About Safe Haven – A Ray of Hope

Serious Incident Reporting Policy and Procedures

1.Introduction

This policy sets out the procedures for identifying, reporting, and managing serious incidents at Safe Haven – A Ray of Hope, in accordance with Charity Commission guidance.

A serious incident is an adverse event that results in or risks significant harm to people, loss of charity assets, or damage to the charity’s reputation.

2. Purpose
  • To ensure all serious incidents are reported to the Charity Commission promptly.
  • To safeguard the charity’s beneficiaries, assets, staff, and reputation.
  • To support trustees in fulfilling their legal duties.
3. Definition of a Serious Incident

Examples include, but are not limited to:

  • Harm or abuse of a beneficiary, staff, or volunteer.
  • Loss or theft of funds or charity assets.
  • Fraud, cybercrime, or significant data breach.
  • Major governance issues, such as disputes among trustees.
  • Criminal behaviour involving charity personnel.
  • Major reputational damage or serious risk to the charity’s operations.
4. Responsibilities
  • All staff and volunteers are responsible for immediately reporting any actual or suspected serious incidents to a senior manager or trustee.
  • Trustees are responsible for assessing the incident and determining whether it should be reported to the Charity Commission.
  • The Chair of Trustees (or designated trustee) will lead the reporting process.
5. Reporting Procedure

Step 1: Immediate Notification

  • Any staff or volunteer who becomes aware of a serious incident must inform a senior manager or trustee immediately.

 

Step 2: Internal Assessment

  • The trustees will assess the nature, severity, and impact of the incident.
  • A decision will be made within 48 hours on whether it qualifies as a reportable serious incident.

 

Step 3: Reporting to the Charity Commission

  • If reportable, the trustees must complete and submit the online form available on the Charity Commission website.
  • The report must include details of the incident, how it was discovered, steps taken, and plans to prevent recurrence.

 

Step 4: Ongoing Updates

  • Further updates must be submitted to the Charity Commission as the situation develops.
  • The final outcome and resolution must be documented.
6. Record-Keeping
  • All serious incidents must be logged in the charity’s incident register.
  • The register must include the date, nature of the incident, actions taken, and reporting status.
  • Records must be retained for at least 6 years.
7. Confidentiality and Support
  • All incidents will be handled sensitively and confidentially.
  • The charity will provide appropriate support to individuals affected by the incident, including safeguarding support and counselling where needed.
8. Review and Learning
  • Each serious incident will be reviewed post-resolution to identify lessons learned.
  • The policy will be updated if required to reflect changes in practice or law.
9. Policy Review

This policy will be reviewed annually or following a serious incident that highlights the need for change.


Approved by:

Blessing Olalemi: May 30th

Kerry- Ann Batten: May 29

John Olalemi: May 30th

 

Last reviewed: May 30th 2025 | Next review: June 2026