Why Incident Reporting Matters
One incident can change everything.” In New Zealand, the regulatory landscape for early childhood education is clear: incident reporting and investigation are legal obligations, not optional extras. Beyond compliance, these processes protect your children, staff, and the future of your centre.
Key Regulations You Must Know
- Education and Training Act 2020: This Act underpins all ECE operations, setting out the need for safe environments and prompt action when things go wrong.
- Licensing Criteria for Centre-Based ECE Services (HS34): Requires that any serious injury, illness, or incident involving a child is notified to the Ministry of Education and, where relevant, other agencies such as WorkSafe, Oranga Tamariki, or the Police.
- Health and Safety at Work Act 2015: All ECE services are considered workplaces and must report notifiable events to WorkSafe NZ. This includes any incident that results in serious harm or has the potential to do so.
What Must Be Reported?
- Serious injuries or illnesses (requiring medical attention or hospitalisation)
- Incidents involving hazardous substances
- Any event requiring notification to Police, Oranga Tamariki, or WorkSafe
- Near misses that could have resulted in serious harm
A copy of the notification sent to the specified agency must also be sent to the Ministry of Education.
The Investigation Process: Steps to Take
- Immediate Response
- Administer first aid and secure the area.
- Notify parents/guardians as soon as practicable.
- Record the Incident
- Document the child’s name, date, time, description, actions taken, and who was involved.
- Ensure evidence of parental notification.
- Notify the Authorities
- Report serious incidents to the Ministry of Education and any other required agencies (WorkSafe, Police, etc.) immediately.
- Conduct an Investigation
- Identify the root cause.
- Interview staff and witnesses.
- Review policies and procedures.
- Implement corrective actions to prevent recurrence.
- Review and Reflect
- Discuss incidents and trends at staff meetings.
- Update hazard registers and policy documents as needed.
Common Pitfalls to Avoid
- Delaying notification: Regulations require prompt reporting—don’t wait!
- Incomplete records: Missing details can put your centre at risk.
- Failure to act on findings: Investigations must lead to real improvements.