Staff reporting · Facilities & equipment

Equipment & Facility

Report damaged equipment, hazards, maintenance issues, cleaning concerns or anything that may affect the safety or smooth operation of the academy.

Immediate hazard

If it is unsafe, stop using it.

The report records the problem — it does not make the problem safe. If equipment, flooring, electrics or any part of the facility creates an immediate safety risk, stop or adapt the activity, prevent further use where practical and inform a senior member of staff immediately. Do not wait for the online report before dealing with an obvious hazard.

What can be reported

Equipment & Facility Issues

▦

Mats & Flooring

Tears, gaps, movement or damaged sections of the training surface.

⚙

Training Equipment

Blocks, mats, tumble aids or other damaged or missing equipment.

♪

Sound & Electrical

Speakers, cables, sockets, connections, lighting or electrical concerns.

!

Hazards

Trip hazards, spills, exposed cables, damaged fittings or other unsafe conditions.

✦

Cleaning

Hygiene, toilets, bins, spills or other cleaning concerns.

⌂

Building & Facility

Doors, heating, plumbing, reception, storage, fixtures or general maintenance.

F

Fire & Emergency Equipment

Fire exits, extinguishers, alarms, emergency lighting or other emergency equipment concerns.

When you spot a problem

What Should I Do?

1

Assess

Decide whether the issue creates an immediate safety risk.

2

Make Safe

Remove, isolate or stop using unsafe equipment where reasonably possible and safe to do so.

3

Notify

Tell leadership immediately where safety or sessions may be affected.

4

Report

Complete the form below so the issue is recorded and can be followed up.

Safety first

Good Reporting Practice

✓ Do

  • Stop using equipment that appears unsafe.
  • Tell relevant staff about an active hazard.
  • Give an exact location.
  • Explain clearly what you observed.
  • Add a useful photo where appropriate.
  • State the urgency accurately.
  • Record any action already taken.

✕ Do Not

  • Continue using obviously unsafe equipment.
  • Assume somebody else will report it.
  • Attempt repairs you are not authorised or competent to perform.
  • Put yourself at risk while trying to isolate a hazard.
  • Leave spills or obvious hazards for another coach.
  • Include unnecessary confidential information.

Adding a Photo

A clear photo can help leadership understand and assess the issue. Photograph only what is necessary to show the equipment, damage or facility concern. Where possible, avoid including identifiable athletes or other people, paperwork, screens or confidential information.

Create a record

Equipment & Facility Report

Complete the form below to create a record of the issue and send it directly to the Notts Hotshots leadership team.

✓

Report Submitted

Your equipment or facility report has been submitted to Notts Hotshots leadership for review.

Immediate safety issues must be verbally escalated.
Complete this if you have already spoken to someone.
Optional. Upload one clear image showing the issue. Avoid including identifiable people or confidential information where possible.

Submitting this form creates a record of the issue, but does not replace immediate verbal escalation where equipment or facilities present a safety risk.

Important: if the issue presents an immediate risk, stop use where necessary, make the area or equipment safe where practical and safe to do so, and speak directly to a senior member of staff before relying on this report.
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