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We require our LT leaders to contact Reliant to report any incidents during their LT Program. Within 24 hours of an incident occurring, an event director should begin to fill out an LT Director or staff member should fill out the initial section of the incident report to document what has happened. 

LT Incident report

• Template For others to use to make a copy: LT Incident Report Template to Copy
• To edit (sign in as lt@reliant.org): LT Incident Report Template for Editing

LT incidents next steps:

• After receiving an incident report, make sure the appropriate people (LT leadership, Collegiate national leadership, Reliant- emails listed to share with on the template) have access to the report. 
• Read the report- is there anything there that has potential Reliant liability issues. If this occurs during LT program time, or if this is a huge medical issue, etc. you may need to immediately call Mike Swann (who will also contact Dave Meldrum-Green.)
• Email the person submitting the incident report and say "Thank you ______ for following the procedures and helping this participant. We will make sure this gets processed, and let us know if there are any updates. If you make any edits to the incident report please add a google comment to the document and tag lt@reliant.org so that we see all updates." 
• Confirm that they have contacted their emergency contact. 
• Go to the LT Shepherding google doc to see if the name was listed as a person with concerns on their assessment. If so, go to their assessment and view what concerns were listed to see if this incident could be connected or has the potential to trigger more concerns related to the participant.
  • If there are related concerns that could trigger a response, update the incident report with details from the assessment as this could affect next steps taken for the incident.
  • Also update the LT shepherding google doc with a link to the incident report and a sentence as to why it is connected.
• Save the google doc to the Collegiate LT incident folder for the appropriate year
• Link the incident report to this Solomon page below
• Reliant is the one liable for incidents (so is Collegiate, but Reliant is the one with the greatest financial responsibility), so typically Reliant leadership will be the ones giving next steps to take (potentially discussing these steps with our legal counsel or reporting incidents to our insurance, etc.) and will be the ones following up with the one who submitted the incident report to make sure they have documented all next steps taken until the incident has been closed.
• Continue to check back on this incident report for updates. You will make sure that the requests made by leadership have been completed and if not you will follow up by tagging those individuals on comments until the incident report can be closed. 

When an LT Incident Report is needed

• The LTer goes to a doctor or hospital
• The LTer reports it to the YMCA
• The LT'er reports it to a Staff Member
• We see something that needs reporting

At Leadership Training, the safety and well-being of our participants is our top priority. To ensure that we handle incidents effectively, we require an incident report whenever an incident or emergency occurs. This documentation is crucial not only for immediate response but also for long-term record-keeping and accountability.

Purpose of Incident Reports

Incident reports serve multiple purposes:

1. Documentation: Recording details of any incidents helps maintain accurate records that can be referenced later for insurance claims, parent inquiries, and potential medical follow-ups.

2. Safety Protocol: Following established procedures, similar to those used by the YMCA, ensures that we consistently respond to incidents and emergencies. This reinforces a culture of safety and responsiveness within our program.

3. Communication: Clear and timely reporting allows us to communicate effectively with parents and medical professionals, ensuring that everyone is informed and prepared to address any issues.

Reporting Process

At the beginning of each LT, staff should remind participants to report any injuries or incidents to a staff member immediately, following YMCA and Reliant protocols. Staff will often need to make judgment calls regarding the severity of incidents. Here are some guidelines on how to handle various situations:

• Emergency Situations: If someone is seriously injured, start by calling 911. While waiting for help, document the situation in the waiting area, ensuring you’re with the participant to provide support.

• Medical Attention Required: If a participant needs to see a doctor or has reported the incident to YMCA staff, a report must be filed.

• Participant Reports: If a participant approaches you with an injury, regardless of their initial assessment, it’s crucial to document the incident for future reference.

• Observation: If you witness an incident that appears significant, such as a participant limping or showing distress, take the initiative to fill out a report.

Incidents include but are not limited to:

• Medical treatment, doctors/hospitals, etc.
• Police involvement
• Significant moral failures
• Emotional Health Issues
• Dismissals from program
• Loss of YMCA employment or significant employment issues
• Parental concerns
• Natural Disaster
• International crisis
• LT Employment issues 

The report includes: 

Date:

Event Participant Name: 

Name of leader responsible for reporting and updating this incident report:

Leader Phone Number:

Please document all details. Dates, times (please include timezone), exact details of what happened, what steps were taken, who was involved, what medical care was needed, was emergency contact called, etc. We are documenting to show we did our due diligence with how we responded to the incident. 

Please also attach any relevant email or text conversations that connect to this incident. If there was a phone or one-on-one conversation please do your best to write down details from the conversation for our records. 

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Follow-Up Steps After Creating an LT Incident Report

Once an LT Incident Report has been created, the following follow-up actions are essential:

• Review the Report: Ensure all details are accurate and comprehensive. Check for any missing information.
• Notify Relevant Parties: Share the form with all local LT leadership (co-directors and assistant directors) and LT staff relevant to the situation.
  • Note: When you create an LT Incident Report, it will automatically be shared with Reliant Central (LT@reliant.org), the National LT Director, the Collegiate Board Reps, and Collegiate Program Team Director.
• Check on the Participant: Follow up with the injured participant to see how they are feeling and if they need further assistance.
• Document Outcomes: Record any medical outcomes or decisions made by the participant after the incident (e.g., doctor’s visit results).
• Update Records: Ensure that all documentation is filed appropriately for future reference and compliance.