Incident Reporting
Summary
Spacious Skies Campgrounds defines a significant incident as any event where there has been reported property damage or injury to a person. To ensure we are limiting our risk and exposure, these incidents must be reported promptly following the Incident Reporting process outlined below.
Examples of Significant Incident
Damage to any company or customer owned property.
Personal Injury
When Should an Incident Report Be Completed
Anytime a guest reports damage to their property
Anytime a guest or employee reports an injury
Property damage sustained from a natural event
Anytime we witness damage to our property
Any Time First Responders are called to the property
Ambulance
Fire Department
Police
NOTE: All incident reports must be completed by a company representative. At no time should an incident report be given to a customer for completion.
Timeline For Reporting
General Managers should notify their Regional Director of Operations as soon as they become aware of an incident
Incident Reports must be completed and submitted within 24 hours
All employee injuries must be reported to the immediate Supervisor who then notifies the Spacious Skies Human Resources Department
Supervisor immediately notifies the Regional Director of Operations
Regional Director of Operations immediately notifies the Chief Executive Officer, Director of Operations and the President by e-mail.
Back-Up Documentation
All incident reports must contain the following:
Photos of alleged damage or injuries being reported
Photos of area(s) where alleged damage or injury occurred
Handwritten and signed statements from all parties who witnessed the alleged incident
Details of Incident
Time and Date reported to the Property
Name of company representative taking the report
Date and time of alleged incident
Name and full contact information of individual making the report
Names and contact information of all witnesses
Written and signed statement of events from the individual making the report
Written and signed statements from all witnesses.
Weather Conditions
Clear, concise statement of events detailing information on when report was received and description of the alleged incident.
When applicable; name of Department for First Responders who were called to the site
Report numbers issued by first responders
Copies of all first responder reports
If transported to a medical facility - Facility Information including:
Name, address and phone number of the facility
Incident Descriptions
Incident descriptions should be factual and free of any emotions or opinions. All reports must contain the following:
Dates and times
Of report receipt
Incident occurred
Names/Titles/Contact Information
Of company representative who was notified of incident
Of individual who made the report
Of any individuals involved in or witness to the incident
Location of the incident
Weather conditions, when applicable
The word “alleged.” Unless the person preparing the report was a witness to the situation, the incident is being alleged by the person providing the information to us.
Example: “On Tuesday, April 24, 2024, at approximately 2:00pm, I, Joe Smith, General Manager of Spacious Skies Newly Acquired Park, received a call from Sally Jones, seasonal guest at site #123. Ms. Jones alleged that on Monday, April 23, 2024 at approximately 10:00 pm she was walking through the campground and tripped on a large rock near the playground located near site #154. Ms. Jones further alleged that this fall resulted in a sprained ankle. Ms. Jones indicated that there were no witnesses to this incident and was notifying us so that we could ensure we removed the rock. I asked Ms. Jones if she had sought medical attention. She stated that she had not nor was she planning to. It should be noted that on the night of the alleged incident the weather was clear, and conditions were dry all day long.”
Incident Report Delivery
General Manager prepares the incident report and gathers all supporting documents
General Manager emails the incident report package to the RDO
Regional Director of Operations reviews incident report package and confirms that all information has been provided
Regional Director of Operations uploads a copy of the incident report package into SharePoint providing the President and Chief Executive Officer a link to the folder via email.
The President will work with the insurance company to determine if a claim needs to be filed
NOTE: Completed incident reports are internal documents and should not be printed or provided to the guest involved in the incident. These reports are intended for internal documentation, investigation, and legal protection purposes. Sharing completed forms with guests could expose the company to liability or compromise internal processes. If a guest requests a copy, kindly inform them that all incidents are documented and will be handled according to company procedures.
Incident Report Storage
HQ SharePoint Folder: Incident Reports
Operations
Incident Reports
Sub-Folder for each year
Sub-Folder for each individual incident identified by the Property Short Code Party Name and Date of Incident
Example: SSSO Jones 4.24.2024
NOTE: At no point should incident reports be stored on site or in an individual campground folder
Discussing the Incident
Follow-up questions: From guests regarding an incident should be sent to the Chief Operating Officer via the General Manager with a copy to the Regional Director of Operations and Director of Operations as necessary.
Cadence of Conversations: Discussions should be brief, succinct and not contain any admission of liability or promises to pay.
Attorney Involvement: If a guest indicates that they have engaged an attorney, any further conversation must stop immediately with the company representative explaining to the guest that their legal counsel must reach out to us so that we can provide them with our attorney’s contact information. The General Manager will notify their Regional Director of Operations, Chief Executive Officer and President immediately with this information.