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Incident Notification Guildlines

Swimming, Diving, Artistic Swimming , Water Polo, Education
National, Performance

It is important that all incidents that may give rise to a claim are reported to us as soon as possible after the event. This will enable Insurers to carry out investigations at an early stage whilst information relating to the claim remains fresh in the mind. This will also ensure that you are complying fully with your policy terms and conditions.Additionally you are also required to comply with the amendments to the Ministry of Justice procedures which came into effect on 31st July 2013. These require disclosure of insurance details within 24 hours of contact by Third Party solicitors following an injury where you may be liable. Failure to comply with the revised procedures will result in a sharp increase in costs.

In order to achieve this, we ask that you notify us immediately of any incident that involves:-

  • a fatal accident.
  • an injury involving either referral to or actual hospital treatment.
  • any allegations of libel/slander.
  • any allegations of Professional Negligence i.e. arising out of tuition, coaching or advice given.
  • any investigation under any child protection legislation or circumstances which trigger your Safeguarding Procedures
  • any circumstance involving damage to third party property.
  • all incidents connected with the activity of diving

An injury is defined as:-

  • any head injury that requires medical treatment [Doctor or Hospital.]
  • any fracture other than to fingers, thumbs or toes.
  • any amputation, dislocation of the shoulder, hip, knee or spine.
  • loss of sight [whether temporary or permanent.]
  • any injury resulting from electrical shock or burn, leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours.
  • any other injury leading to hypothermia, heat induced illness or to unconsciousness which requires resuscitation or admittance to hospital for more than 24 hours.
  • loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent.

Please note the above list is not exhaustive and if you are unsure as to whether an incident should be reported, then please do not hesitate to contact Perkins Slade Claims Department for further advice.We would remind you that in NO circumstances should you admit liability or agree to pay for any damage caused as this may prejudice the position of Insurers and COULD result in the withdrawal of any indemnity.

Finally, please note that this is a Liability Policy where Insurers decide if negligence attaches to you. Therefore any payments you make to any third parties will not necessarily be reimbursed.


We would recommend that a designated person within your organisation is made responsible to record any reportable accident. Records must be kept for at least 6 years and significantly longer where the incident involves a minor as they have up to the age of 18 plus 3 years to make a claim. Names and addresses of any possible witnesses should also be recorded.Current legislation does not specify the format of an accident register but the Accident Book BI 510 obtainable from HMSO is frequently used and is approved by the Information Commissioner for D&A Compliance.

The register must contain the following information relating to all reportable accidents or dangerous occurrences:

  • date and time of accident
  • as regards a person at work - full name; occupation; nature of injury; age
  • as regards a person not at work - full name; status [e.g. customer]; nature of injury; age
  • place where accident occurred
  • a brief description of the circumstances
  • method by which the event was reported.


You may also have obligations under the RIDDOR 95 regulations to report incidents to the HSE. For further information and to obtain a copy of the “RIDDOR explained” leaflet log onto the HSE website