Incident Reporting, Risk Assessment and Insurance

Incident Reporting

Even with the best planning and preparation, incidents do occur and it’s important that you understand how to handle them effectively and sensitively. Here is our advice on how to handle them, you can also pop into the Activities Office or get in touch with the team if you want more guidance.

Get Prepared

Incident management is much easier if you have all the details and information to hand. This is why it’s so important that you complete a risk assessment before any activity, as well as a trip form, a list of people travelling; their contact information, next of kin details and insurance details.

Report It

It is really important that any and all incidents and near misses are reported to LUU, regardless of whether someone was injured. This is not to apportion blame but so we can help you to resolve issues, handle insurance claims and ensure that problems are resolved in line with LUU policies and procedures.

Get In Touch

If an incident happens, get in touch with us as soon as you can, and contact us immediately if it is a serious incident or one in which you need advice or support with handling. You can email activities@leeds.ac.uk or pop into the office, for emergencies please call University Security on 0113 343 5495. You will also need to complete an incident report form either at the time or after shortly after the incident - for help in completing this or if you have any questions contact activities@leeds.ac.uk. 

Incidents can include things like crashing a car or van, an injury to a member of your club or society, an issue during a club/society social, but can be very broad and hard to categorise so if in doubt, always check with the Activities Team.

If you have a near miss, it's also important that you report these so that we can learn from situations ans improve our processes. To report a near miss, complete this form.

Things to remember

  • Try to remain calm throughout, incidents can be stressful so it’s important to focus on making clear, rational decisions and not getting anxious or stressed
  • Don’t try to deal with an incident alone - get other committee members or experienced members to help out
  • Don’t apportion blame or worry to much about getting to the bottom of what happened. Deal with the incident, there’s time after to review it all and look at handling the outcome/aftermath
  • Wherever you are, ensure the person or organisation whose property you are on are aware of the incident
  • If the incident is serious and requires police, ambulance or other emergency services, call 999 asap
  • Report the incident to the Activities Team asap
  • If anyone is injured, make sure someone stays with them at all times throughout the incident. If they need to be hospitalised, make sure someone goes with them to the hospital and stays with them until the situation is resolved, or family/friends arrive
  • Don’t feel that you need to handle all elements of the situation. We can support you to deal with things such as contacting a members next of kin in the event of a serious incident
  • Make sure you stay in contact after the incident with any injured/affected person to ensure they are being supported effectively
  • You will be asked to complete a report following the incident, so take a record of the following:
  • The full names of the people handling the incident
  • A reliable contact number for the person/people leading on handling the incident
  • The full name of anyone injured or particularly affected
  • The group(s) involved in the incident
  • Date, time and place of the incident
  • Details of the incident

Sports Centre

If there is an incident at the Sports Centre whilst you're training, please report the incident to the Reception Staff who will notify the Duty Manager and a member of staff who is First Aid trained to assist your group.

For all those who train at an external venue, check what provisions are in place and consider First Aid training for members or your group investing in a first aid kit.

Vehicle Incident

All vehicle incidents involving hired vehicles from the Union, whether the vehicle is damaged or not must be reported to the Student Activities Admin Team as soon as possible following the incident.

For more information on motor insurance and handling vehicle incidents, see our transport webpage.

Insurance

All LUU Clubs and Societies are covered by the University’s public liability insurance for their regular activity - as long as we know what you’re doing and when you’re doing it. If you don’t tell us about trips or activities you might not be covered so let us know what you have planned.

Public liability insurance will cover payouts due to damage caused to a person or their property by you or your club or society in the course of your activity. It does not cover things like damage to personal items, personal accident or travel and so if you require this either the members or club/society will need to purchase these - below is some information on these additional types of insurance.

Clubs/Societies who participate in ‘risky’ activities should be clear with members what is and isn’t covered. It is worth highlighting to members the types of insurance you can get and potentially suggest where they can get it from.

If you’ve got any questions or are planning on purchasing insurance for your Club or Society, get in touch with the Clubs and Societies Team.

If you have a coach or instructor they will need this type of insurance. It protects them against claims for injuries or damage claimed against them through their instruction. For example, this could cover you if your coaching staff are found to have been negligent in some or all of the services that they provide. It will also cover legal costs.

This can compensate for personal injury, loss of earnings (e.g. if you can’t go to work for a couple of weeks due to an injury) and/or personal belongings of the person, club or society that hold the policy.

Have a look at our transport booklet to find out more.

This applies to groups who borrow things - such as expensive clothing for the RAG Fashion Show. You’ll need to come into the Activities Office well in advance of the event/planned activity to get this in place, we will arrange it and the Club or Society will be invoiced for the cost of the cover.

Planning a club or society trip abroad? You’ll need to sort appropriate travel insurance in place, and don’t forget to get an EHIC (apply here).

Most sports and activities have their own National Governing Body that can provide your club with support and also insurance.

Check to see what cover you have available if you are already affiliated with an NGB, if you need cover and can’t get it through them come and speak to the Clubs and Societies Team.

Risk Assessments

If you’re running a society you have a legal duty of care to ensure the safety of its members and any other people who may be affected by its activities and events. A risk assessment is not just a box ticking exercise, it is a useful checklist of what might go wrong and how your society and committee can reduce the risk. In the event of an accident you will need to produce your risk assessment as part of proving the committee fulfilled their legal duty of care.

If you don’t complete a risk assessment for your event or follow your standard risk assessment you are exposing you and your members to serious dangers and consequences, which could result in criminal prosecution.

Our Tips for Assessing Risk

For every hazard, you need to ask yourself how severe it is and how likely it is to happen. Severity and likelihood are each given a value, which are multiplied together to give you the risk factor.

Take a look at the risk assessment template which is useful for deciding what numbers to assign severity and likelihood.

As the organisers of your society, it is your responsibility to make sure your events and activities are as safe as possible for your members and others. In order to manage the safety of your group, it is compulsory for every group to carry out a risk assessment.

Useful Definitions

  • Hazards: This is the potential of a substance, activity or process to cause harm.
  • Risk: This is the likelihood of the substance, activity or process to cause harm.

When to do a Risk Assessment

You’ll need to do a risk assessment for all of these situations:

  • Identifying the hazards and risks involved in your group’s activity and taking action to reduce them.
  • Educating your members (old and new) about these hazards and most importantly informing them how to reduce the risk of them happening. Make the document available to your members to read at any time to help guide them in carrying out the group's activity.
  • Providing documented proof that you as the responsible individual(s) have considered the hazards and risks of your group’s activity on your members and others and have put in place the measures needed to be taken to reduce these risks.
  • Remember, socials and trips held by groups must also be risk assessed - you have a responsibility for your members’ safety at these events too.

When you’ll need to do it:

Annual risk assessments

All societies should have an annual risk assessment, which covers their regular activities. Annual risk assessments should be checked, revised and signed annually at the point of committee handover. You should not undertake any activities with your group until this document and process has been completed and the Compliance & Digital Coordinator is happy for you to proceed. If this document has not been completed you may be withheld from running your activities.

Specific events/activities risk assessment

If your group choose to do a one-off event or activity which is not covered by your standard risk assessment, you should complete a separate specific risk assessment.

Need Help?

If you aren’t quite sure of how to complete a risk assessment get in touch with the activities departmentwho can provide some help. But make sure you give yourself ample time before your event to complete the risk assessment; weeks not days.

Many groups who have a National Governing Body (NGB) can access risk assessment templates specific to their activity from their NGB’s website and resources. You can download the LUU risk assessment template here.