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Reporting Accidents to the Local Authority

Where the local authority is the employer (eg ESC’s, Community, VC and special schools) all incidents to employees (no matter how minor in nature) must be reported to the LA using its accident or violent incident form within 10 days of the event.

Minor incidents involving pupils (ie those requiring no or nominal first aid treatment) may simply be recorded in the school's own accident book. However more serious pupil accidents and dangerous occurrences must also be reported to the local authority within 10 days of the event.

See Accident Reporting Flowchart for further details.


Online Incident Reporting

The reporting of accidents and violent incidents to the LA should be done online via Solero.


Access Solero

On logging into Solero with your school number and password you’ll see 3 new links are now available

  • Incident – Add Accident Report
  • Incident - Add violent Incident
  • Incident - Accident / violent incident reports review

There are 3 stages to reporting incidents online

Stage 1  Entering details of the incident
  • Select the correct online form for the type of incident ( accident or violent incident) that happened;
  • Complete the form in full and then click ‘submit’;
  • The incident will then be allocated a reference number and give you the option to print the report , return to Solero or add another incident;
  • Tell the manager responsible for carrying out the investigation that you have completed the form (input their details and email address at the end of the form in the 'line managers details section), they will then be able to review the online form and input details of the investigation. N.B. an email notification can also be sent to the relevant line manager whilst completing the form .


Stage 2  Reviewing an incident

Conducted by the headteacher / manager responsible for carrying out the investigation.

On receiving notification that an incident form has been completed, log into Solero and select the ‘Review an online accident or violent incident report’ link.

You’ll then be able to review the data already inputted for accuracy and add further details of your investigation in the space provided prior to printing / saving an electronic copy for retention locally.


Stage 3 H&S Officer comments

Following a report to the Local Authority, an H&S Officer will review the incident report and add their initials and date reviewed in the comments section of the form.

A RAG system (red, amber and green) is used as follows by H&S officers to categorise incidents.

Red - All incidents are initially indicated as red until reviewed by an H&S officer, after review they will remain red if H&S do not want these to be closed on the system.

Amber - Indicates H&S officers are waiting on further information from the school, such as the incident being reviewed by the head / manager, a RIDDOR number, additional investigation data etc.

Green - Indicates the officer is satisfied with the data provided, there is no follow-up required and it can be closed on the database.

All incident reports will remain on the front section of the system database and thus visible to the school for a minimum of 10 days, during which time it can be amended by the school as required, If no additional information is required by H&S then after 10 days have elapsed the incident form will be closed and entered into the recording system, After which any subsequent changes required can only be undertaken by a H&S officer.


Help with Completing the Online Forms

Guidance notes to answer any questions you may have about completing the form online are available here.

Online Reporting Guidance

If you need any additional help, please contact the Health and Safety team, who will be happy to assist with your query. Tel 01992 556478