Incident Report Form

Incident Reporting Instructions

Use this form to report any incident, injury, near miss, behaviour issue, child safety concern, safe-guarding concern, property damage, or hazard connected to Scouts ACT.

You should report incidents that occur:

during Scouting activities, events, camps, or meetings
at Scouts halls or facilities (any time)
online or in digital spaces used by members
during travel to or from activities
during setup, pack‑up, or equipment use
in any situation involving Scouts ACT members, volunteers, staff, or property.

Immediate reporting (within 2 hours) is required for:

Notifiable incidents (death, serious injury/illness, or dangerous incidents)
Significant loss or major damage to Scouts property (fire, major storm impact, high-value theft, etc.)
Serious child safety concerns (see note below)
Incidents involving emergency services
Incidents that may attract negative media attention.

During business hours please report incidents requiring immediate reporting to the Branch Office on 02 6282 5211.

After hours, please report the incident to the Executive Officer (02 5100 2717) or to the Chief Commissioner.

Child Safety Concerns

If the child is in immediate danger, call Police on 000 immediately.
If you reasonably believe a sexual offence has been committed against a child, report the matter to Police as soon as practible by calling 000 (emergency) or 131 444 (Police Assistance).

Reporting a concern to Scouts ACT does not replace any legal obligation to report directly to Police.

If the concern is serious or urgent, also notify the Scouts ACT Child Protection Team on 02 6183 5023 within 2 hours.

All incidents must also be reported via this form.

Reporter Details

First name *

Last name *

Your role *

If other, please specify *

Phone *

Email *

Incident classification

Incident type. Please select the options that best describe what happened. Tick all that apply. *

Severity rating *Please rate the severity of the incident.

Incident Setting

Do you know when the incident occurred?

YesNo

Date and time of incident *

Please provide your best estimate of when the incident occurred *

Location of incident *

If other, please specify *Include address if known

Address of incident *

Street address *Street address line 2

Suburb *

State *

Activity being undertaken *

If other, please specify *

Please list the main Scout Group(s) and/or Rover Unit(s) involved in this incident.

If only one Scout Group or Rover Unit was involved, complete one entry only.

If no Scout Group or Rover Unit was involved, please choose "Branch".

Use the first two fields to record the Scout Group(s) / Rover Unit(s) most directly connected to what occurred. For example, this may be:

the Scout Group / Rover Unit of the person who was injured
the Scout Group / Rover Unit of the person whose behaviour is of concern
the Scout Group / Rover Unit responsible for the activity or event
the Scout Group / Rover Unit that owns or manages the affected property

If more than two Scout Groups / Rover Units were involved, there is space below to list any additional ones.

First Scout Group / Rover Unit involved *

LIC Email (Functional) *

Second Scout Group / Rover Unit involved

Email of LIC

Were there more than two Scout Groups / Rover Units involved *

YesNoUnsure

Other Scout Group(s) / Rover Unit(s) involvedIf other Scout Groups / Rover Units were involved, please list the formation name here. Use a new line for each formation.

Person(s) affected

Were any people affected? *

YesNo

List everyone involved in the incident. This includes people who were injured, unwell, distressed, targeted by behaviour, displaying behaviour, or who witnessed the incident.

First name *If first name is not known, enter UNKNOWN.

Last name *If last name is not known, enter UNKNOWN.

Role *

Age group (if youth)

Nature of impact *

Injury / illness

Injury type *

If other, please specify *

Briefly describe what happened *

Was first aid provided? *

YesNo

Describe treatment *

Was external medical care required? *

If other, please specify *

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Comments

Have the parent(s)/guardian(s) of the injured / ill youth member(s) been notified? *

Reason parent/guardian(s) have not been informed yet *

Who was notified? *Please provide person's name and relationship to the youth member

When were they notified? *

NotesEg: Parent collected youth member from activity.

Near miss or hazard

Describe the near miss or hazard *Explain what happened or what unsafe condition was identified. Include what could have happened if the situation had continued.

What was the potential harm? *

If other, please specify *

Immediate actions taken *Describe what you did to make the area/activity safe.

Does this hazard still exist? *

What further action is required?Describe what needs to happen next (e.g. repairs, signage, follow‑up by a Commissioner or Property team).

Comments

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Behavioural incident

Type of behaviour *

If other behaviour of concern, please detail *

Describe the behaviour *

Immediate steps taken *

Comments

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Have the parent(s)/guardian(s) of the youth member(s) involved been notified? *

Reason parent(s)/guardian(s) have not been informed yet? *

Who was notified? *Please provide person's name and relationship to the youth member

When were they notified? *

NotesEg: Parent collected youth member from activity.

