Incident, injury, trauma and illness policy.
How we respond to and document incidents, injuries, trauma, and illness involving children, staff, or visitors at our centres.
Incident, Injury, Trauma, and Illness Policy
Aim:
To ensure immediate action, appropriate services and care are provided in a medical, dental emergency or accident involving a centre staff member, child, other staff member, volunteer, or visitor to prevent further injury or death.
To provide guidance on the prevention and management of incidents, injuries, illnesses and traumas involving children in our care, including first aid, reporting obligations, communication and record keeping.
Introduction
The health and safety of children in education and care services is the responsibility of all approved providers and educators. Policies and procedures (including documented records) must be in place to effectively manage the event of any incident, injury, trauma, and illness that occurs in the program by law. Young children's innate desire to explore and test their growing capabilities is essential in developing wellbeing. Educators must consider the understanding of all of the elements of wellbeing and ensure that programs also acknowledge the importance of risk management to provide a safe environment and reasonably protect children from potential harm.
This policy and related policies and procedures at the service will be followed by nominated supervisors and educators of, and volunteers at, the service in the event that a child -
(a) is injured or
(b) becomes ill or
(c) suffers a trauma or
(d) is involved in an incident at the service
The Approved Provider/Nominated Supervisor will ensure that:
a parent of a child is notified as soon as possible, preferably on the same day, and no later than 24 hours of the injury, illness, trauma or incident.
an Incident, Injury, Trauma and Illness Record is completed on our OWNA App without delay, with a notification sent out to a child’s parents/carers.
at least one first aid qualified educator (with asthma and anaphylaxis training) is present at all times at the service.
first aid qualifications (including anaphylaxis and asthma management training) are current and updated at least every 3 years, with best practice recommending that C.P.R. training be updated every 12 months.
first aid qualified educators never exceed their qualifications and competence when administering first aid.
Goals
Our care and education service will:
Develop program goals that promote the wellbeing of each child.
Establish procedures and practice that minimise the risk of harm to children.
Maintain communication with families to ensure that they are informed of any incidents, injury trauma and illness to their child/ren as required.
Ensure that records of any incident, injury, trauma, and illness are documented, transmitted to the Department of Education and Communities as required and kept in storage according to regulatory requirements.
Ensure that this policy is implemented in conjunction with our Emergency and Evacuation policy.
Strategies
The Approved Provider, Nominated Supervisor and Educators will consider the development of children's wellbeing as paramount to the educational philosophy of the service. All educators will be aware of the development of wellbeing, and children's emerging capabilities, and plan the program accordingly.
Implementation
The safety, health and well-being of children is a shared responsibility and the number one priority of all staff, students and volunteers at our service. Without the right systems in place, there is a greater risk of children suffering from incidents, injuries, traumas or illnesses.
Thorough risk assessments, defined roles and responsibilities for staff, students, volunteers and families, clear procedures and plans, training, and clear communication are the measures we have in place to protect children while they are in our care. Specifically:
We conduct regular risk assessments in line with our obligations under the National Regulations.
Our staff are trained to deal with incidents, injuries, trauma and illness. Our training is relevant and current, in line with the National Regulations requirements.
We have defined the responsibilities of everyone who has a role in ensuring the welfare of children.
Our policies and procedures are understood and followed by staff, volunteers, students and families. This means that we have systems in place for clear communication, and strict rules for managing incidents, injuries, traumas and illnesses, including for administering medication and reporting illnesses, health conditions and infectious diseases.
We have processes for keeping the right records and for notifying parents immediately if their child has been involved in an incident, or has an injury, trauma or illness. Likewise, we have systems in place for notifying the regulatory authority when we need to.
We follow our Record Keeping and Retention Policy and store all incident, injury, trauma and illness records confidentially for until the child is 25 years old - or, in the case of records related to child abuse, for at least 45 years.
A record of all risk assessments conducted are kept and our policies and procedures are readily accessible and available for inspection.
Our service collaborates with families and staff when we are making decisions about how to keep children safe while they are in our care.
Risk assessments
Our risk assessments are conducted for our physical and online environment and for a range of different activities our children engage in, such as sleeping and resting, transportation, and excursions.
We also conduct risk assessments for emergency management and evacuation procedures, and for both our normal program of activity and special/high risk activities.
If there is an incident, injury, trauma or illness, or if there is a complaint, disclosure or suspicion that a child has been harmed, abused or neglected in our care, we conduct a risk assessment as part of our review process.
