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Reporting Incidents & Disclosures

All allegations, complaints or suspicions of abuse should be recorded as close as possible to the time of the incident. Details of incidents should be recorded in as much detail, and as accurately as possible. Any disclosures of abuse being made by children and young people should be a reflection of what was actually said. Do not try to interpret any of the information – just record what was said or witnessed.

It is important to reassure a child making a disclosure that they are doing the right thing by telling you, and that what has happened to them is not their fault. You must not promise to keep what they have told you a secret – instead explain that you need to share what they have told you with someone who can help. and that Further advice on responding to a disclosure by a child or young person can be found on the NSPCC website.

You should record details of the incident using the template form provided, and capture the following information:

  • Name & role of person completing the form
  • Group, district and/or activity

Details of the individual(s) involved

  • Name
  • Address
  • Contact number
  • Date of birth (or age)
  • Gender
  • Any other relevant details (e.g. disabilities faith, ethnicity)

Details of parent(s)/carer(s)

  • Name
  • Address
  • Contact number
  • Email

Details of any witnesses to the incident

  • Name
  • Address
  • Contact number
  • Email

About the incident/disclosure

  • Date & time
  • Location
  • What happened?
  • What action was taken?
  • Are any other young people potentially at risk?
  • Any other relevant information

Do not interpret information – use the same language used by the young person. Are you reporting your concerns or those reported by someone else? If no action was taken, explain why.

Who you reported the incident to

  • Within Woodcraft Folk
  • Other agencies
  • Parents/carers

Once completed the form should be shared with your Local Safeguarding Lead and kept securely, in accordance with Woodcraft Folk’s data storage policy.

Further guidance is available from Woodcraft Folk’s lead safeguarding officer, Owen Sedgwick-Jell (, 020 8126 8307), or from:

  • Your Local Safeguarding Lead
  • Your local Safeguarding Children Partnership or Local Authority Designated Officer
  • NSPCC (0808 800 5000)

Approval Date: August 2021

Review Date: August 2023


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