Reports & Requests
Choose the correct route below for incidents, safeguarding concerns, staff cover, facilities, feedback and staff documentation.
Immediate Risk or Medical Emergency
Make the area safe, contact emergency services when required, inform a Designated Safeguarding Lead or senior manager immediately, and complete the relevant written report as soon as it is safe to do so. Do not wait for an online response.
What Do You Need to Record?
Select the correct staff page below. Each page explains what needs recording and the appropriate submission route.
Accident or Injury
Record an athlete, staff or visitor accident, injury, immediate action, first aid, witnesses and any follow-up required.
Open Accident ReportSafeguarding Concern
Follow the confidential safeguarding procedure. Record factual information, exact words where appropriate and actions already taken.
Secure Safeguarding RouteBehaviour Incident
Record significant athlete, parent, visitor or staff behaviour, who was involved, witnesses, action taken and follow-up required.
Open Behaviour ReportLate Collection
Record the expected collection time, actual collection time, attempts to contact adults, staff present and who collected the athlete.
Open Late-Collection ReportStaff Absence or Cover
Give as much notice as possible and provide the date, team, session time, reason and any essential coaching handover.
Request CoverEquipment or Facility
Report damaged mats, hazards, sound-system issues, cleaning concerns, equipment faults or anything that needs repair or replacement.
Report an IssueStaff Idea or Feedback
Suggest improvements, new activities, events, resources, equipment, staff training or operational changes.
Share FeedbackCertificate Upload
Submit updated coaching qualifications, safeguarding training, first aid, DBS-related documentation or other requested evidence.
Upload CertificateNot Sure Which Report to Use?
Use the closest matching category and escalate anything involving immediate safety or safeguarding without delay.
Injury during training?
Use Accident or Injury, even if the athlete appears fine afterwards, when the incident requires formal recording.
Concern about a child's safety?
Use the Safeguarding Concern route. Do not substitute an ordinary behaviour report for a safeguarding concern.
Parent or athlete behaviour?
Use Behaviour Incident for significant conduct that leadership needs to know about or follow up.
Something unsafe in the building?
Stop or isolate the hazard where appropriate, then use Equipment or Facility to ensure the issue is formally recorded.
Reporting Principles
Reports should allow somebody who was not present to understand what happened and what action was taken.
Record what you saw, heard and did. Use exact words where relevant and avoid speculation or assumptions.
Complete the relevant record as soon as reasonably possible while details remain accurate and fresh.
Share sensitive information only with the people who legitimately need it for safeguarding, safety or management purposes.