A group of young people and adults standing in a forest.

Incidents and Emergency Procedures

This page sets out what do if in the case of an emergency. We provide model evacuation plans and guidance on reporting accidents.

Every YAC branch needs a minimum of two trained first aiders so please read our guidance on first aid.

We also provide guidance on first aid and incidents unrelated to safeguarding, such as severe weather and public health incidents.

Important Contact Details

Knowing who to call on for additional advice or in an emergency is really important. It’s worth creating one document that is easily accessible to all YAC volunteers involved in managing your branch and its activities.

Many of these contacts will be local to your branch and as a minimum, we would recommend the following:

  • Your branch’s main contact information
  • YAC HQ
  • Your local Safeguarding Board or Children’s Services
  • Your local police station

You can store this data on the form below:

Important Contact Details

Evacuation Plans

Knowing what to do in an emergency is essential. This includes planning an evacuation plan from your regular venue so you know what to do if the worst happens. We have created a template document that you can use to create your own evacuation plan:

Template Emergency Evacuation Plan

Accidents

Accidents happen, and with proper planning and risk management, YAC has a very good track record in limiting the number and severity of accidents. However, all children get occasional bumps and scrapes, and parent/carers generally expect this.

If an accident does occur, there are a few important points to remember:

  1. Make sure you keep parents/carers fully informed, giving them accurate, factual information, especially if a child receives a bump to the head.
  2. Keep a written, accurate record of any and all accidents using the Accident Form (see below).

If there is a ‘Near miss’ (a potential accident that was narrowly missed/stopped) then it’s important that you record this on an General Incident Form and discuss any required changes in the planning of the relevant activity for the future.

Use the template below to record any accidents that occur:

YAC Accident Form (word)
YAC Accident Form (pdf)

First Aid

Every branch should have a minimum of two registered First Aiders, with at least one present at each branch meeting. Without this your session is not covered by YAC insurance.

Training costs for ‘Emergency First Aid at Work’ through the British Red Cross can be provided for CBA-managed groups by YAC HQ for two people in a new branch.

To arrange training:

  • visit the British Red Cross website (www.redcrossfirstaidtraining.co.uk),
  • find an Emergency First Aid at Work course in your area on a suitable date,
  • email or telephone YAC HQ with the date and location
  • YAC HQ will make the booking for you and send you all relevant details as they arrive.

If you feel that, based on an Individual Care Plan, that you require additional training please contact YAC HQ to discuss your requirements.

First Aid Kit

Every branch should have at least one First Aid Kit at every meeting.

Your first aid kit must be:

  • damp and dust proof
  • have a green label with a white cross on it
  • contain in date supplies

Your first aid kit must contain (as a minimum):

  • Individually wrapped hypo-allergenic adhesive dressings
  • 2 Triangular bandages
  • 2 medium sterile dressing pads
  • 2 large sterile dressing pads
  • Disposable nitrile gloves
  • 6 alcohol free antiseptic wipes
  • 6 safety pins
  • Blanket and waterproof sheet

Remember: If you are asked to hold medication (prescription or non-prescription) for a member or volunteer as part of their Individual Care Plan, these must be stored in a separate damp and dust proof container and clearly labelled.

You may like to have a white label with a red cross on it.

First Aid Kits should represent the need of your branch and when stocking your first aid kit you should consider the types of activities that you are undertaking and their associated hazards. For example:

  • if you are using an open fire or cooking, you may wish to have a burns kit to hand.First Aid Kits should represent the need of your branch and when stocking your first aid kit you should consider the types of activities that you are undertaking and their associated hazards. For example:
  • if there’s risk of minor accidents that cause bumps and bruises you may wish to have ice packs to hand.

Additional first aid equipment that you might require will be identified within your risk assessments. 

If someone has an accident please fill out an Accident Form:

YAC Accident Form (pdf)
YAC Accident Form (word)

We have created a basic overview of the procedure should an accident occur. You can find it here:

First Aid Procedures

Use the First Aid and Medication Box Labels so you can easily identify the box when needed:

First Aid & Medication Box: printable labels

Other incidents you may encounter

Significant Damage to YAC or Venue Property

Breakages of and damages to equipment is going to happen. However, when it is larger, more expensive equipment or damage to your venue, then an accurate record of what happened can aid potential insurance claims.

It may be useful to take photographs of the damage and attached/noted on a General Incident Form.

Extreme or Severe Weather

When planning outdoor activities, keeping an eye on the weather forecast and planning for severe weather is important. Questions that you might consider are:

  • If you are working at an outdoor site, have you provided shade or shelter from the rain?
  • If you have to cancel a session due to severe weather, have you put a system in place?
  • Have you provided guidance to members, parents/carers, volunteers and partners about suitable clothing for an outdoor session?

On extremely sunny days, it’s recommended that you ask parents/carers to apply sunscreen to your members prior to the start of the session. However, depending on the length of the session, you may decide that you will reapply provided sunscreen or reapply sunscreen you have provided. If this is the case, written permission must be sought from the parent/carer due to potential allergies and safeguarding triggers.

Use this form: Model Sunscreen Permission Form

Lost Children

Planning your sessions, especially when working outdoors or on walks, to include actions such as working/walking in pairs, wearing hi-vis vests and other actions identified on your risk assessment, will reduce the likelihood of a child going missing.

If a child does become lost / separated from your group, planning what you would do in advance will help you to manage the situation and record the incident. To support your planning, you might choose to use the Model Lost Child Procedure and you must complete a General Incident Form.

 

 

Criminal Activity

Criminal activity isn’t something that we like to consider, however there may be very rare times when theft, vandalism and violence towards members and volunteers occur. Have you considered how you store your personal belongings and any cash/cheques for session payments?

It’s important that you record the incident on a General Incident Form, providing an accurate record of what happened as this can aid potential investigations and insurance claims.

Public Health Incidents

As we have seen over recent years, it’s important to understand how to plan for contagious diseases, amongst other health incidents.

Do you have a clear management plan that outlines when members and volunteers should not attend YAC sessions (e.g. showing symptoms of influenza, covid-19, measles, food poisoning), what to do if symptoms show during a YAC session and how to report an outbreak (is more than 14 people attending a session are affected)?

Each nation have their own Public Health provision and can provide advice and support: