Emergency file

This checklist explains everything you need in your emergency file and helps you track when to review and update the forms.

These forms are essential for your file and you must have copies of them. You can add more documents to your file, like completed information and consent forms or home contact information. 

The emergency action plan will help you decide what to do in an emergency or what steps to take if there’s an accident or incident.

If there is an accident or incident, you need to complete the notification form to report what happened. Keep a few blank copies of this in your file. We recommend one or two copies for your unit meetings, and around 10 for a residential.

You might need to collect statements from anyone who saw the accident or incident happen. You’ll need to do this as soon as you can, so keep a few blank copies of this form in your file. Send any completed statements in when you report the accident.

You need to complete a risk assessment before any event. A copy needs to be kept safely in your file. It’s also helpful to keep an unedited copy of the form you're using so you can review any risks on the day. Check our advice on completing risk assessments.

You’ll have a lot of personal information in your emergency file. Keep a copy of this leaflet so you know how to keep it safe, and what to do if there’s a data breach.

This pocket guide explains how you should handle any safeguarding concerns about other members. Follow this advice to make sure you’re doing the right thing.

Use this form to list all useful contact numbers related to you and your unit. Add details for your district, division and county commissioners along with other numbers that you might need, like your venue contact number. You should include your home contact details on this form too.

At your usual meeting place, update this form with the details of your fire alarm system, where to find fire extinguishers and the evacuation meeting point. Make sure this is in line with your fire drill arrangements on an annual basis. Check that you don't need to make any changes to this at the start of each meeting.

If meeting outside of your usual meeting place make sure that you've included fire evacuation arrangements in your risk assessment.

Use this tool to make a plan to help anyone who needs help to evacuate your unit meeting place in an emergency.

An emergency situation can be difficult for everyone involved, but for some members it might be especially hard or triggering. Keep a copy of any current wellbeing plans in your file, so you can refer to them if you need to offer support or manage a difficult situation.

If you have any adjustment plans in place for young members or volunteers, you should keep copies in your emergency file. They'll tell you how to help in a crisis.

Each young member needs a completed information and consent form when you're meeting somewhere away from your usual meeting space or if you're doing an adventurous activity. The completed form could be held in the emergency file. You need to remove these from the file after your meeting or activity.

You can also keep copies of important health information from young members and volunteers so you’re aware of their needs during your meeting or residential event.

Use GO to download the emergency contact information for all the young members and volunteers in your unit.

To find out how you can do this:

• Log into GO.
• Go to the Help zone.
• Look for the For unit volunteers section.
• In the Getting ready for the start of term help file, you'll find instructions for downloading this report.