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Emergency Procedures

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.