The procedures of the service will include the following:
Approved Providers/Nominated Supervisors will
Notify the Regulatory Authority through the online NQA ITS within 24 hours of any serious incident at the education and care service, the death of a child, or complaints alleging that the safety, health, or wellbeing of a child was, or is being compromised.
Notify the regulatory authority within 7 days of circumstances that pose a risk to the health, safety, and wellbeing of a child.
Ensure that educators are rostered so that at least one educator who holds a current approved first aid qualification is present at all times that the children are being educated and cared for by the service.
Ensure the service holds the correct number of first aid kits required, suitably equipped, and maintained.
Ensure that all staff are aware of the completion of appropriate records (injury, incident, trauma, and illness record) in the event of any incident, injury, trauma, or illness to children whilst in the care of the service, and that this information is completed no later than 24 hours after the incident occurred.
Make staff aware of the appropriate accessibility for approved officers and families to these records and the appropriate storage of these records according to regulatory requirements.
Complete an audit of the Injury, incident, trauma, and illness report to reflect on the effectiveness of the procedures in place at the service.
Give staff access to appropriate up to date information, or professional development on the management of incidents.
Make certain that all staff have access to the Regulations and Law and are aware of their responsibilities under these ensuring that this occurs as part of staff induction or orientation to the service and that position descriptions reflect this responsibility.
During our induction process for new educators and staff the Nominated Supervisor or delegated staff member will:
advise which educators and staff have first aid qualifications.
the location of the first aid kit(s).
obtain information about any medical needs the new employee may have that could require specialist first aid during an incident or medical emergency. This information will only be shared with the employee’s consent or in order to meet our duty of care to the employee.
The Nominated Supervisor will review the following matters in consultation with employees (e.g. at staff meetings) where appropriate, at least annually or when there are staff changes:
our first aid procedure
the location of our first aid kit(s)
the nature of incidents occurring at the service.
Educators will
Ensure that all children have opportunities to engage in experiences that enhance their sense of wellbeing and allow children to develop a sense of assessing risks for themselves as appropriate.
Consider the planning of the physical environment and experiences, ensuring that the spaces are safe.
Thoughtfully group children to effectively manage supervision and any potential risks to children's health and wellbeing.
Respond to children in a timely manner. Provide reassurance and ensure children's emotional and physical wellbeing is paramount at all times.
Seek further medical attention for a child if required.
Be aware of the signs and symptoms of illness/trauma and update their understanding as part of their ongoing professional development.
Be aware of individual children's allergies and immunisation status and use this knowledge when attending /responding to any incident, injury, trauma, or illness.
Respond to children showing signs of illness and begin monitoring the symptoms of the child and recording as appropriate. Educators will contact the child's authorised person to inform them of the illness signs, or to request the collection of the child.
In response to a child registering a high temperature, follow procedures for temperatures, and complete the incident, injury, trauma, and illness record as required.
Maintain appropriate work health and safety standards when attending to children's injuries and applying first aid.
Develop partnerships with families and use this understanding to guide the development of practice in relation to individual children's emerging capabilities.
Check that equipment and furniture in the service is well maintained and that any materials that may be hazardous are removed or repaired.
Ensure that hazardous items are inaccessible to children.
Fill out an Incident, Injury, Trauma, Illness form to be signed by the parent/guardian and the Responsible Person/Nominated Supervisor.
Ensure that the Nominated Supervisor is informed of the incident as soon as is practicable, but no later than 24 hours.
Be involved in regularly reviewing and discussing policy and procedure and consider any improvements that need to be made to this policy.
Families will
Be informed of policies and procedures upon enrolment with regards to first aid, illness whilst at the service, and exclusion practices, including immunisation status and illnesses at the service.
Inform the service of their child's particular requirements, and provide any relevant paperwork to the service, such as immunisation status, letters from a medical professional etc.
Be notified of any incident, injury, trauma, or illness as soon as is practicable, but no later than 24 hours after the noted incident and will be provided with a copy of the report.
Receive access to this policy and notification of its existence.
Have the opportunity to provide input into the review and effectiveness of policies and procedures of the service via various methods.
Be provided access to information on children's development, the service program, and relevant resources (such as Kidsafe, Red Nose, road safety for example) from the service.
