Bumps and Bandaids: Why Incident Report Forms Belong in Your KidMin Administration Processes

Whether it’s a game that gets a little too rough at VBS or some heightened emotions on a Sunday morning, accidents and injuries happen in your children’s ministry. Do you have a system in place for when they do?

Once the dust settles and the bandaids are put on, the incident isn’t over yet. Next, you want to complete an Accident/Incident Form to document what happened. Filling out an Accident/Incident Form might feel like extra paperwork in the moment, but it’s a simple step that serves a big purpose. These forms protect your ministry, your volunteers, and most importantly, your kids. By clearly documenting what happened, when it happened, and how it was handled, you’re creating a record that can help clarify misunderstandings, answer parent questions, and demonstrate your commitment to safety and care.

It also sets a tone of professionalism and preparedness within your ministry. When leaders know there’s a clear protocol to follow, they feel more confident stepping into any tricky situation. Parents are also more likely to trust your team when they see how thoroughly you respond to even minor bumps and bruises. It says: “We’re paying attention, and your kids matter to us.”

Knowing when to fill out an incident report form can be tricky, but use these questions to help:

• Did it leave a mark?
• Did it cause conflict or any questions?
• Does something in the space need to be evaluated for safety?
• Were they hit on the head?
• If I were this child’s parent, would I want to know about it?

If the answer is yes to one or more of these questions, ask the appropriate leaders/volunteers to fill out a report. And if you’re still not sure: when in doubt, fill it out.

To make it even easier on your team, consider keeping incident forms in a clearly labeled folder or binder at your check-in desk, in each classroom/small group space, or with small group materials. Train your volunteers to know where the forms are and how to fill them out properly (learn more about effective volunteer training at this online workshop). Better yet, go digital if that works for your ministry. Online forms or apps can streamline the process and reduce the risk of lost paperwork. This could be as simple as a Google form the volunteer fills out. (Find more digital solutions for your children’s ministry in this book.)

Find more administrative resources for your ministry here.