Incident Reporting Procedure

Purpose

This procedure sets out how Towerblock Radio CIC reports, investigates and learns from incidents to prevent recurrence and ensure safety.

Scope

This procedure applies to all incidents that occur during Towerblock Radio CIC activity, including accidents, injuries, near misses, safeguarding concerns, security incidents and equipment failures.

Definitions

• Incident means any event that causes or could cause harm, damage, loss or disruption.
• Near miss means an incident that did not result in harm but had the potential to do so.
• Serious incident means an incident that causes significant harm, requires external reporting, or poses a significant risk.

Responsibilities

The board reviews serious incidents. The Operations Lead manages incident reporting and investigation. All staff and volunteers report incidents promptly.

Policy Statement

Towerblock Radio CIC reports, investigates and learns from all incidents to prevent recurrence and ensure the safety of staff, volunteers and the community.

Detailed Procedures

What to report

All incidents must be reported, including:

• Accidents and injuries.
• Near misses.
• Safeguarding concerns.
• Security incidents.
• Equipment failures.
• Fire incidents.
• Data breaches.
• Environmental incidents.

How to report

• Report the incident to the Operations Lead as soon as possible (within 24 hours).
• Complete an incident report form.
• For serious incidents, report immediately by phone or in person.

Incident report form

The form should record:

• Date and time of the incident.
• Location.
• People involved.
• Description of what happened.
• Immediate action taken.
• Injuries or damage.
• Contributing factors.
• Follow-up action needed.
• Person reporting.

Investigation

• The Operations Lead reviews all incident reports.
• Serious incidents are investigated promptly.
• The investigation aims to identify the root cause, not assign blame.
• Recommendations for preventing recurrence are made.

External reporting

Some incidents may require external reporting:

• RIDDOR: reportable injuries, dangerous occurrences and occupational diseases to the HSE.
• ICO: personal data breaches within 72 hours.
• Police: criminal activity.
• Safeguarding authorities: safeguarding concerns.
• Insurers: significant damage or liability.

Review and learning

• Incident trends are reviewed quarterly.
• Lessons learned are shared with staff and volunteers.
• Policies and procedures are updated based on findings.
• The board reviews serious incidents and trends.

Reporting Process

The Operations Lead reports all incidents to the board. Serious incidents are reported immediately.

Compliance Requirements

• Health and Safety at Work etc. Act 1974.
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
• UK GDPR and Data Protection Act 2018.
• Safeguarding Vulnerable Groups Act 2006.

Monitoring

The board reviews incident trends and learning annually.

Review Cycle

This procedure shall be reviewed annually.

Version Number

Version 1.0

Approval Section

Approved by: Towerblock Radio CIC Board Date: July 2026 Next review: July 2027

Related Policies

• Accident Reporting Procedure
• Health and Safety Policy
• Event Safety Policy
• Safeguarding Policy
• Information Security Policy

Website URL slug

/policies/incident-reporting-procedure

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Incident Reporting Procedure | Towerblock Radio

Meta Description

Towerblock Radio CIC's incident reporting procedure covering what to report, how to report, investigation, external reporting (RIDDOR, ICO) and learning from incidents.

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