Accident / Incident Notification SOP

Purpose

To ensure that all accidents, incidents, and unusual occurrences involving children are properly documented, communicated, and retained in compliance with childcare licensing requirements and to safeguard the health, safety, and welfare of children in care.

Scope

This SOP applies to all childcare personnel, including directors, teachers, assistants, and any staff member responsible for supervising or responding to children during program hours.

Definitions

• Accident/Incident: Any unplanned event or unusual occurrence that threatens or impacts the health, safety, or welfare of a child while in care.

• Serious Injury: An injury requiring emergency medical treatment, hospitalization, or resulting in significant harm.

• Licensing Authority: The governing agency responsible for childcare facility oversight and compliance.

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Procedure

Step 1: Immediate Documentation

• All accidents, incidents, or unusual occurrences must be documented on the same day they occur.

• Documentation is required regardless of severity if the event threatens or affects a child’s health, safety, or welfare.

Step 2: Required Documentation Elements

Each Accident/Incident Report must include:

• Child’s name (affected party)

• Date and time of the occurrence

• Detailed description of the incident or accident

• Actions taken, including first aid or emergency response

• Name(s) and signature(s) of childcare personnel involved, including:

  • The staff member who witnessed the incident

  • Staff who were involved in or responded to the incident

  • The director, if applicable

• Signature of the custodial parent or legal guardian (or authorized pick-up individual, if applicable)

Step 3: Parent/Guardian Notification

• The completed documentation must be shared with the custodial parent or legal guardian on the date of the occurrence.

• Parents/guardians must review and sign the report upon child pick-up.

Step 4: Authorized Pick-Up Procedures

• If the custodial parent or legal guardian does not pick up the child on the date of the incident:

  • The authorized individual picking up the child must review and sign the Accident/Incident Report.

  • A copy of the report must be provided to that authorized individual.

Step 5: Record Retention

• All Accident/Incident Reports must be maintained on file for a minimum of 12 months from the date of occurrence.

• Records must be available for review by licensing authorities upon request.

Step 6: Serious InjuryReporting

• In the event of a serious injury or death, the incident must be reported immediately to the licensing authority in accordance with regulatory requirements.

• The director is responsible for ensuring timely reporting and documentation of all required notifications.

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Compliance

Failure to properly document, notify, or report accidents and incidents may result in regulatory violations and disciplinary action. All staff are required to adhere strictly to this SOP.