Hollier Sports – Incident Procedures
At Hollier Sports, the safety and wellbeing of our players is our top priority. This document outlines procedures for managing incidents within the scope of our programs, ensuring a consistent, clear approach. All staff must follow these procedures carefully and document actions taken.
1. Missing / Absent Player
When: Any time a player cannot be found in their designated area during After-School Care.
Procedure with Time-Stamps:
T = time the child is confirmed missing- At end of school/no sign in (Only for after school care) or or during session
T + 0–5 minutes:
Staff immediately check the player’s assigned area, including playgrounds, hallways, toilets, and activity rooms.
Ask nearby staff or students if they have seen the player.
T + 5–10 minutes:
Notify the Program Coordinator / Lead Coach.
Coordinator directs additional staff to conduct a broader search around the venue.
T + 10–20 minutes:
Attempt to contact the child’s parent/guardian.
If contact is unsuccessful, continue the search and keep detailed notes of actions taken.
T + 20–30 minutes:
If the player is still missing and parents cannot be reached, contact emergency services (000).
Provide all relevant information: child’s name, age, description, last known location, and search efforts undertaken.
After the Incident:
Complete the Incident Report Form, including:
Review procedures to prevent reoccurrence and update staff if needed.
Maintain supervision and safety of all other children throughout.
2. Medical Emergency
When: Any situation where a player experiences illness, injury, or requires urgent medical attention.
Procedure:
Assess the situation and severity, ensure the immediate safety of the player and other participants.
Administer first aid as trained (HLTAID012 / HLTAID009 qualified staff).
Contact emergency services (000) if the injury or illness is serious or life-threatening.
Contact the player’s parent/guardian as soon as possible.
Complete a Medical Incident Report Form detailing:
Nature of injury/illness
First aid administered
Contacts made (parents/emergency services)
Any follow-up actions required
Review the incident with staff and update procedures if necessary.
3. Player Behaviour – Appropriate Behaviour Sequence
Scope: This applies to behaviour such as:
Repeatedly not responding to Coach instructions
Swearing, name-calling, yelling inappropriately
Physical contact (hitting, kicking, pushing, biting)
Bullying in any form
Steps:
Step 1: Coach ensures the player understands instructions and clearly asks them to modify their behaviour.
Step 2: Player sits out for at least 5 minutes until agreeing to behave appropriately.
Step 3: Player sits out for a further 5 minutes until behaviour is appropriate.
Step 4: Parents are contacted via call or email; they are asked to attend the next session and monitor player behaviour from the sideline.
If Behaviour Improves:
After parent attendance, the player receives one final chance to attend the next session unsupervised.
If behaviour continues to improve, the player remains in the program.
If disruption continues during the unsupervised session, the player is removed from the program with no refund.
If Behaviour Does Not Improve:
The player is removed from the program with no refund.
This ensures a positive and safe experience for all players.
4. Documentation
All incidents (missing child, medical emergency, behaviour) require completion of the Incident Report Form, accessible here
Forms should be stored in the Incident Management Register and any further actions should be documented in the following folders:
Initial Incident Report Forms
Behaviour Reports
Medical Emergency Reports
Missing/Absent Child Reports
Follow-up / Review Notes
5. Notes
All staff must remain calm, clear, and structured in managing incidents.
Safety and wellbeing of all players is the highest priority.
Staff should review incidents after completion to improve procedures and prevent recurrence.