Implementation:
On enrolment, parents will be required to provide written consent on the child’s enrolment form for any educator, centre manager, or other staff member to seek urgent medical, dental, hospital treatment, ambulance service, urgent assistance from another person nominated by the parent (emergency contacts) if the child is ill or injured while in the care of the centre.
Parents will be made aware of their responsibility in covering any expenses arising from emergency treatment through the centre’s parent handbook.
On enrolment parents will be made aware of their responsibility in providing adequate information on:
their child’s health
past and current medical history
any allergies their child may have
any medications they are taking
recommended medical and dental emergency or action plans
This information will be recorded on the child’s enrolment form.
If any emergency treatment has been sought the parents or family will be informed as soon as possible, so they can take over responsibility or care of the child and decide on further action to take.
At all times at least one person with an Approved First Aid Certificate and Asthma and Anaphylaxis Training will be on the centre premises at all times.
When the child becomes ill or is injured when in the care of the centre, staff will:
Notify the family as soon as practically possible and request that they or a nominated emergency contact pick up and take charge of the child and seek medical advice.
Keep the child under adult supervision until the child’s family or emergency contact arrives.
Provide appropriate first aid as required.
If medication is required in an emergency, ensure that every attempt is made to secure consent from a parent or legal guardian. Ensure that the medication given is recorded on an accident/illness/sickness form and that the parents or nominated emergency contacts are notified of any medication given in an emergency.
Ensure that a record of the illness, injury or accident is made using an Accident/Injury/Sickness form in the OWNA app and that this is sent through to the child’s family.
In the event of serious injury, hospitalisation, or death of a child while in the care of the centre ensure that the Centre Director/Nominated Supervisor, parent of the child, Approved Provider of the Centre and the Education and Care Directorate are notified. In the event of the death of a child in the centre the police must also be informed (see HSPOL23 Death of a Child, Staff or Parent at the Centre policy).
A record of any illness within the centre will be recorded on the sickness register.
Accidents/injuries will be recorded via the appropriate form on the OWNA App. Once complete, the child’s parents/carers will be informed of the report via a notification. They will be able to sign the report either on their own device or on the centre’s device when the child is collected.
First Aid:
All precautions will be taken to reduce the incidence of accidents and injuries within the centre. However, in the event of an accident/injury staff will:
Ensure that at all times at least one staff member with an approved first aid certificate is on the premises.
Follow appropriate first aid treatment for managing accidents/injuries.
Ensure that up-to-date emergency procedures and CPR charts are on display throughout the centre.
Ensure that emergency contact phone numbers are on display near all phones in the centre.
In the event that an ambulance is called to the centre for a child, ensure that an appropriate person accompanies the injured child to the hospital (see Procedure 8 Emergency replacement of Staff). Notify family as outlined previously.
Ensure first aid kit is fully stocked and supplies (including expiry dates) are checked monthly using the first aid checklist (Procedure 7).
In the event that first aid treatment is required, remain calm, assess injury, ensure child is comfortable, reassuring other children. If minor injury - provide appropriate first aid treatment, if required refer to doctor or hospital. If serious injury - do not move except for safety, provide appropriate first aid treatment, if required provide CPR, call ambulance and parents. Ensure that all other children are moved to minimise their exposure if safe to do so.
Write up a report of all accidents/injuries on accident/injury/sickness form in the OWNA App. In the event of serious injury ensure centre Director/Nominated Supervisor, Approved Provider, parent of the child and the Education and Care Directorate are informed.
First aid qualifications and training
Each of the following persons are in attendance at any place where we are caring for children and immediately available in an emergency at all times we are caring for children in our service:
at least one educator, one staff member or one nominated supervisor who holds a current approved first aid qualification
at least one educator, one staff member or one nominated supervisor who has undertaken current approved anaphylaxis training
at least one educator, one staff member or one nominated supervisor who has undertaken current emergency asthma management training.
The qualifications are considered current only if they are completed within the previous three years - except for the first aid qualification that relates to emergency life support and cardio-pulmonary resuscitation (CPR), which must have been completed within the previous year (‘refresher’ training).
Certificates proving qualifications state the date when the person completed the course and the expiry date or validity date of the qualification and are kept on the staff member’s record.
The approved provider will use ACECQA’s ‘qualification checker’ to make sure that the qualification is an approved one.
Authorisations and enrolment records
We are required by law to obtain from the parent, or another person named in the child’s enrolment form, authorisations:
To administer medication (including self-administration if applicable)
For the approved provider, nominated supervisor or educator to seek:
Medical treatment for the child from a registered medical practitioner, hospital or ambulance service.
