INCIDENT REPORTING
When something goes wrong in a coaching session, what you do in the minutes and hours that follow matters as much as the initial response. This page sets out what must be reported, when, how, and why — with an inline reporting form you can complete and submit directly to ADAPT.
Why incident reporting matters
Incident reporting is not about blame. It is about professional accountability, informed improvement, and protection — for the participant, for the coach, and for the community. A written record made promptly after an incident is the most accurate and reliable account you will ever have of what happened. Over time, it becomes less accurate, not more. Write it down as soon as possible.
Incident records also form the evidence base from which you review and improve your practice, your risk assessments, and your session design. A near-miss that goes unrecorded is an opportunity to learn that is simply thrown away.
Every ADAPT-certified coach has a professional obligation to record incidents accurately and honestly. This applies whether you are employed by an organisation or working independently. If an incident occurs on an ADAPT course — as a Tutor, co-Tutor, or assessment assistant — it must also be reported to ADAPT Qualifications directly.
What must be reported
The following categories of incident require a written record. Reports to ADAPT are required for incidents occurring on or in connection with an ADAPT course. All other incidents should be recorded in your own professional log and reported to your host organisation.
🚑 Physical injury requiring medical attention Report to ADAPT
Any injury to a participant or coach that requires first aid treatment, referral to a medical professional, or emergency services attendance. This includes fractures, suspected concussion, dislocations, lacerations requiring suturing, or any injury resulting in a participant being unable to continue the session.
⚠️ Near-miss incidents Report to ADAPT
Any event that did not result in injury but had the clear potential to do so. A participant falling from an unintended height. Equipment failure that could have caused injury. An environmental hazard that was not identified in the risk assessment and was encountered during the session.
🛡 Safeguarding concerns Report to ADAPT + Authorities
Any concern, disclosure, or incident related to the welfare of a child, young person, or adult at risk. See ADAPT's Safeguarding page for specific reporting guidance and statutory reporting obligations. Safeguarding concerns must be reported to appropriate authorities — not only to ADAPT.
🤕 Minor injuries and first aid treatment Own records
Minor injuries that are treated with first aid on site and do not require medical referral — sprains managed with PRICE protocol, minor cuts, bruising. These should be recorded in your own session log and reported to your host organisation if applicable. Report to ADAPT if they occur on a course day.
📋 Equipment or venue failures Own records
Equipment that fails, breaks, or is found to be unsafe during a session. Venue hazards encountered that were not present on the risk assessment. These should be recorded and communicated to the venue operator, and the risk assessment should be updated accordingly.
💬 Behavioural incidents Own records / ADAPT if on course
Significant behavioural incidents — including bullying, aggressive behaviour, or persistent disregard for safety instructions — that required formal intervention during a session. Record the incident, the intervention, and the outcome.
Immediate response: what to do first
Make the area safe
Stop the activity immediately. Ensure other participants are supervised and clear of the injured person. Do not move the injured person unless they are in immediate danger.
Assess and respond
Apply first aid within the scope of your training. Call 999 (UK) or local emergency services for any suspected fracture, concussion, loss of consciousness, spinal injury, or incident of uncertain severity. When in doubt, call.
Contact the person's emergency contact
For participants under 18, contact the parent or guardian immediately — regardless of injury severity. Have emergency contact details accessible at all times. For adult participants, use your judgement on urgency.
Document while memory is fresh
As soon as the immediate situation is managed, record what happened. Do not wait until later. Your account will be most accurate in the immediate aftermath. Use the form below or your own written record.
Report to ADAPT (if on a course)
All incidents occurring on or in connection with an ADAPT course must be reported to ADAPT Qualifications within 24 hours. Email info@adaptqualifications.com with your completed incident form attached.
Review and improve
After the immediate incident has been managed, review what happened. Was the risk in your assessment? If not, update it. Was a control inadequate? What would you change? Write this down. This is the step that turns an incident into professional development.
Incident Report Form
Complete this form as soon as possible after any incident. For incidents on ADAPT courses, email your completed form to info@adaptqualifications.com with the subject line "Incident Report — [Your Name] — [Date]" within 24 hours.
ADAPT Incident Report Form
Complete all sections. Be factual, specific, and use your own words. Do not speculate about causes or assign blame — record what you observed.