Incident Policy

Policy Statement:

Hope SA is committed to maintaining a safe and secure environment for all individuals involved in our organization. This incident policy outlines our approach to effectively and promptly respond to incidents that may occur within our premises, programs, or activities. The purpose of this policy is to ensure the safety, wellbeing, and support of all individuals, including participants, staff members, volunteers, and visitors.


This policy applies to all incidents that occur within the jurisdiction of Hope SA, including but not limited to physical locations, events, programs, and online platforms.

Policy Guidelines:

  1. Incident Reporting:
  2. a. All incidents, regardless of their nature or severity, must be reported to the designated authority immediately or as soon as reasonably possible.

    b. Staff members, volunteers, participants, and visitors have a responsibility to report any incidents they witness, experience, or become aware of, using the designated incident reporting procedures.

  3. Incident Assessment and Response:
  4. a. Upon receiving an incident report, the designated authority will assess the situation to determine the appropriate response and level of urgency.

    b. Depending on the nature of the incident, the designated authority may involve relevant stakeholders, such as supervisors, managers, legal advisors, or external authorities, to ensure a comprehensive and appropriate response.

    c. The welfare and safety of individuals involved will be prioritized during the incident response process.

    d. Appropriate support and resources will be made available to those affected by the incident, including medical assistance, counseling, or other necessary interventions.

  5. Documentation and Record-Keeping:
  6. a. All incidents, reports, and related actions will be documented in a timely and accurate manner.

    b. Incident reports will include essential details such as date, time, location, individuals involved, witnesses, description of the incident, and any immediate actions taken.

    c. Records will be securely stored and maintained in accordance with privacy and confidentiality regulations.

  7. Investigation and Review:
  8. a. Serious incidents or those requiring further investigation will be thoroughly examined by the designated authority or an appointed investigation team.

    b. Investigations will be conducted promptly, impartially, and in compliance with relevant laws, regulations, and internal policies.

    c. Findings and recommendations from investigations will be used to implement corrective actions, prevent future incidents, and continuously improve our safety measures and procedures.

  9. Communication and Reporting Obligations:
  10. a. Hope SA is committed to open and transparent communication regarding incidents. Relevant stakeholders, including participants, staff members, and other relevant parties, will be provided with timely and accurate information to the extent permitted by privacy laws and regulations.

    b. Incidents that may require reporting to external authorities, such as regulatory bodies or law enforcement agencies, will be promptly reported in accordance with legal obligations.

  11. Staff Training and Awareness:
  12. a. All staff members and volunteers will receive appropriate training and guidance on incident reporting procedures, their roles, and responsibilities in maintaining a safe environment, and recognizing signs of potential incidents.

    b. Regular updates and refresher training will be provided to ensure ongoing awareness and compliance with this incident policy.

  13. Review and Continuous Improvement:
  14. a. This incident policy will be reviewed periodically to ensure its effectiveness and alignment with changing circumstances, legal requirements, and best practices.

    b. Feedback, suggestions, and lessons learned from incidents and investigations will be considered to enhance our incident response procedures and prevent similar occurrences.


Failure to comply with this incident policy may result in disciplinary action, up to and including termination of employment or termination of involvement with Hope SA, as determined by the severity and nature of the non-compliance.