CORPORATE POLICY MANUAL

TITLE: FORMS & REPORTS. DIVISION: Rooms-Health Club

No: 1 – Usage of the Forms and Reports CROSS REF. (Policy #):
PREPARED BY: Joseph Patrick Utanes – Health No. of Pages: 2
Club Manager
APPROVED BY: General Manager Desmond Hatton
DISTRIBUTED TO: General Manager, Resident Manager, EAM-Rooms, Security
Director, and all Health Club Staff

It is a policy of Shangri-La’s Barr Al Jissah Resort & Spa to understand the use of
report forms before to record any casualties.

1. Collecting and recording information.

The importance of recording information, the history of the accident, vital signs
and personal information about the casualty and witnesses cannot be
underestimated.

When working in a team, one member takes responsibility for recording relevant
information while other team members collect information and verbally report it
to the recorder.
Verbalizing information keeps all the team members aware of the changes of
condition of casualties.

Identifying one lifeguard/pool attendant as the recorder ensures that this

information is retained.

A WRITTEN RECORD OF ACCIDENTS AND INCIDENTS IS VITAL TO:

- Allow rescuers to monitor changes in the condition of casualties

- Provide emergency personnel with a record of data necessary for prompt
action at the receiving hospital
- Provide data to assess high accident/incident zones at the venue, or
ongoing weaknesses in training
- Provide information that is useful in follow-up investigations, a court action
or inquest.

There may be specific report forms for a major accident, a minor accident, a
discipline incident situation or a First Aid assessment.
Whatever the documents used, the lifeguard/pool attendant who first responded
should complete a follow-up report immediately after the accident. Others
rescuers should also complete a report on their involvement in the
incident/accident.

2. Importance of accurate records

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 Forms & Reports – Usage of the forms & Reports

The importance of accurately recording and retaining written facts cannot be

underestimated. Records are used by lifeguards/pool attendants and facilities to
document trends and identify recurring problems, both of which may call for a
change in policy or procedure.
Moreover, the authorities investigate serious accidents and all written details are
often carefully examined.
Such records are referred to and used in evidence at inquests and court cases,
often a considerable time after the incident/accident. Data that should be kept
include records of the following:

- Water quality and temperature checks

- Maintenance checks and repairs
- Weather conditions
- Patron attendance figures
- Rentals, special groups
- Water rescues
- Emergency care responses (first aid)
- Incident reports, e.g. vandalism, theft, fights…
- Emergency policy and procedures
- Lifeguards/pool attendants schedules/rosters
- Personnel qualifications
- Pre-season and in-service training programs, including staff attendance.

REPORTS MAY NEED TO BE KEPT FOR UP TO 25 YEARS AS

THEY MAY BE USED AS LEGAL EVIDENCE OR AS THE
BASIS FOR MODIFYING PROCEDURES.

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