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Emergency Action Plan & Critical Incident Response

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Sensei Chelle Self Defence
Last Updated: 16 October 2025
Review Date: 16 October 2026
Responsible Person: Michelle Killeen (Designated Safeguarding Lead)

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Purpose

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This Emergency Action Plan provides clear procedures for responding to critical incidents during Sensei Chelle Self Defence sessions, ensuring the safety and wellbeing of all participants, instructors, and visitors.

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Emergency Contacts

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Primary Contact: Michelle Killeen
Email: info.senseichelle@gmail.com
Other Directors: Anthony Rubery, Tabitha Say

Emergency Services: 999 (Police, Fire, Ambulance)
NHS Non-Emergency: 111
Local Authority MASH (Multi-Agency Safeguarding Hub): 020 8708 3885
LADO (Local Authority Designated Officer): 020 8708 5350

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Types of Critical Incidents

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  • Serious injury or medical emergency

  • Safeguarding concern or disclosure

  • Fire or evacuation required

  • Threatening behaviour or violence

  • Missing participant (particularly minors)

  • Facility emergency (structural damage, hazard)

  • Serious equipment failure causing injury

  • Death or life-threatening situation

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Immediate Response Protocol

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Step 1: ASSESS

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  • Quickly assess the situation

  • Identify immediate dangers

  • Determine if emergency services are needed

  • Ensure your own safety first

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Step 2: ACT

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  • Call 999 if life-threatening or serious injury

  • Administer first aid if qualified and safe to do so

  • Move other participants to safety if necessary

  • Designate an instructor to manage the rest of the group

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Step 3: ALERT

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  • Notify DSL (Michelle Killeen) immediately

  • Contact emergency services if not already done

  • Alert venue staff if applicable

  • Contact parent/guardian for minors

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Step 4: DOCUMENT

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  • Complete incident report form as soon as safe to do so

  • Record time, date, location, people involved

  • Note witnesses and their contact details

  • Photograph any relevant evidence (injuries, hazards, equipment)

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Specific Emergency Procedures

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1. Serious Injury or Medical Emergency

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  1. Stop the session immediately

  2. Call 999 if serious (unconscious, severe bleeding, suspected fracture, head injury, breathing difficulty)

  3. Administer first aid - at least one instructor per session must hold current first aid certification

  4. Do NOT move the injured person unless in immediate danger

  5. Keep the person warm and comfortable

  6. Contact emergency contact from health form

  7. Stay with the person until emergency services arrive

  8. Complete incident report within 24 hours

  9. Notify insurance provider if claim likely

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2. Safeguarding Concern or Disclosure

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  1. Listen carefully without leading questions

  2. Do NOT promise confidentiality

  3. Record exactly what was said using the person's own words

  4. Report immediately to Designated Safeguarding Lead (Michelle Killeen)

  5. DSL to contact MASH or LADO within 24 hours (immediately if child at immediate risk)

  6. Follow Safeguarding Policy procedures

  7. Do NOT investigate yourself

  8. Maintain confidentiality - only share on need-to-know basis

  9. Store records securely and separately from participant files

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3. Fire or Evacuation

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  1. Sound alarm or shout "FIRE" clearly

  2. Evacuate immediately via nearest safe exit

  3. Do NOT stop to collect belongings

  4. Take attendance register if safely accessible

  5. Assemble at designated meeting point

  6. Conduct headcount immediately

  7. Call 999 if not already done

  8. Do NOT re-enter building until told safe by fire service

  9. Contact parents/guardians to collect minors

  10. Complete incident report

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4. Threatening Behaviour or Violence

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  1. Prioritise safety of all participants

  2. Remove participants from immediate danger

  3. Do NOT physically intervene unless trained and absolutely necessary

  4. Use de-escalation techniques (calm voice, non-threatening posture)

  5. Call 999 if threat continues or violence occurs

  6. Ask threatening individual to leave premises

  7. Do NOT allow them to be alone with any participant

  8. Document everything said and done

  9. Consider police report even if situation resolved

  10. Review security procedures

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5. Missing Participant (Minor)

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  1. Immediately conduct thorough search of venue

