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

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

Incidents include but are not limited to:

• Medical treatment, doctors/hospitals, etc.
• Police involvement
• Significant moral failures
• Emotional Health Issues
• Dismissals from program
• 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. 

This report will be updated by all parties involved: The event directors, other event leadership, Reliant, the church or network partner, etc.