Incident Management Policy

1. Purpose

The purpose of this policy is to ensure that all incidents involving the Gympie Hammers Rugby Union Club are managed promptly, safely, and consistently, with a focus on protecting the wellbeing of players, volunteers, and the wider community.

This policy supports the Club’s commitment to:

• Child safety and wellbeing
• Duty of care obligations
• Risk management and continuous improvement
• Compliance with Queensland Child Safe Standards and relevant legislation

2. Scope

This policy applies to all:

• Players (junior and senior)
• Coaches, volunteers, and committee members
• Parents, spectators, and visitors
• Activities conducted at Albert Park or any Club-related venue

3. Definition of an Incident

An incident is any event that results in, or has the potential to result in:

• Injury or illness
• Harm to a child or vulnerable person
• Property damage or loss
• Unsafe behaviour or breach of conduct
• Environmental or weather-related risk
• Security concerns (e.g. unauthorised persons, theft)

4. Types of Incidents

Incidents may include (but are not limited to):

• Player injuries during training or games
• Medical emergencies
• Child safety concerns or disclosures
• Aggressive or inappropriate behaviour
• Damage to equipment or facilities
• Theft or vandalism
• Extreme weather events or flooding
• Incidents involving members of the public

5. Guiding Principles

• Safety First: The immediate safety of individuals is the priority
• Child-Centred Approach: All decisions prioritise the wellbeing of children
• Timely Response: Incidents must be reported and acted on quickly
• Confidentiality: Information is handled sensitively and appropriately
• Accountability: Clear roles ensure responsibility is understood
• Continuous Improvement: Learn from incidents to prevent recurrence

6. Roles and Responsibilities

All Members, Volunteers & Coaches

• Take immediate action if an incident occurs
• Provide first aid or seek assistance where required
• Report all incidents promptly
• Record factual information only

Team Managers / Coaches

• Ensure immediate care of injured or affected persons
• Notify the Club President or Committee Member
• Assist with documentation of the incident

Child Safety Officer

• Manage all child safety-related incidents
• Follow reporting obligations to external authorities
• Maintain confidentiality and records

Club President

• Oversee incident response and escalation
• Ensure compliance with reporting obligations
• Liaise with governing bodies (e.g. Rugby Australia, SCRU)
• Ensure incidents are recorded and reviewed

7. Incident Response Procedure

Step 1 – Ensure Immediate Safety

• Provide first aid or call emergency services (000) if required
• Remove individuals from danger where safe to do so
• Stop play or activity if necessary

Step 2 – Report the Incident

• Notify a Coach, Team Manager, Committee Member, or President immediately
• For child safety concerns, report directly to the Child Safety Officer

Step 3 – Record the Incident

• Complete an Incident Report Form including:
  • Date, time, and location
  • People involved
  • Description of the incident
  • Actions taken
• Submit to the Club within 24 hours

Step 4 – Escalate if Required

• Emergency: Call 000
• Child Safety: Notify relevant authorities (Child Safety Services / Police)
• Serious Injury or Insurance: Notify insurer / Rugby Australia

Step 5 – Follow-Up

• Monitor wellbeing of affected individuals
• Communicate with parents/guardians where appropriate
• Review incident and implement improvements

8. Incident Classification

9. Record Keeping

• All incidents must be recorded in the Incident Register
• Records must be:
  • Accurate and factual
  • Stored securely
  • Accessible only to authorised personnel

10. Communication

• Parents/guardians must be informed of incidents involving children
• Media or public communication must be managed by the President only
• Confidentiality must always be maintained

11. Environmental & Site-Specific Considerations

Given the Club operates in an open public facility (Albert Park):

• Be aware of public access risks
• Monitor for unauthorised persons or hazards
• Suspend activities during unsafe weather or flooding risk
• Ensure safe use of shared facilities (canteen, changerooms)

12. Training & Awareness

• All volunteers and coaches will receive:
  • Incident response guidance
  • First aid awareness
  • Child safety training
• This policy will be shared with all members

13. Review

This policy will be:

• Reviewed annually
• Updated following any major incident
• Adjusted to meet legislative or operational changes

Last updated: January 2026