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Policies and Procedures — Consultation

Incident Management Standard (DRAFT FOR CONSULTATION)

This document has been reviewed extensively by select Group Commissioners and Scouts Canada staff, but it has not yet been formally approved, and does not yet represent requirements for Scouting adventures.

This is your opportunity to read the document and to provide your feedback—please use the form at the bottom of page, and share your thoughts by August 16. We value your feedback, and we will use your constructive criticisms, questions and ideas to make this resources as clear, sensible and robust as possible. Thank you in advance for your contributions.

Incident Management Standard (DRAFT FOR CONSULTATION)

Introduction

The Incident Management Standard helps us manage incidents that occur at Scouts Canada camps, properties, worksites, and all locations where our activities are conducted. At Scouts Canada, we believe all incidents are preventable and good hazard identification and risk management are a core life skill that all Scouters and youth should develop as part of their Scouting adventures. In Scouts Canada, an incident is not limited to personal safety, but describes any condition outside of the normal that has the potential to cause harm to people, property, the environment or our reputation. Accordingly, we define an incident as an event, or occurrence, that results in: 

  • Injury 
  • Significant illness
  • Failure of youth protection
  • Complaint / Scouter Discipline Management
  • Environmental spill
  • Regulatory noncompliance
  • Property or asset damage
  • Damage to our reputation

This Standard helps us:

  • Reduce injuries and illnesses, environmental impacts, property and financial losses
  • Improve our youth protection standards and risk controls
  • Improve external relationships and protect our reputation
  • Comply with regulations (e.g. water compliance)
  • Identify systemic deficiencies

Our Procedure

  1. This Standard applies to all members, departments, functions, councils, youth, staff, volunteers, and those acting in support of Scouts Canada activities.
  2. This Standard clearly defines how our members will:
    • Respond to an incident
    • Notify supervisors, regulatory agencies, internal and external stakeholders about an incident
    • Review incidents and share information with Scouts Canada
    • Implement continuous improvement
  3. Incident management: A formal process is in place for identifying, reporting, documenting, reviewing, assessing, and tracking incidents. We will all use the same tools for incident documentation and tracking
  4. Mandatory actions: 
    1. Initial report and response
      1. All Scouts Canada members shall immediately report any incident to the responsible designated Scouter in Charge – if in doubt – we report.
      2. If an incident is determined to be an emergency, we will use the Emergency Preparedness and Response Standard and processes therein.
      3. If an incident is determined to be a youth protection concern then the designated Scouter in Charge will follow the Youth Protection Reporting Procedure.
      4. The designated Scouter in Charge, or delegate, shall use initial mitigations to address immediate risks and prevent escalation of the incident
      5. The designated Scouter in Charge will go to the next level of Commissioner, or delegate, and Safe Scouting (as appropriate) for support
      6. We will always use the ScoutSafe APP to report incidents
    2. Communication
      1. We follow the Communications Standard for all incident communications
    3. Incident assessment
      1. We will review all incidents
      2. Safe Scouting will assign a lead to conduct the review with support from the appropriate individuals.
        1. The lead will be a qualified, impartial person whose seniority is consistent with the level of the incident
        2. The support will be qualified, impartial person(s) that can provide subject-matter expertise to the incident review
      3. We will follow established timeframes for starting and finishing all reviews
        1. The lead can get help from Council or National teams when necessary
        2. The lead is responsible for evidence collection
      4. The review team maintains the integrity and security of evidence
    4. Corrective actions
      1. We develop corrective actions for all findings from the incident review.
      2. We develop a plan and timeline to closeout all corrective actions
    5. Knowledge sharing
      1. We will communicate internally and externally what we learn from incidents as per the Communications Standard
    6. Tracking and improving performance
      1. National and Council leadership teams shall identify and work to solve systemic trends, using performance-improvement plans
    7. Training and competency
      1. We shall provide training to all personnel who manage incidents

Measure and Verification 

  • We shall have a mechanism to track and report incidents and corrective actions.
  • We will complete all incident reviews in a timely manner.

