Greater Hudson Valley Safety Page
Safeguarding youth has always been a top priority for Scouting America—it’s the foundation of everything we do. Supporting units in creating safer environments is the central mission of the Greater Hudson Valley Council’s Risk Management Committee.
Use the "Submit an Incident Report" button above to submit an incident. Utilize the below information when submitting a report:
- Step 1: Immediate Safety
- Step 2: Grasp the Full Situation
- Step 3: Document the Incident Thoroughly
- Step 4: Notify the Local Council
- Step 5: Follow Up with Care
If immediate assistance is needed in the handling of a sexual-abuse allegation, contact Scouts First Helpline: 1-844-SCOUTS1.
Step 1: Immediate Safety
When an incident occurs, the safety of everyone involved takes precedence. Follow these crucial steps:
- Conduct a rapid assessment to identify potential injuries or hazards.
- Provide first aid as needed and seek medical help promptly. If necessary, contact 911 immediately.
- If the situation warrants, move individuals to a safer area to mitigate immediate risks.
Step 2: Grasp the Full Situation
Understanding the incident in its entirety empowers you to respond effectively:
- Gather comprehensive information about what happened to establish a clear understanding.
- If minors are involved, inform parents and guardians of the situation promptly.
Step 3: Document the Incident Thoroughly
Accurate documentation is key to addressing incidents comprehensively:
- Collect all available information: document the who, what, when, where, and why. (Resource below: Incident Reporting: Gathering the Information)
- Construct a timeline that outlines the sequence of events leading up to and following the incident.
- Include the names of all individuals involved and detail the actions taken to address the situation.
- Enhance your documentation with photographs of the scene and witness statements.
Step 4: Notify the Local Council
Staying in touch with the local Council is crucial for transparency and proper record-keeping:
Step 5: Follow Up with Care
Continuing to provide support and care after the initial response is essential:
- Maintain open communication with the families of those affected by the incident.
- Address any questions or concerns they may have and ensure they feel supported throughout.
Incident Reporting: Gathering Information
When unexpected incidents occur in Scouting, swift and accurate reporting is essential to safeguard the safety and well-being of everyone involved. As a Unit, your responsibility is to promptly notify your council of any incident. Keep in mind that the objective is to furnish your Council with clear, concise, and accurate details regarding the incident.
To help streamline the information gathering process, here’s a 10-step guide to assist you in determining what details you should share with your council when reporting the incident. (The Incident Reporting Tools below are a valuable resource for gathering incident information within this 10-step guide.)
- Basic Information:
- Date and time of the incident.
- Location where the incident occurred (campsite, meeting place, etc.).
- Your name and contact information as the report filer.
- Nature of the Incident:
- Clearly define the incident type (accident, injury, illness, property damage, behavioral concern, etc.).
- Involved Individuals:
- Names and ages of all individuals involved (Scouts, leaders, volunteers, staff, etc.).
- Roles and positions within the BSA (Scout, Scoutmaster, adult leader, etc.).
- Contact information for those directly involved.
- Description of the Incident:
- Offer a detailed and factual account of the incident.
- Maintain objectivity and avoid speculation or assumptions.
- Describe any actions taken before, during, and after the incident.
- Witness Information:
- Names and contact information of witnesses who observed the incident.
- Their perspective on what they saw or heard.
- Injuries or Damage:
- Detail injuries, illnesses, or property damage sustained if applicable.
- Mention any medical treatment on-site or subsequent medical attention sought.
- Immediate Response:
- Outline immediate actions taken to address the situation or provide assistance.
- Note response times and outcomes if emergency services were involved.
- Contributing Factors:
- Identify factors that might have contributed to the incident (unsafe conditions, lack of supervision, equipment failure, etc.).
- Follow-Up Actions:
- Describe post-incident actions taken to ensure safety and well-being.
- Note any communications with parents or guardians of affected Scouts.
- Photos and Documentation:
- Attach incident scene photographs, images of injuries, or property damage if available.
- Include relevant documents such as incident forms, medical records, or witness statements.
Scouting America's Commitment to Safety is ongoing and we want you to know that the safety of our youth, volunteers, staff, and employees cannot be compromised. Scouting America puts the utmost importance on the safe and healthy environments for its youth membership. The Greater Hudson Valley Council takes great strides to ensure the safety of its youth as well as the adult volunteer leadership that interacts with them.
Health and safety must be integrated into everything we do, to the point that no injuries are acceptable beyond those that are readily treatable by Scout-rendered first aid.
The Scouting program, as contained in our handbooks and literature, integrates many safety features. However, no policy or procedure will replace the review and vigilance of trusted adults and leaders at the point of program execution.
Update To The Guide To Safe Scouting - Sept 2023
(Effective September 1, 2023)
All adults staying overnight in connection with a Scouting activity must be currently registered in an adult fee required position as listed or as an adult program participant. Limited exception below for Cub Scout overnight Programs.
See FAQ for list of adult fee required positions. Registration as a Merit Badge Counselor does not meet this requirement.
Cub Scout Programs – Overnight Exception: Cub Scout parents or legal guardians taking part in an overnight Cub Scout program with their own child or legal ward are not required to register as leaders. All adults must review the “How to Protect your Children from Child Abuse: A Parent’s Guide” that can be found in the front of each Cub Scout Handbook. In addition, the parent or legal guardian must be accompanied by a registered leader at any time they are with youth members other than their own child/ward. All other overnight adults must be currently registered in an adult fee required position.
Language change -
- Cub Scout pack unit coordinated camping is limited to no more than two consecutive nights.
Safety Moments
Safety Moments are exactly what the name implies. They are opportunities to prepare for a Scouting activity, review safety measures, or report incidents correctly. They keep Safety front of mind. An easy way to continually remind youth and adults to think about the possibility of injury, equipment damage, or preparation if something bad occurs.
Digital Safety
- Securing Virtual Meetings - From National
- National Youth Protection Guidelines -Digital and Online Safety
- Scouting At Home Resources from National
Safeguarding Youth Training
Safeguarding Youth Training (SYT) is designed to help you keep youth safe from abuse. During SYT, participants learn the Scouting America's Youth Protection Guidelines, signs of abuse, and how to report suspected abuse. This course must be completed by all registered adults, and is highly recommended for parents and other adults working with youth.
Scouts First Helpline
The protection of youth is the primary obligation of every individual involved in the Scouting America - including leaders, parents, members and professionals. Scouting America has been and will continue to be vigilant in its efforts to create barriers that help prevent abuse and to recognize and report child abuse regardless of where it occurs.
As part of the Scouting America's "Scouts First" approach to the protection and safety of youth, Scouting America has established 1-844-SCOUTS1 (844-726-8871) , a dedicated 24-hour helpline to receive reports of known or suspected abuse or behavior that might put a youth at risk.
The helpline's goal is to provide immediate assistance to ensure that the victim, unit, and council are fully supported and the actions taken are properly documented. Minor, non-recurring infractions with no indication youth are at risk can still be addressed at the unit or council level.
State Child Abuse and Neglect Reporting Numbers
New York Toll-Free:(800) 342-3720
TDD: (800) 369-2437
Local (toll): (518) 474-8740
https://ocfs.ny.gov/main/cps/Default.asp
Safety PAUSE
The Safety PAUSE process stresses the importance of a last-minute safety check in the field. By encouraging each Scout or adult leader to pause and reflect on the tasks at hand just before beginning, you have an opportunity to take necessary precautions to prevent any present or potential hazards. This is not a standalone tool. A formal risk assessment should be done first, such as a safety checklist or a program hazard analysis (PHA).