Transportation of the child by any ambulance service.
The enrolment record also includes details of any specific healthcare needs of the child - such as any medical conditions or allergies, including whether the child has been diagnosed as at risk of anaphylaxis - and any medical management plans in place. For more information, consult our Record Keeping and Retention Policy
We also must maintain a medication record which includes information about any medications that a child might need to have administered (see Medication Policy).
We must also keep any incident, injury, trauma and illness records we create concerning the child. These must be stored confidentially until the child is 25 years old or, in the case of abuse or harm, for 45 years at least.
Information sharing, training and monitoring
The nominated supervisor will include the Incident, Injury, Trauma and Illness Policy and Procedures in staff inductions
At orientation, parents will be provided with the Incident, Injury, Trauma and Illness Policy. Staff and family can access the risk assessments we conduct.
Evaluation
Educators respond in a timely manner to any incident, and documentation is completed, shared, and stored as appropriate. Regular reviews of procedures and policy are implemented.
Plans to effectively manage incidents and emergencies are developed in consultation with relevant authorities and are practised and implemented.
Notification of serious incidents
The Approved Provider or Nominated Supervisor will notify the regulatory authority through the online NQA ITS within 24 hours of any serious incident at our service. If our service only becomes aware that the incident was serious afterwards, we will notify the regulatory authority within 24 hours of becoming aware that the incident was serious.
Serious incidents include:
the death of a child at the service or following an incident at the Service
any incident involving a serious injury or trauma to a child at the service which a reasonable person would seek urgent attention from a medical practitioner, or the child attended or should have attended a hospital i.e. broken limb
any incident involving serious illness of a child at the service where the child attended, or should have attended, a hospital eg severe asthma attack, seizure or anaphylaxis.
This does not include treatment at a hospital for non-serious injury, illness or trauma in cases where a General Practitioner consults from a hospital eg in rural and remote areas
any emergency where emergency services attended ie there was an imminent or severe risk to the health, safety or wellbeing of a person at the service. It does not include incidents where emergency services attended as a precaution.
a child is missing or cannot be accounted for at the service.
a child has been taken from the service by someone not authorised to do this.
a child is mistakenly locked in or locked out of the service.
A serious injury, illness or trauma includes:
amputation
anaphylactic reaction requiring urgent hospitalisation
asthma requiring urgent hospitalisation
broken bone/fractures
burns
diarrhea requiring urgent hospitalisation
epileptic seizures
head injuries
measles
meningococcal infection
sexual assault
witnessing violence or a frightening event
Services can use the National Decision Tree www.acecqa.gov.au/notify to help determine whether a notification is required and the timeframe in which that notification should be made.
Notification of serious complaints and circumstances
The Approved Provider or Nominated Supervisor will notify the regulatory authority through the online NQA ITS:
within 24 hours of any complaints alleging that a serious incident has occurred or is occurring while a child was or is at the service.
within 24 hours of any complaints that the National Law or Regulations have been breached.
within 7 days of any circumstances arising at the Service that pose a risk to the health, safety and wellbeing of a child.
within 7 days of any incident, complaint or allegation that physical or sexual abuse of a child has occurred or is occurring while the child is at the service.
within 24 hours of any children being educated and care for in an emergency, including where there is a child protection order or the parent needs urgent health care. Emergency care can be no longer than two consecutive days of operation. The Approved Provider or Nominated Supervisor will consider the safety, health and wellbeing of all children at the service before accepting the additional child/children, and will advise the regulatory authority about the emergency.
within 24 hours of any incidents that require the Service to close or reduce attendance.
Roles and responsibilities
All staff, volunteers, students and families must understand our Incident, Injury, Trauma and Illness Policy and Procedures and their role and responsibilities in keeping children safe and cared for.