  2. Check toilets, changing rooms, all rooms, outside areas

  3. Ask other participants when they last saw the person

  4. Contact parent/guardian immediately

  5. If not found within 10 minutes, call 999

  6. Provide police with photo if available, description, clothing

  7. Check if participant has any known issues (medical, safeguarding concerns)

  8. Do NOT delay calling police

  9. Complete incident report

  10. Review sign-in/sign-out procedures

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6. Concussion or Head Injury

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  1. Stop activity immediately

  2. Do NOT allow participant to continue

  3. Assess using concussion recognition tool if available

  4. Call 999 if unconscious, vomiting, severe headache, confusion, or seizure

  5. Contact emergency contact immediately

  6. Participant must not drive or be left alone

  7. Provide written head injury advice to parent/guardian

  8. Participant cannot return without medical clearance

  9. Complete incident report

  10. Follow return-to-practice protocol

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Post-Incident Procedures

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Immediate (Within 24 Hours)

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  • Complete incident report form

  • Notify insurance provider if applicable

  • Contact parents/guardians of all affected participants

  • Secure any evidence (equipment, photos, CCTV)

  • Notify venue if incident relates to facilities

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Short-Term (Within 7 Days)

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  • Conduct incident review meeting

  • Identify what went well and what could improve

  • Update risk assessments if needed

  • Provide support to affected participants and staff

  • Report to RIDDOR if required (serious injury, death, dangerous occurrence)

  • Communicate with wider participant group if appropriate

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Long-Term (Within 30 Days)

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  • Implement any procedural changes identified

  • Provide additional training if gaps identified

  • Update Emergency Action Plan if necessary

  • Review and update insurance if needed

  • Monitor affected individuals for ongoing support needs

  • Archive incident documentation securely (7 years minimum)

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Communication Protocol

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Internal Communication

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  • All instructors notified within 2 hours of critical incident

  • Debrief meeting scheduled within 7 days

  • Lessons learned shared with all team

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External Communication

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  • Parents/guardians contacted immediately for incidents involving their child

  • General participant group informed if incident affects ongoing safety

  • Media enquiries referred to Directors only

  • Social media: no posting about incidents without approval

  • Insurance provider notified within 24 hours of potential claim

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What NOT to Say

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  • Do NOT admit liability

  • Do NOT speculate on causes

  • Do NOT discuss with media without approval

  • Do NOT share details on social media

  • Do NOT discuss with other participants beyond necessary safety information

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Required Equipment & Resources

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At Every Session

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  • First aid kit (in-date, fully stocked)

  • Attendance register

  • Emergency contact details for all participants

  • Health questionnaires accessible

  • Mobile phone (charged)

  • Incident report forms

  • Venue emergency procedures and exit routes

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Instructor Requirements

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  • At least one instructor per session with current first aid certification

  • All instructors trained in emergency procedures

  • All instructors know location of first aid kit, exits, assembly points

  • All instructors have emergency contact numbers saved

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RIDDOR Reporting

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Report to HSE under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) if:

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  • Death occurs

  • Injury results in 7+ days off work/normal activities

  • Serious injury: fracture (not fingers/toes), amputation, loss of sight, crush injury, serious burns, unconsciousness, acute illness from exposure

  • Dangerous occurrence even if no injury

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Report online: www.hse.gov.uk/riddor
Telephone: 0345 300 9923

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Insurance Notification

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DSL to notify insurance within 24 hours if incident may result in claim:

  • Serious injury

  • Property damage

  • Allegation of negligence or inadequate instruction

  • Safeguarding allegation

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Training & Drills

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  • All instructors to review Emergency Action Plan annually

  • Fire drill conducted at each venue at least once per year

  • First aid refresher training every 3 years (or as per certification requirements)

  • Safeguarding training updated every 3 years

  • Scenario-based emergency training conducted annually

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Review & Updates

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This Emergency Action Plan will be reviewed:

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  • Annually (every October)

  • After any critical incident

  • When procedures or regulations change

  • When new venues are added

  • When insurance or contact details change

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Last Updated: 23rd October 2025
Next Review Date: 23rd October 2026

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