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Admin – Incident Reporting

Policy: 

Staff will follow state and federal regulations and timelines in reporting serious incidents that occur where Head Start services are provided. 

Serious Incidents include: 

  1. A serious injury or accident involving a child where a child 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 incorrect dosage of a 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:

  1. Staff who observe 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 and staff will work together to inform the parent or guardian of any incident involving a child.  
    1. Staff will support the family in providing resources including the POMI (insurance form) when applicable.  
  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 the 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 Region X. 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 Region X OHS Specialist within 7 calendar days of the incident.
    3. Incidents reported to DELC and Region X 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 

Approved by Policy Council: 11/2024 

REVIEWED: 

Revised:  

This policy complies with  

OAR 414-305-0270 

HSPPS 1302.102(d)(1)(ii)