Incident Reporting

Effective date: September 30, 2011

Revised January 2018

Relevant Legislation:

Not applicable to this policy.


Not applicable to this policy.


Not applicable to this policy.


 A.  Regular Incident Report

To be reported in writing within five working days. These are to be completed for any of the following occurrences:

  • Physical aggressions involving staff or residents
  • Physical injury requiring first aid
  • Suicidal gesturing
  • Major theft
  • Vandalism
  • Incidents requiring outside help and anything else which a staff feels is serious enough to record

The report should be completed on the C.I.S. by the staff involved before the end of their shift.  An e-mail should be sent to the Program Director notifying her/him that the Report has been completed and available for review.

B.  Serious Occurrence Incidents

To be reported by the Program Director by phone to the Youth and Adult or Seniors Services Director or C.E.O.  To be reported within 24 hours, including; weekends, to be followed up with a written report as soon as possible and within three days.  These are considered to be any of the occurrences listed as requiring “regular incident reports” which are judged to be of an extremely serious nature, including anything which is judged to fit the following categories:

  • Medication errors
  • Communicable disease or infection control
  • Wandering or elopement
  • Vehicular accident
  • Biohazardous accident
  • Fire
  • Missing persons
  • Death of a client which occurs while participating in our service.
  • Suicide or attempted suicide
  • Serious injury to a client or staff which occurs while participating in our service.
  • Injury to a client caused by a staff.
  • Physical or sexual abuse or mistreatment of a client which occurs while participating in our service.
  • Complaint made by or about a client that is considered by the staff to be of a serious nature.
  • Complaint concerning operational, physical or safety standards in our programs that are considered by staff to be of a serious nature.
  • Disaster, such as a serious fire, on the premises of one of our programs.
  • Situation where a client is missing and staff considers the matter to be serious.
  • Injuries to clients which are non-accidental, including self-inflicted, or unexplained, and which require treatment by a medical practitioner, including a nurse or dentist.
  • Allegations and accusations of abuse or mistreatment of clients against staff, volunteers, outside agency staff, temporary care providers or foster parents.
  • Incident which has the potential for immediate media contact.
  • Use of seclusion.
  • Use of restraint.
  • Use and unauthorized possession of weapons.
  • Use and unauthorized possession of legal or illegal substances.

C.  Explanation of submission of Incident Reports

  1. All serious Incident Reports are to be sent to both the Services Director for the particular program area (i.e. Youth, Adults or seniors) and C.E.O. within the time frames indicated.
  2. Incidents which involve allegations of staff misconduct, a physical injury to staff or any serious threatening behaviour towards staff should also be sent to the Manager of Human Resources.
  3. Incidents which involve damage to the house, fire, theft of property or any matter which might have implications for our insurance coverage should be directed to the Director of Finance.