Review and Improve Cycle 

  • We will complete an initial review of this Standard after 12 months
  • We shall complete subsequent reviews every three years, or more frequently as required by regulatory changes, BP&P, or identified deficiencies

Related Policies

Related Standards and Procedures

Resources / Guidelines / Tools

 

FAQ:

Q: Who is the 'Scouter in Charge' and what are they responsible for?

A: The Scouter in Charge is defined in the Camping & Outdoor Adventure Standard:

  • Every Scouts Canada activity must have a designated Scouter who has agreed to co-ordinate planning and supervision. The Scouter in Charge, also referred to as the “Designated Responsible Scouter” or “Contact Scouter”, is the principal Scouter designated to be accountable for risk management, leadership, overall safe execution of a specific activity or event and has the overall responsibility for the safety of the youth in their charge. 
  • On behalf of the Group Commissioner, this Scouter is responsible to ensure that all standards and expectations are met or exceeded as well as being the point-of-contact Scouter for the activity or event (including Jamborees, major events, and outdoor activities). While they have overall responsibility for the activity, they may delegate aspects of the planning to others.
  • At all times, the Group Commissioner, in conjunction with the Scouter in Charge, needs to assure themselves that proper safety considerations are being taken, including: Right place, right time, right skills, right equipment – and alignment with the program intentions and outcomes in support of the Canadian Path.
  • The Scouter in Charge signs the Camping & Outdoor Activity Approval Form (“COAA” or Adventure Activity Approval) on behalf of the section to ensure risk management has been conducted appropriately and that all reasonable precautions have been taken to ensure the youth are safe from harm.
  • Contact Section Scouters (or “Scouter in Charge”) are responsible for communicating incident information to parents/guardians and families.
  • The Responsible Scouter or “Scouter in Charge” must orient themselves to the facility/location/activity(ies).
  • This is not a Scouter role registered in MyScouts and does not require additional screening.

Q: If a youth is injured at a large event who is responsible for submitting the incident report?

A: The Designated Scouter in Charge of the youth (or ‘Contact Scouter’), as listed in the COAA Form (or AAA Form), is responsible for submitting the incident report. The Scouter in Charge is responsible for the well-being of youth placed in their care. The Scouter in Charge is also responsible for communicating incident information to parents/guardians and families.

Q: Are Group Commissioners responsible for incident report records.

A: No, Scouts Canada does not expect GC's to store incident report data.

Q: What does it mean in the standard “We will review all incidents”?

A: All incidents will be reviewed by a qualified staff member in the Safe Scouting department. Based on experience and best judgement, Safe Scouting will determine the best approach to review an incident. This will vary from a review of the submitted paperwork for example for a minor first aid, through to a comprehensive review requiring a lead investigator for more serious incidents.

Q: When are leads assigned to conduct a review?

A: All incidents are assigned impact ratings and categorized as minor or major. When an incident is categorized as major, a detailed review may be initiated by Safe Scouting.

Q: If an incident has occurred but it does not match a ScoutSafe report form type, how can I report?

A: you can report your concern to safety@scouts.ca for appropriate follow up

Q: If I do not have access to the ScoutSafe app how can I report?

A: The ScoutSafe app is our primary method of reporting incidents. If you are unable to report using the app you can contact safety@scouts.ca for assistance.

Q: When is an incident an emergency? And who determines the escalation to enacting the Emergency Response Plan (ERP)?

A: An emergency is a situation that poses an immediate risk to health, life, property, or environment. Most emergencies require urgent intervention to prevent a worsening of the situation. An incident, to be an emergency, conforms to one or more of the following: if it:

  • Poses an immediate threat to life, health, property, or environment
  • Has already caused loss of life, health detriments, significant property damage, or significant environmental damage
  • Has a high probability of escalating to cause immediate danger to life, health, property, or environment

The Scouter-in-Charge / Contact Scouter will make a best judgement decision together with the local responsible party to determine if an emergency should be called.

Feedback on the Incident Management Standard

Please provide your thoughts on the content above. Scouts Canada welcomes your suggestions, questions and concerns. All feedback provided will be read and considered, and we will do our best to incorporate the valuable advice and direction we receive to enhance this resource. Please indicate the specific section(s) you are commenting on. Be as specific as possible when providing your feedback. Thank you!

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