5.3.26

Unusual Incidents/Accidents (Ouch Report)

Unusual Incidents/Unusual Injury Report (UIR)

Licensing Regulations: 101212

The Unusual Injury Report (UIR) is used to report any accident that requires medical attention, any unusual incident that threatens the physical or emotional health or safety of a child, any suspected physical or psychological abuse, (CFS Report), catastrophes, or epidemic outbreaks.

Unusual incidents/accident reports may be needed when:

• A child is injured and the injury requires that the child be seen by a doctor
• A child is bitten and the bite breaks the skin and draws blood
• An accident or unusual circumstance interrupts the daily operation of the center
  • Examples: evacuation, lockdown, or power outage
• A CFS (Child and Family Services) report is made for a child enrolled in a licensed facility
• Epidemic outbreaks (contact SHS Health Manager to confirm epidemic outbreaks)
• Inappropriate discipline from an employee
  • Inappropriate discipline is defined as any type of conduct used to instill fear or humiliate rather than to educate a child, such as poking or pinching a child, making fun of or laughing about a child, using/withholding food or an activity as a punishment or reward, or isolating a child
• Potential child abuse and/or maltreatment by an employee
  • Examples: grabbing, shoving, swatting, or dragging a child; spanking or any other type of corporal or physical punishment; binding, tying, or taping a child; terrorizing a child with threats or menacing acts; or any form of sexual contact
• Lapse of child supervision while in the care of under the supervision of program staff, which includes leaving a child alone anywhere on the grounds of a Head Start facility as well as outside the facility in a parking lot, a nearby street, or on a bus or another program-approved transportation/excursion
• Unauthorized release where a child is released from a Head Start facility, bus, or other approved program transportation to a person without the premission/authorization of a parent/legal guardian or whose identity had not been verified by photo identification

The staff member who witnessed the incident is responsible for filing the Unusual Incident Report (UIR) to Community Care Licensing (CCL). Staff will work with their HT/SS or manager to complete the report. Refer to the Unusual Incident Report Workflow for more information on when to complete a report and details on filing the report.

Before calling in a report to CCL:

• Notify your Area Manager, and
• One of the Child Development Department (CD) Managers. The UIR must be approved by a Child Development Manager prior to submission to CCL.

Complete the form as described on the Unusual Incident Report (UIR). If you are unsure of any information, call a CD Manager for clarification. The Facility Number is found on the Center License posted at the center. Scan the report to the Unusual Incident folder.

File the completed report with Licensing files in a locked cabinet. Keep reports for one program year. UIRs are not entered into Child Plus.

Important Notes: If you are unable to contact your Area Manager or a CD Manager, please contact the receptionist at the Administrative Office at (530) 241-1036 and ask for any Manager or Director.

• Community Care Licensing MUST be notified by phone at (530) 895-5033 within the next working day of the incident.
• The approved report must be faxed to CCL at (530) 895-5934 or mailed within 7 days to: Community Care Licensing, 520 Cohasset Rd. Suite 170, Chico, CA 95926

Child Development Managers and Area Managers will notify the Executive Director and Program Director of any significant incident by the end of the business day. Significant incidents include incidents listed above or any incident which results in serious injury or harm to a child; violates Head Start Standards of Conduct 45 CFR 1302.90(c); or results in a child being left alone, unsupervised, or released to an unauthorized adult. Directors will notify the assigned Office of Head Start program specialist or regional program manager by using the Head Start Enterprise System Correspondence tab and will do so as soon as practicable, but no later than seven calendar days following an incident.

Accidents (Ouch Report)

Community Care Licensing: 101226(a)(2)

For minor accidents/incidents which may require first aid but do NOT require medical attention by a doctor, an Ouch Report is completed.

Complete the Ouch Report to:

• To inform child’s parent(s) of an injury or accident;
• To track injury and accident patterns for information and support of children and staff. General first aid is administered on site.

Child Development staff should complete each section of the Ouch Report stating exactly what happened (facts only, be objective). Ouch reports are not entered into Child Plus.

File the completed Ouch report in the child’s file in the back of the Education section.

Important Notes: When completing an Ouch report:

• Give the report to the parent at pick up or send report home the day of the incident.
• If staff feel that the injury may require medical evaluation, call the parent and notify them that you will be sending an Ouch Report home.
• If the parent seeks medical evaluation for the child’s injury, follow the Unusual Incident Report process.

References

• Unusual Incident/Injury Report Form 
• Unusual Incident Report (UIR) Workflow
  • 2 copies per page/printed and posted near classroom or office phone
• Ouch Report Forms to be requested from Health Manager (not to be printed – use NCR forms)
  • NCR form with carbon copies –
    • White – goes to child’s file
    • Pink – goes to parent