Property damage or significant loss

Property Damage and Significant Loss

Please contact the Branch Office (02 6282 5211) during business hours, or the Chief Commissioner or Executive Officer (02 5100 2717) after hours, if the incident involves:

Major structural damage to a building or facility
Severe damage to a vehicle, vessel, trailer, or other large asset where the incident is substantial or may disrupt operations
Serious fire, major storm impact, flooding, or other significant event affecting property
Theft or confirmed loss of high‑value Scouts ACT assets
Any property incident that requires urgent safety response or presents organisational risk

In these situations, this form also needs to be completed.

Completing this section

Record each damaged item separately.
Include damage / loss to buildings, vehicles, boats/canoes, equipment, personal belongings, or third‑party property.
If another vehicle, object, or person’s property was involved, record any information they willingly provided.

Type of property damaged *

Ownership of the damaged item *

Extent of damage *

Cause of damage *

Comments *

Details of OUR driver, vehicle or object (if applicable)Include driver details including name, licence number, etc. Also include vehicle registration, make/model, and a brief description of the damage (if known).

Was another vehicle, object, or person's property involved? *

YesNo Unsure

Details of the OTHER driver, vehicle, or object *Provide any details about the other vehicle, object, or person’s property involved. This may include: • name of the other person or organisation • phone number or email • vehicle make/model/colour • registration plate • brief description of their damaged property

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Upload clear photos if available. This is very helpful for reporting and insurance assessment.

Please specify involvement *

Date and time of attendance *

Job / Incident / Report number

Notes

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Child safety concern

Child Safety Reporting Requirements

Child safety concerns must always be reported using this form. In addition, serious or urgent concerns require the following immediate action:

If a child is in immediate danger, call Police on 000 immediately.
If you reasonably believe a sexual offence has been committed against a child, report the matter to Police as soon as practicable by calling 000 (emergency) or 131 444 (Police Assistance).
Reporting a concern to Scouts ACT does not replace any legal obligation to report directly to Police.
Notify the Scouts ACT Child Protection Team on 02 6183 5023 within 2 hours.
Submit this form. This records the concern and enables Scouts ACT to assess any additional safeguarding, welfare, regulatory, or reporting obligations.

What Is a Child Safety Concern?

A child safety concern includes any situation where a child or young person may be unsafe, harmed, or at risk of significant harm, including:

Unsafe or inappropriate behaviour by an adult toward a child
Sexualised, grooming‑like, persistent, targeted, or otherwise highly concerning behaviour between children
Disclosures indicating abuse, neglect, exploitation, or risk of harm
Signs of abuse, neglect, unexplained injury, or fear
Insufficient supervision or unsafe activity practices
Online grooming, exploitation, or harmful online contact.

Note:
Normal conflict, peer arguments, or age‑typical behavioural issues between children should generally be recorded as Behavioural Incidents.

If you are unsure how to categorise a matter, record it as a Child Safety Concern. Scouts ACT will review the report and determine the appropriate safeguarding response.

Nature of concern *Describe exactly what you saw, heard, or were told.

What immediate actions were taken to keep the child safe? *Explain what you did to keep the child safe. E.g. moved child to another area, separated individuals, stopped activity, contacted another leader.

If other, please specify. *

Have you notified the Scouts ACT Child Protection Team? *

Reason not notified yet *

Who did you speak to? *

When were they notified? *

Did you contact Police or CYPS regarding this incident? *

Who did you speak to? *

When did you contact them? *

Please provide the reference number you were given (if known).

Have you informed the child’s parent/guardian? *Do not contact parents if Police or CYPS advise against it, or if doing so may place the child at further risk.

Who was informed? *

When were they informed? *

Reason not informed *

Comments

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Safeguarding concern (adult)

Nature of concern *Describe the concern factually (e.g. distressed adult, unsafe behaviour, welfare issue, emotional crisis).

Immediate actions taken *

Is further support required? *

Details of support required *E.g. contacting a family member, arranging a welfare check, escalating to the Group Leader / Executive Officer / ACC People and Culture

Comments

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Other incident

Describe the incident *Provide a brief description of the incident. Use this category only if no other category applies.

Immediate actions taken *

Comments

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I confirm that the information provided is accurate and complete to the best of my knowledge.
*

Date submitted *

LIC 1 Review Completed *

LIC 2 Review Completed *

ACC P&C Review Completed *

Chief Commissioner Review Completed *

Executive Officer Review Completed *

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