Policy, Organisation and Rules

7.1.1.1 InTouch

1. For any Scout activity, each party must implement an ‘InTouch’ system. 
   Details of what this needs to include are contained in InTouch (FS120075)

2. If an individual is appointed as the ‘InTouch’ point of contact, they must be a full adult member of The Scout Association.  

7.2.1.1 Severity Levels
To ensure an appropriate and proportionate response to incidents in Scouts, all incidents reported to UK Headquarters are classified according to the following severity levels:

1. Near miss: Unplanned event which has the potential to cause harm but did not on this occasion.
2. Reportable incident: An incident requiring medical intervention (e.g. pharmacist, GP, hospital, urgent treatment centre, clinic, or dentist for example), or involving emergency service rescue, or damage to third-party property.
3. Incidents requiring prompt contact with UK Headquarters: You need to call UK Headquarters if you experience an incident in which one or more of the following apply:
   1. a fatality as a consequence of a scouting activity
   2. a hospital stay likely to be 3 or more days
   3. multiple casualties from a reportable incident with overnight hospitalisation
   4. the collapse of a significant structure, whether injury was suffered or not

UK Headquarters can be contacted using one of the following numbers (available 24 hours): 0345 300 1818 or, from outside the UK, +44 20 8433 7100.

Callers will be supported through the incident response process by a UK Duty Officer and provided with incident management and media advice. For these types of incidents, in Scotland, Northern Ireland and Wales, the relevant Country Headquarters will be informed by UK Headquarters.

7.3.1.1 Reporting 
All incidents involving individuals or damage to property must be reported as required by POR 7.2 and 7.4.

7.3.1.2 Responsibility 
In the event of an incident involving an injury to an individual, the leader in charge or a nominated volunteer must:

1. alert the appropriate rescue or emergency services, if required
2. inform their designated InTouch person – this may be a third party person or their Lead Volunteer
3. notify the next of kin, in accordance with guidance from your Lead Volunteer or UK Headquarters

If the designated InTouch person or Lead Volunteer cannot be contacted, then the incident must be escalated without delay to the next level Lead Volunteer.

7.3.1.3 Media communications

1. Communications with the news media whether directly or through social media platforms must not be initiated by members of the party or others involved in the incident. 
2. All communication with the news media must be referred to UK Headquarters or the home Lead Volunteer.
3. The news media may arrive at the incident or contact those involved before any communication with UK Headquarters has been established. Take care if the news media contact you. You must seek support in these situations by calling UK Headquarters before talking to the media. 
4. The Duty Media Officer at UK Headquarters will offer advice and assistance in dealing with the news media when emergencies and incidents occur.

7.3.1.4 Incidents abroad 
In the case of an incident abroad, involving a hospital stay or loss of life, the Leader in charge, designated InTouch person or nominated volunteer must notify relevant appropriate agencies required by their travel provider. 

7.3.1.5 Role of Lead Volunteer(s) 

The Lead Volunteer responsible for the party must ensure that:  

1. clear communication links are maintained with a responsible person in the area of the incident, the next of kin and UK Headquarters. 
2. appropriate arrangements are made for the return of the party, as necessary 
3. in serious situations, every assistance is available to ensure the next of kin may visit the casualty

7.3.1.6 Role of UK Headquarters
UK Headquarters, when notified, will contact the Lead Volunteer of the area in which the incident occurred.  

7.3.1.7 Role of home Lead Volunteer(s)
The home Lead Volunteer, in conjunction with the Leader in Charge of the party or other responsible person, must produce, if required by UK Headquarters, a local Safety Learning Review relating to authorisation, skills, equipment, briefing and leadership of the party involved, together with their observations relating to the sequence of events and possible causes of the incident.  
This report must be submitted to the home County (^[NI] Country) Lead Volunteer who must forward it to UK Headquarters accompanied by their own observations relating to the circumstances. The report should include details of County (^[NI] Country) support for education and learning in respect of such activities and, as appropriate, any recommendations they intend to implement in the light of experience gained.  

7.3.1.8 Learning review initiated by UK Headquarters
In the case of a fatality, or an incident that UK Headquarters considers could have resulted in a fatality, the Company Secretary of The Scout Association will establish a safety learning review on behalf of the Board of Trustees. 

7.3.1.9 Notifying external agencies
When incidents occur during air or water activities, the correct government agency or water navigation authority must be notified.

Some National Governing or Awarding Bodies also require their members to notify them in the event of an incident

For guidance on reporting to external agencies, visit When and How to Report to External Agencies for more information.

7.4.1.1 Reporting to UK Headquarters
In the event of an incident, volunteers must follow the reporting requirements set by The Scout Association. This includes:

1. always completing the local reporting process (see POR 7.4.1.2)
2. for near misses and reportable incidents, the UK Headquarters online incident reporting form must be submitted.
   This form must be used to inform UK Headquarters whenever any person, whether a member or not and whether in the UK or another country, is involved in an incident arising from, or connected to, a Scout activity or Scout property.
   Upon submitting the online form, UK Headquarters will follow up with appropriate guidance and support. If additional information is required, a Safety Officer will contact the reporter, which may also include a request for a local learning review to be conducted.
3. Incidents requiring prompt contact with UK Headquarters:
   You must call UK Headquarters if you experience an incident in which one or more of the following apply:
   
   1. a fatality as a consequence of a scouting activity
   2. a hospital stay likely to be 3 or more days
   3. multiple casualties from a reportable incident with overnight hospitalisation
   4. the collapse of a significant structure, whether injury was suffered or not

Important: If a call has been made to UK Headquarters, the online incident reporting form must still be completed.

Note: Minor injuries or illnesses that do not require such medical treatment must still be recorded locally. If medical attention is later sought, the incident must then be reported to UK Headquarters retrospectively.

7.4.1.2 Local reporting processes
All Groups, Explorer Units, Districts  and Counties must have an appropriate local process in place, to ensure that incidents are:

1. promptly reported to the relevant Lead Volunteer (e.g. Group Lead Volunteer or District Lead Volunteer or County Lead Volunteer)
2. accurately recorded and retained the incident details in local records.

For more information and detailed guidance on local reporting processes and practices, please visit the local reporting webpage.

These local records may help support safety learning reviews and may be requested by UK Headquarters or the relevant County (^[NI] Country) Lead Volunteer following an incident.

7.4.1.3 Admission of liability
In the event of any injury, fatality, or third-party property damage, no admission of liability must be made by any member of the party or Lead Volunteer unless explicitly advised by UK Headquarters.

See POR 7.3 for the procedures to follow in the event of an emergency or critical incident.