Incident Response Guidance

The following guidance is offered as a supplement to existing incident response protocols for colleges and units sponsoring youth activities. The information provided below is not intended to replace or supersede existing policies and procedures, nor is it inclusive of all types of incidents or emergencies. For consultation or assistance with developing emergency management plans, contact OSU's Emergency Management Office at [email protected] or call 541-737-4713 (non-emergency).

In general, incidents can be categorized as 'low risk' or 'high risk.'

A Low Risk Incident is one where the impact to an individual or group is both minor and temporary. Low risk incidents are not caused by a hazard or unsafe condition in the environment.

• Recommended response to low risk incidents: document internally (e.g., incident log)

A High Risk Incident originates from a hazard or unsafe condition in the program or the environment. The incident poses a serious risk to an individual or group. This may also include a “near miss,” (i.e., a hazard that if not addressed could cause harm in the future).

• Recommended response to high risk incidents: report to relevant authority and document internally (report plus incident log).

Low Risk Incidents

• Minor injuries, such as scrapes, bumps or bruises to the body that do not require medical attention beyond basic first aid and are not the result of an unsafe condition or hazard in the program environment.

• Non-communicable illnesses that result in a youth needing to sit out of an activity or be sent home for the day.

• Behavioral problems or verbal conflicts between youth participants that necessitate adult intervention.

• Grievances, complaints or alterations involving parents, guardians or guests of youth participants, where there is no reasonable concern of discrimination, harassment, bullying or retaliation.

• Other incidents* at the discretion of the program leader that do not rise to the level of a high risk incident.

* When in doubt, treat an incident as “high risk.”

High Risk Incidents

• Major injuries of youth participant(s), employees or volunteers that require professional medical attention or injuries that are caused by unsafe conditions or hazards in the program environment, including injuries that are the result of employee or volunteer action or inaction.
  • Report to: 9-1-1 if emergency; also report internally via Public Incident Reporting Form.

• An instance or allegation of child abuse, including physical, emotional or sexual abuse, sexual misconduct or exploitation against any minor by a current employee, volunteer or another youth participant, or knowledge of any such instance by a former employee, volunteer or participant.
  • Report to: DHS (1-855-503-7233) or law enforcement (9-1-1 if emergency); also report internally via Mandatory Reporting of Child Abuse & Neglect Form.

• A threat of serious harm to self or others, and anything with potential to escalate and require intervention by emergency services or law enforcement (e.g., missing child, safety concerns).
  • Report to: 9-1-1 if emergency; on-campus non-emergency to Department of Public Safety Dispatch (541-737-3010).

• A known or suspected felony-level criminal offense or Clery Act Crime committed at a program site or university sponsored activity.
  • Report to: 9-1-1 if emergency; on-campus non-emergency to Department of Public Safety Dispatch (541-737-3010) and submit a CSA Crime Reporting Form, if applicable based on crime.

• Actions affecting participation in or access to programs or services, such as termination or withdrawal of any youth participant(s), employees or volunteers, that may raise reasonable concerns of discrimination, harassment, bullying or retaliation.
  • Report to: Office of Equal Opportunity and Access (541-737-3556).

• Negative media that could compromise the reputation of the university or its programs.
  • Report to: Responsible Executive (VP, Dean or Director), plus University Relations and Marketing (541-737-3808).

General Roles and Responsibilities Related to Incident Response - for OSU Youth Programs

** Certain investigations (Clery Act, Title IX, HR, Mandatory Reporting) will engage additional investigators