MKP UK&I Serious Incident Reporting Policy
MKP UK&I is committed to maintaining the highest standards of integrity, transparency, and accountability in all aspects of its operations. As part of this commitment, it is essential to establish clear procedures for the reporting and handling of serious incidents.
Purpose
The purpose of this policy is to outline the procedures for the reporting, recording, and management of serious incidents within MKP UK&I. Serious incidents are those which have, or could have, a significant impact on the charity's beneficiaries, assets, reputation, or operations.
1. Reporting Responsibilities
a. Duty to Report
All staff members, volunteers, trustees, and contractors have a duty to report any incident that meets the criteria of a serious incident as outlined in this policy.
b. Reporting Procedure
All reports of serious incidents must be documented in writing using the Serious Incident Report Form (Appendix A). This form should capture relevant details such as the nature of the incident, date, time, individuals involved, and any immediate actions taken.
2. Definition of Serious Incidents
Serious incidents include, but are not limited to: Financial irregularities, such as fraud, theft, or embezzlement. Safeguarding concerns involving training participants, staff, contractor, volunteers, or other stakeholders. Breaches of the law or regulations. Loss of, or damage to, charity assets. Threats to the health and safety of individuals associated with the charity. Reputational damage or media scrutiny that could harm the charity's standing.
3. Reporting Process
a. Initial Reporting
Upon discovery or awareness of a serious incident, the individual involved must report it immediately to the leader of the event and/or subsequently to the Development and Outreach Director. If the incident involves that person, it should be reported to the chair of the trustee board.
b. Documentation
Any serious incident on a training weekend is prepared by the training leaders on that weekend and sent to the Operations Committee via the Training Manager. Serious Incident Reports are stored in a dedicated folder accessible by the Operations Team and Trustees.
c. Escalation
Once a serious incident is reported, the Operations Team will assess the severity and determine the appropriate course of action. This may involve escalating the matter to the board of trustees, external authorities, or legal counsel, as necessary.
d. Investigation
Following the initial report, a thorough investigation will be conducted to determine the root cause of the incident, identify any contributing factors, and implement corrective actions to prevent recurrence.
e. Reporting to Regulators
Where required by law or regulation, MKP UK&I will promptly report serious incidents to the appropriate regulatory bodies, such as the Charity Commission for England and Wales.
4. Confidentiality & Whistleblowing
All reports of serious incidents will be handled with the utmost confidentiality. Individuals who report incidents in good faith will be protected from retaliation under MKP UK&I's Whistle Blowers Policy
5. Review and Monitoring
Incident reports and the outcomes of investigations will be monitored to identify trends, areas for improvement, and opportunities for preventative action.
6. Training and Awareness
This policy and all others will be available on the MKP UK&I website for all staff, contractors, volunteers, and trustees to consult. Staff and volunteer briefings take place on all trainings and they commit to upholding the relevant policies keeping people safe.
7. Conclusion
MKP UK&I is committed to maintaining the highest standards of governance and accountability. By adhering to this policy and procedures, we aim to promptly identify, address, and learn from serious incidents to safeguard the interests of the participants in our events, and our staff, contractors, volunteers and trustees.
