guidance – All details provided in this section would be removed before it was shared with a Parent/Carer of this child as it will contain third party data/information. Note – If there is more than one child, staff or non staff witness, please click the + sign on the right hand side to add another set of fields

If another child was present during the incident and they share information about the incident with staff, provide their name and record the information they shared

Name

Provide Name and Job Title for each staff witness to the incident and provide their account. You can add new fields by clicking the + sign to the right of the fields.

Name

Provide name of non-staff/visitor witnesses to the incident and provide their account of the incident.

Name

Please give name and injury details of any other person/child injured

Name

Guidance – If there were any physical injuries, please also complete an Accident form and Impact form for each person/child injured. If there were serious injuries, this will need to be reported to the correct authorities. Please refer to the Club Manager for guidance or refer to the ‘External Authority Reporting Guidance’.

Photos of damage or injuries

Guidance – Please arrange for any photos regarding this incident to be uploaded to a folder created for the child in SharePoint (Name folder – child surname, child first name, date of incident xx.xx.xxxx). This can be arranged by the Club Manager. Note the details in the answer box below

Was this incident a safeguarding concern?

Guidance – If this is a safeguarding concern, a ‘Report of Concern’ must be completed, and this incident must be reported to the correct authorities and the Operations Director. Please refer to the Club Manager for guidance or refer to ‘External Authority Reporting Guidance’.

Next Steps

  • Ask the Club Manager to check this report and they will then update the Incident Tracker
  • Complete Accident Report or Report of Concern where necessary and note this in the additional information box below (These reports will ask for details of any necessary action taken to report details to external authorities as instructed in the ‘External Authority Reporting Guidance’)
  • Submit the Report
  • If any other child or children were impacted by the incident, please also record the details on a separate Impact Report for each child