Important Considerations for Accident/Incident Reporting
Your school or district should have procedures in place to follow if an accident/incident happens. Collecting as much information as possible immediately afterward is critical, and it will be useful if a claim is filed.
- Complete an accident/incident report. Staff should be as detailed as possible in the report to give a complete picture of what happened. The report should include details regarding the environmental conditions, such as slippery floor, inadequate lighting, etc.
- Obtain names, contact information, and statements from everyone that was present. What seems like a simple matter could become complex because stories could change over time.
- Secure photos and video recordings of the area after an accident/incident.
For example, imagine a slip and fall outside of the school building or in your entranceway.- Having photos/video of the school's maintenance and what the exact conditions were like at the time of the incident can save a lot of time and effort when dealing with conflicting statements. Installing 24-hour security cameras is suggested.
- If you do not have photos/video, it can be helpful to have written documentation from staff describing what steps had been taken to clear the area before the incident.
- Allegations of negligence against the school could be difficult to defend if you do not have photos/video or documentation to support that proper maintenance was done.
Accident/incident reports shouldn't just be for reporting claims.
Based on your school's volume of accident/incident reports, quarterly reviews, at minimum, are suggested to help identify trends and make recommendations for corrective action. Corrective action can include immediate and long-term actions such as employee training or preventive maintenance on equipment, engineering changes that make the task safer, or administrative changes that might include enhancing the way the task is performed.
While it may be apparent that some accidents/incidents will need to be reported right away, there may be situations in which you are unsure how to proceed. Err on the side of caution and "over report." This will allow Utica National's Claims team to determine what warrants full handling as opposed to investigation only – or the need to simply file for reporting purposes only.
Basic tips for what types of accidents/incidents to report:
- Any injury that may require follow-up treatment beyond a check-up. Typical sports/physical education injuries do not necessarily apply.
- Injuries/incidents that result in follow-up calls/threats of legal action.
- Instances of damage to third-party property in which it may be alleged the school was negligent.
- Situations where there is a chance an employee did something wrong and an injury or property damage resulted.
- Situations where it does not appear anyone did anything wrong, but the injury or property damage was severe.
- Notice of claims should be reported, as well as summons and complaints, other legal documents, and claims that might be covered under your School District and Educators Legal Liability Coverage (SDELL) endorsement – such as relating to an individualized Education Program (IEP), violations of someone's civil rights, discrimination, etc.
- Situations where someone is seeking monetary damages from the school.
Sources:
New York State Education Department. School Safety and Educational Climate (SSEC). https://www.nysed.gov/student-support-services/school-safety-and-educational-climate-ssec. Accessed August 13, 2026.
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