1. Purpose
This procedure explains how incidents, accidents, hazards and near misses must be reported at Equra College London (“Equra”), so that risks are managed, lessons are learned, and safety improves.
2. Scope
This procedure applies to:
- Students, staff, contractors and visitors
- Incidents on Equra premises and during Equra activities
- Off-site activities and events organised by Equra
- Online learning where safety or wellbeing incidents are identified (where relevant)
3. What must be reported
A report must be made for any of the following:
3.1 Accidents and injuries
- Slips, trips and falls
- Cuts, burns, sprains, fractures
- Injuries requiring first aid or medical attention
- Injuries involving staff, students, visitors or contractors
3.2 Near misses
- Events that could have caused injury or damage but did not
3.3 Hazards and unsafe conditions
- Faulty equipment or unsafe premises
- Blocked fire exits
- Exposed wiring
- Unsafe behaviour creating risk
3.4 Illness and medical emergencies (on site)
- Sudden illness requiring urgent action
- Hospitalisation or emergency response
3.5 Violence, aggression or threats
- Any assault, threatening behaviour or serious conflict on site
3.6 Serious incidents
- Any event causing major harm, significant disruption, or high risk to safety
4. Immediate actions
If there is immediate danger or serious injury:
- Call 999 first
- Provide first aid if trained and safe to do so
- Evacuate if required
- Inform Equra staff immediately
If the situation is not an emergency, report as soon as possible and take reasonable steps to prevent escalation (for example, mark hazard area and restrict access).
5. How to report
Reports should be made to the Health and Safety Lead via:
- Email: info@equracollege.org.uk (or a published H&S email once created)
- In person to an authorised staff member (who will record and submit the report)
Where available, an Incident Report Form will be used. Reports should be made as soon as possible and ideally within 24 hours.
6. What information to include
- Date and time
- Location (or online platform if relevant)
- Names and roles of people involved (if known)
- Description of what happened
- Injury details and first aid given (if any)
- Witnesses and contact details (if any)
- Photos where appropriate and safe
- Immediate actions taken
- Any suspected cause (if known)
7. Recording and confidentiality
7.1 Equra will maintain an incident register and securely store reports.
7.2 Personal data will be handled confidentially and shared only on a need-to-know basis.
7.3 Safeguarding-related incidents may require additional reporting under safeguarding routes.
8. Investigation and follow-up
8.1 Equra will investigate incidents proportionately to risk.
8.2 Investigations may include:
- Statements from involved persons and witnesses
- Review of relevant risk assessments and controls
- Review of equipment maintenance records
- Identification of root causes and control failures
8.3 Equra will implement corrective actions and set completion dates.
9. Communication of lessons learned
Where relevant, Equra may communicate learning points to staff and students to improve safety, without disclosing unnecessary personal information.
10. Serious incidents and escalation
The Health and Safety Lead will escalate serious incidents to senior management and the Governing Body where appropriate, and will consider whether external reporting is required.
11. Review
This procedure will be reviewed annually or sooner following serious incidents, significant change, or updated safety requirements.