Documentation and Reporting

This section of the Toolkit provides guidance on documenting and reporting incidents related to challenging inappropriate behaviour. It contains forms and checklists that FRS may wish to adopt. It also emphasises the importance of maintaining confidentiality and following relevant FRS policies as well as details on reporting incidents. 

Guidance on documenting incidents 

By following these guidelines for documenting incidents related to inappropriate behaviour and using forms and checklists for consistent documentation, FRS can ensure transparency, accountability and compliance with relevant policies and regulations. This approach also helps to enable effective communication, analysis and resolution of inappropriate behaviour. Ultimately, this will lead to a more inclusive, safer and supportive work environment.  

  1. Timeliness: 
    • Document incidents promptly after they occur to ensure accuracy and detail  
    • Include relevant dates, times and locations to provide context and enable follow-up actions 
  2. Objective description: 
    • Provide an objective description of the incident, focusing on observable behaviours rather than subjective interpretations 
    • Include specific details such as actions taken, statements made, and individuals involved  
  3. Impact assessment: 
    • Assess the impact of the inappropriate behaviour on individuals, teams and organisational objectives 
    • Document any injuries, property damage or disruptions to operations resulting from the incident 
  4. Contributing factors:  
    • Identify contributing factors that may have influenced the behaviour, such as environmental stressors, interpersonal conflicts or underlying mental health issues  
    • Document any relevant background information or patterns of behaviour leading up to the incident 

Forms and checklists for consistent documentation 

Incident report form

This is a form for documenting incidents of inappropriate behaviour, including fields for date, time, location, description of the incident, individuals involved and any corrective actions taken.   

Ensure the form is easily accessible and user-friendly, with clear instructions for completion.  

Behavioural Incident Checklist

This is a checklist outlining key steps to follow when documenting incidents of inappropriate behaviour. They include gathering witness statements, assessing the impact of the behaviour and identifying potential risk factors.   

Use the checklist as a guide to ensure thorough and consistent documentation across different incidents.  

Importance of maintaining confidentiality and adhering to relevant policies 

Confidentiality

Stress the importance of maintaining confidentiality when documenting incidents of inappropriate behaviour, particularly when sensitive information is involved. Ensure that access to documentation is restricted to authorised employees only, in accordance with data protection regulations and organisational policies. 

Policy Adherance

Remind employees of the importance of adhering to relevant FRS policies and procedures when documenting inappropriate behaviour incidents, such as those related to data protection, privacy and disciplinary actions. Provide training and support to ensure everyone understands their responsibilities and obligations when documenting incidents.  

Legal Compliance

Highlight the legal implications of inaccurate or incomplete documentation, emphasising the importance of ensuring records are thorough, accurate and compliant with legal requirements. Encourage colleagues to seek guidance from legal or HR professionals when in doubt about documentation practices.  

Reporting

This section of the Toolkit gives some good–practice suggestions that have been adopted by many FRS.  

Raising a general concern

All FRS should encourage all employees to raise any general concerns in a constructive way through open communication with their line managers. If employees wish to raise a general concern, they are encouraged to first discuss this informally with their line manager or a member of HR.  

Confidential Hotlne

A confidential, external reporting service provides a professional, independent means for employees to report any concerns relating to workplace matters (including inappropriate behaviour, bullying and harassment). Such services are normally available through a website or by telephone. This reporting mechanism enables the FRS to engage directly with complainants, even if the latter choose to remain anonymous, and address the concerns raised.  

Whistleblowing

Employees can raise a concern through their specific FRS whistleblowing procedures. More information on whistleblowing can be found on the GOV.UK website

Safeguarding

Safeguarding should be integrated into all areas of FRS delivery with a consistent approach. It is the responsibility of all staff, volunteers and leaders to identify and embed safeguarding principles into all the work the FRS undertake.  

Clear knowledge and understanding of safeguarding throughout the FRS, coupled with decisive, informed action, help create an effective safeguarding culture. This culture enables the FRS to promote safer communities while respecting the dignity, privacy and confidentiality of individuals.  

There will be occasions when staff identify safeguarding concerns in the course of their duties. The process for making a safeguarding referral is based on observation and professional judgement. The perceived immediate risk to the individual concerned will determine the level of referral, response by statutory agencies and immediate actions of the person making the referral.  

The safeguarding lead and the head of HR work closely together on safeguarding matters relating to FRS employees.  

For more information, refer to NFCC Safeguarding.