Accident &
Injury Report
Respond to the person first, record the facts promptly and ensure the appropriate leadership follow-up takes place.
Do not complete a form instead of dealing with an emergency.
Make the immediate area safe and obtain an appropriately trained first aider where available.
For a serious or life-threatening emergency, contact 999. Inform academy leadership as soon as reasonably possible.
The written accident record should be completed once the injured person has received the immediate care they need.
What Should I Do?
Use this basic sequence whenever an accident or injury occurs during a Hotshots activity.
Make Safe
Stop the activity where necessary and prevent further injury to the person or others.
First Aid
Obtain appropriate first aid and emergency assistance where required.
Inform
Inform the appropriate parent or guardian and academy leadership according to the circumstances.
Record
Complete the formal accident record promptly while the facts remain clear.
Head Impact or Suspected Concussion
A possible concussion should be treated seriously even if the athlete initially says they feel able to continue.
- Remove the athlete from participation immediately where concussion is suspected.
- Do not allow the athlete to return to training or competition that day.
- UK grassroots guidance states that nobody should return to sport within 24 hours of a suspected concussion.
- Ensure the parent or guardian receives appropriate information and medical advice is sought.
- Contact emergency services where symptoms indicate an emergency.
- Record the head impact clearly in the Accident & Injury Record.
What Should Be Recorded?
Record observations and facts rather than attempting to provide a medical diagnosis.
Date, Time & Place
When and where the accident happened.
Person Involved
Identify the athlete, employee, visitor or other person involved.
What Happened
Describe the events immediately before and during the accident using factual language.
Injury Observed
Record visible or reported symptoms without making an unsupported diagnosis.
First Aid
Record what first aid was given and who provided it.
What Happened Next
For example collection, observation, NHS advice, hospital attendance or emergency services.
Witnesses
Record people who directly witnessed the incident.
Contributing Factors
Record relevant equipment, surface, facility, supervision or organisational factors.
RIDDOR & Follow-Up
Coaches should record the facts. Leadership is responsible for deciding whether further statutory, insurance or risk management action is required.
Athletes, Parents & Visitors
An injury to a non-worker is not automatically RIDDOR-reportable simply because an accident happened.
Leadership should review circumstances particularly where:
- the accident arose from a work activity;
- there was an actual injury; and
- the person was taken directly from the scene to hospital for treatment of that injury.
Coaches & Employees
Different reporting rules apply where the injured person is working.
Leadership should review matters such as:
- specified serious injuries;
- work-related incapacity;
- over-seven-day absence or inability to perform normal work;
- dangerous occurrences; and
- whether the academy's insurer should be notified.
Confidential Health Information
Accident records can contain health information and should therefore only be accessed by authorised people who need the information for safeguarding, health and safety, insurance or other legitimate academy purposes. Do not copy injury information into general WhatsApp groups, social media or unrelated staff communications.
Start Accident Report
Complete these basic administrative details first. They will be automatically entered into the Google Accident & Injury Record so you do not have to type them again.