| Responsibilities | Roles |
|---|---|
| Ensure our Service meets its obligations under the Education and Care Services National Law and Regulations, including to take every reasonable precaution to protect children from harm and hazards likely to cause injury and to ensure that children are adequately supervised at all times they are in our care. | Approved Provider Nominated Supervisor |
| Ensure a record of an incident, injury, trauma or illness is made, including the prescribed information, as soon as possible, and within 24 hours | Approved Provider (ultimate responsibility) Nominated Supervisor Educators and Other Staff |
| Ensure that a parent of the child is notified as soon as is practicable, but no later than 24 hours after the incident, injury, trauma or illness | Approved Provider (ultimate responsibility) Nominated Supervisor |
| Notify the regulatory authority of serious incident using the NQAITS – SI01 Notification of Serious Incident record | Approved Provider |
| Notify SafeWork NSW on 131 050 as soon as we become aware of a death or dangerous incident, serious injury or illness, dangerous – or potentially dangerous – incident. Ensure the site where the incident occurred is left undisturbed as much as possible until an inspector arrives or as directed by SafeWork NSW | Approved Provider |
Ensure that each of the following persons are in attendance at any place where we are caring for children and immediately available in an emergency at all times we are caring for children in our service:
Ensure that these qualifications were completed within the previous three years, except for the first aid qualification that relates to emergency life support and cardio-pulmonary resuscitation, which must have been completed within the previous year). Ensure certificates proving qualifications state the date when the person completed the course and the expiry date or validity date of the qualification. | Approved Provider (ultimate responsibility) Nominated Supervisor |
| Ensure that our service has policies and procedures in place for incident, injury, trauma and illness that address specific areas set out in the National Regulations - I.e., this Incident, Injury, Trauma and Illness Policy needs to be in place. | Approved Provider |
Take reasonable steps to ensure that nominated supervisors, staff and volunteers follow, and can easily access, the Incident, Injury, Trauma and Illness Policy, including by:
This Policy and Procedures must also be available for inspection. | Approved Provider |
Notify families at least 14 days before changing Incident, Injury, Trauma and Illness Policy if the changes will:
| Approved Provider |
| Implement the Incident, Injury, Trauma and Illness Policy | Nominated Supervisor |
| Be aware of and follow the Incident, Injury, Trauma and Illness Policy | Educators and Other Staff Families |
Ensure that procedures are appropriate in practice to our service, identify risks and hazards, and any potential improvements to make to the Incident, Injury, Trauma and Illness Policy . Report any issues to the appropriate staff member (either approved provider, nominated supervisor, or educators). | Approved Provider Nominated Supervisor Educators and Other Staff Families |
| Investigate the cause of any incident, injury, trauma and illness and act to remove the cause it appropriate | Approved Provider Nominated Supervisor |
| Approved Provider (ultimate responsibility) Nominated Supervisor |
| Be aware of and use the risk assessment to eliminate/minimise risks and ensure the to the safety, health or well-being of children. | Educators |
Only administer medication to children in accordance with our policies, including but not limited to:
| Nominated Supervisor Educators and Other Staff |
| Ensure an enrolment record for each child is kept in accordance with regulations, including all the prescribed information (see our Record Keeping and Retention Policy), including an authorisation by a parent or person named in the record for our service to seek medical treatment for the child from a registered medical practitioner, hospital or ambulance service and, if required, transportation by an ambulance service | Approved Provider (ultimate responsibility) Nominated Supervisor |
| Ensure our service responds in accordance with regulations, and our policies and procedures, if any incidents occur during travel/excursions/transportation (see Medical Conditions Policy Excursion Policy, Arrival and Departure of Children Policy). | Approved Provider (ultimate responsibility) Nominated Supervisor Educators |
| Ensure all incident, injury, trauma and illness records are confidentially stored until the child is 25 years old, in accordance with our Record Keeping and Retention Policy. Records relating to child abuse should be stored for at least 45 years | Approved Provider (ultimate responsibility) Nominated Supervisor |
| Keep abreast of our service’s procedures for incidents, injuries traumas and illnesses | Families |
| Provide authorisations in the child’s enrolment form for the service to seek medical treatment for the child from a registered medical practitioner, hospital or ambulance service and, if required, transportation by an ambulance service | Families |
Provide our service with the following written advice in the enrolment form:
| Families |
Notify our service:
| Families |
| Be contactable and collect the child as soon as possible from the service when notified of an incident, illness, trauma or injury to the child | Families |
Early Years Learning Framework V2.0 2022
Community Early Learning Australia
Work Health and Safety Act
Work Health and Safety Regulation
Safe Work Australia Legislative Fact Sheets First Aiders
Safe Work Australia First Aid in the Workplace Code of Practice
Centre Support
Dated: February 2025
Incident Report
Sources
- Education and Care Services National Regulations
- National Quality Standard
- Education and Care Services National Law
* This policy is the property of Eikoh Seminar Australia Pty Limited and must not be reproduced without the consent of management.