Incident reporting in the Storypark for Educators mobile app

In this guide learn about:

Incident reporting in the Storypark for Educators app

Logging an incident report

Observer signatures
​Location, details and circumstances of the incident
​Nature of the illness/injury
​Including photos
​Affected areas diagram
​Internal details and notes

Notifications

Reporter signatures

Family notification and signatures
​Publishing and approving
​Editing an incident report

Deleting a published incident report

Viewing a published incident report
​What families see
​Common questions
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This article covers incident reporting in the Storypark for Educators app on iOS and Android. A guide is also available for incident reporting on the Storypark website.

Incident reports can be logged for a single child by any educator via the Storypark for Educators app on iOS or Android.
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If the educator logging the incident report is a non-Admin on Storypark, the report is automatically submitted for approval by Admins at their service before being sent to the child's family Admins

Admins do not need further approval and can send incident reports directly to a child's family Admins.

Start a new incident report from the Storypark for Educators app by tapping the blue plus button at the centre of the bottom menu and selecting the warning triangle icon:
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Select a child from the list and then tap Done at the top right-hand corner:

​Time, day and observers
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The time and date are automatically set to the present, and the observer is set to the educator currently logged into the app. Each of these fields can be edited. Tap the time and scroll to make changes:
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Tap the date and use the arrows to change the month. Tap the educator's name to bring up observer options:

Select one or multiple educators. If your service has many educators, use the search bar at the top to narrow down the list.

If the incident was not observed, select Not observed at the top of the list:

If your service has observer signatures enabled, observers can sign the incident report during creation.
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Observers who don't sign at this stage will receive a notification after the report is published, allowing them to sign at that point.

Location, details, and circumstances are all free text fields. Tap into each text box to start typing:

Tap + Add to insert details about the illness or injury. These are separated into the top five most commonly used entries, followed by an alphabetised list of all possible descriptors:
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Select one or multiple and tap Done in the top right-hand corner when finished.

If you cannot find an accurate descriptor, select Other (please specify) at the bottom of the list to type in the nature of the illness or injury:

If your service has photos enabled, you can attach one or more photos to the incident report — particularly useful for injuries that are difficult to describe. Photos are visible on the published report to the child's family Admins and all educators at your service.
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If your service has the affected areas / body indicator enabled, you can tap on a body diagram to indicate the exact part of the child's body affected by the incident. This is particularly helpful when there are multiple sites of injury.
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In this free text field, include any actions taken to address the illness or injury, such as the application of first aid or medication given.
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Below this are three optional toggle fields — Involved emergency services, Involved doctors, hospitals, and Further actions.
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Tap the toggle next to any of these to expand a field where you can fill out further detail:

This section is for information that should be recorded internally but is not visible to the child's family. It includes:

After the report is published, this section can also be updated to record follow-up actions, such as receiving a doctor's note or making further attempts to contact family.
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Before sending the incident report, detail any prior attempts to contact the child's family in the notifications field at the bottom of the report:

If this field is left blank, the completed incident report will only display the time and date the notification was sent to family Admins.
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Before submitting or publishing the report, the reporting educator must sign it. This is a required field — the report cannot be submitted or approved without a reporter signature.
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The Family notification toggle is ticked by default, which will send the child's family Admins a notification when the report is published. If your service has family signatures enabled, this notification will also include a request for family to sign the report.
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If the educator logging the report is a non-Admin, they will first need to submit it for approval before it can be seen by the child's family.
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Tap Submit to send the completed report to all Admins at the service.
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Admins will receive a notification informing them there is a pending incident report awaiting review.
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This will be available in the pending folder under the Me tab in the Storypark for Educators app. From here you can see all pending items or filter to just incident reports:

Approvers can make edits before tapping Approve to publish. If approval is not required (i.e. the report was created by an Admin), tapping Done will publish the report directly. This triggers email and in-app notifications sent to all of the child's family Admins.
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Incident reports can only be edited before approval and publication. While pending approval, both the author and any Admin can go back and make edits before the report is approved.

Find the published incident report by going to the child's profile or via the service's routines page and selecting the day the incident was recorded. Tap the i icon next to the incident to open it:

Within the incident report, select the three blue dots at the top right-hand side and select Delete:

Incident reports can be viewed by educators at the service where they were created, and by the child's family Admins.
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Once at least one of the child's family Admins has opened the incident report, a read receipt will be displayed:

This lets educators confirm that family have received and opened the report. The read receipt is only generated once a family Admin opens the report, and will only name the first family Admin to do so.
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To view a report, go to the child's profile or to the service's routines page and select the day the incident was recorded. Tap the i icon next to the incident to open it.

Publishing an incident report triggers email notifications to all of the child's family Admins:

From the notification, family admins are taken to view the incident report on the Storypark website. If family signatures are enabled at your service, the notification will also include a request for family to sign the report.

Q. Multiple children were involved in an incident — can I add multiple children to one report?
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A. At this time, separate incident reports must be created for each child.
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Q. Who can delete an incident report?
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A. Admin educators can delete a pending or approved incident report.
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Q. Can approval be turned off or approvers changed?
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A. At this time all incident reports must either be created by Admin educators or approved by them. For this reason, we strongly recommend each service has at least two Admins. This ensures incident reports can be approved in a timely manner if a sole Admin is unavailable.
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Q. Which optional fields are available and how do I turn them on?
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A. Several fields are off by default and must be enabled by an Admin: photos, body indicator (affected areas), observer signatures, and family signatures. Admins can manage these settings from the service settings in Storypark.