Incident Reporting Log Policy

Policy (Operational): Incident Report Log

This policy is effective as of November 14, 2009

Purpose

This policy is designed to shield Bike Edmonton from potential liability problems, track potential organizational problems, and provide information in transition periods.

Philosophy

By maintaining incident reports, Bike Edmonton will be able to address concerns in a timely fashion, ensuring that Bike Edmonton and other Bike Edmonton-sanctioned events continue to be well-reputed, safe, and welcoming to all individuals including Bike Edmonton staff, Bike Edmonton members, and the general public. By creating a safe, welcoming, and well-organized environment, Bike Edmonton will be better positioned to achieve its vision and mission.

Policy

1. All incidents in Bike Edmonton, on Bike Edmonton property, or those related to Bike Edmonton's participation in community events which are deemed to be of concern, must be documented by Bike Edmonton staff or a member of the Board of Directors in the incident log.
2. All Bike Edmonton members and members of the public are encouraged to complete incident reports, but their completion is not mandatory.
3. Incident Reports shall include the following:

   a. what should they include??? name, date, incident, location, etc?

4. Who can view reports? Are they confidential? Can only the board read them? What do you think?

Definitions

Incidents of concern are any incident which a reasonable person would deem dangerous, illegal, or inappropriate, including, but not limited to: conflicts between Bike Edmonton volunteers or staff and members of the public; injuries; significant loss or destruction of property; trespassing; unattended children in Bike Edmonton workshops; theft; violence; and, banishments.

Scope

This policy applies to all Bike Edmonton members.

Exceptions

If an incident cannot be entered into the incident report log for reasons of sensitivity or privacy, as determined by the reporter, it should be brought to the attention of the Bike Edmonton Board of Directors at the next possible board meeting, as an in camera item.

Implementation and Monitoring

The Executive Director or Executive Director's delegate is responsible for the creation and maintenance of incident report log files. File will be stored in accordance with the Document Storage Policy.