How to Report an Incident

It is the walk leaders responsibility to report any incidents that happens their walk; the Group Chairman needs to be advised as soon as possible and kept updated throughout the process.

Incident Report Forms may be downloaded as follows;

  • Go to the UK Ramblers Home page
  • In the top right hand corner of the above page there is a search box, insert the word Incident and hit enter
  • A list of pages will be shown with titles
  • Selected the appropriate title, showing the latest version of the Incident Reort Form
  • Download and complete said form
  • Completed and sent form; as per the following.

When to fill in the form

This is a generic incident report form for all Ramblers activities but is designed primarily for areas and groups.  Some specific projects such as Get Walking Keep Walking will not have a secretary; in which case the member of staff, activity worker, or project coordinator should sign the form.  Please ensure the form is returned to Central Office.

The Ramblers requires the reporting of all incidents, whether deemed minor or serious, no matter what the envisaged severity is or if emergency services were or were not required.

This includes near misses - an incident may not necessarily involve personal harm or injury.   Examples of incidents include a walk where someone has been injured falling off a stile, or tripped on a pavement, damage to property following a gate being left open or someone dropping a large stone on their foot whilst undertaking practical work.

You should also report any referrals or other incidents in connection with our guidelines on safeguarding children or vulnerable adults.  This form will enable the Ramblers to gain a better understanding of incidents, monitor trends and provide appropriate guidance and training.  It is important that all incidents are recorded and we encourage an open culture of reporting, learning and continual improvement.

Please fill in the form as quickly as possible after the incident and return it as soon as possible, and within 10 days maximum.  Your area or group should keep a copy too.  You may choose to fill the form in electronically and email it to volunteersupport@ramblers.zendesk.com.  If you return it electronically there is no need to send a hard copy in the post. 

How to fill in the form

Please provide as much information as possible and use the continuation sheet if necessary. If you needed to contact any external agency other than the emergency services (for example the local authority child and family services) please give details under ‘What happened’?  We request that contact details of at least one key witness are provided in case further investigation should be required.  You may decide that due to the nature of the incident it is best to provide the details of a number of witnesses. If you are using the form to report a referral under the safeguarding guidelines for children of vulnerable adults, please do not record personal details of third parties on the form

Serious incidents:

If an incident of a serious nature has taken place please report it to us at the earliest opportunity on 020 7339 8500.  A serious incident is defined as posing ‘immediate danger to life where outside help is required to resolve the incident’.  This includes: incidents where 999 has been called, urgent medical help is required, urgent help is required to get the party/member to safety, evacuation of party/member by emergency services or death of a participant.

What happens next?

Once your form is received at central office it will be reviewed immediately.  An acknowledgement will be sent and appropriate support made available.  Copies of the form will be sent to our insurance brokers (Perkins Slade) and occasionally further investigation may follow, in which case a member of staff will be in touch.