Attachment A - Child Incident Reporting Policy.pdf

ATTACHMENT A 
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a 
 
 
Child Incident Reporting 
POLICY NUMBER:  
B25 - 10 
Health and Safety 
Information Memorandum 
ACF-OHS-IM-24-06 
The Policy Council approved on 
The Governing Board approved on 
EFFECTIVE DATE:  
 
 
 
Purpose 
To ensure the health and safety of children in Head Start-funded settings by 
establishing clear procedures for reporting significant incidents and violations of the 
Standards of Conduct in accordance with ACF-OHS-IM-24-06. 
 
Policy Statement 
All Education Service Providers (ESP), city staff, contractors, and volunteers must 
report any significant incident that affects the health or safety of a child in a Head Start-
funded setting. This includes any violation of the Standards of Conduct. Timely and 
accurate reporting is required to ensure compliance with federal regulations and to 
support continuous quality improvement. 
 
Definitions 
• 
Reportable Incident: Any event that affects the health or safety of a child and 
occurs in a setting where Head Start services are provided. 
• 
Head Start-Funded Setting: Any location where services are fully or partially 
funded by a Head Start grant, including classrooms, bathrooms, playgrounds, 
facility parking lots, program-approved transportation, and excursions. 
• 
Involved Parties: A child receiving Head Start services, or a staff member, 
contractor, or volunteer participating in a Head Start funded setting. 
 
 
 
CITY OF PHOENIX 
Human Services Department 
Education Division

ATTACHMENT A 
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Reporting Requirements 
 
Immediate Notification 
• The ESP must notify the Deputy Human Services Director or Quality Assurance 
Manager via phone or text within 24 business hours of the incident or violation. 
Written Notification 
• The ESP must submit a written email report to the Deputy Director and Quality 
Assurance Manager within 24 business hours of the incident. 
• The Quality Assurance Manager will upload the email to the incident report. 
ChildPlus Documentation 
• The teacher or designee must enter the incident into ChildPlus within 48 hours of 
the event. 
• All required fields must be completed, and the report must be signed by the ESP 
Director. 
Investigation and Final Report 
• A thorough investigation must be conducted by the ESP. 
• A final report must be submitted within seven (7) business days of the incident. 
The report must include: 
• A description of how the incident occurred 
• Identification of all involved parties 
• Any disciplinary actions taken 
• Preventive measures to avoid recurrence 
 
City Responsibilities 
• The City of Phoenix will determine whether an incident is reportable under ACF-
OHS-IM-24-06. 
• If deemed reportable, the City will submit the incident report to the Southwest 
Region Program Specialist within seven (7) calendar days of the incident. 
 
Training Requirements 
• 
All classroom and administrative staff, including city and provider personnel, 
must complete annual training on: 
• 
Child Incident Reporting Procedures 
• 
Standards of Conduct