Below is an alphabetical list of the fields and options available during initial incident report data entry. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
TIP: For detailed information on who can edit/update an existing initial incident report versus who can only add comments to that same report, see the Incident Reporting Rules.
NOTE: These fields and options are only required if a call was made to 911 for the incident.
Record any 911 responders to the incident by configuring the following fields and options as necessary:
Name - In this field, type the name of the 911 responder.
Category - Click this drop-down arrow and select "Fire," "Police," or "EMS" to indicate the 911 responder's occupation.
Badge ID - In this field, type the 911 responder's badge ID number.
Time Called - In this field, type the time the 911 responder was called (using HH:MM am/pm format).
Time Arrived - In this field, type the time the 911 responder arrived (using HH:MM am/pm format).
Service Requested - In this field, type the service requested of the 911 responder.
First Aid Provided - In this field, type the first aid provided by the 911 responder, if applicable.
Users with the "Incident Review Data Entry" permission and other users (those who did not enter the initial incident report initially and who are not the program's director or deputy) have the ability to add comments to existing initial incident reports before they are filed.
TIP: It can be helpful to think of the overall incident report as the "primary report," and any comments entered as "secondary reports." The presumption behind how the incident functionality was designed is that incident reports are not used for "group debriefing" - that instead, each person's version of the story should be captured without any other versions informing them. As a result, once comments are added, they can only be viewed by the user who entered them, the program's director and deputies, and users with the "Incident Review Data Entry" permission. In this way, the first person who enters their version is creating the primary report, and then others each make their own independent secondary report that becomes part of the overall record. Then individuals who can view both primary and secondary reports have the full picture as each witness experienced it.
Apparent Causes, If Known
In the Apparent Causes, If Known text box, type any known/apparent causes for the incident.
Immediate Measures Taken Within 24 Hours
In the Immediate Measures Taken Within 24 Hours text box, type the immediate measures taken to address the incident within the first 24 hours afterwards.
In the Incident Date field, type the date on which the incident occurred (using mm/dd/yy format).
In the Incident Description text box, type a description of the incident, including information on any injuries sustained (when applicable).
In the Incident Location field, type the location at which the incident occurred.
If the incident report was filed outside of the agency, click the This report was filed outside of agency checkbox, and configure the following fields and options:
Person Notified - In this field, type the name of the person notified outside of the agency. Up to three people can be recorded in this portion of the incident report.
Agency - In this field, type the name of the agency with which the person notified is associated.
Date - In this field, type the date on which this person was notified (using mm/dd/yyyy format).
Also, in the Person Notified at [agency] field, type the name of the person within your agency who was notified of the incident.
Click the Incident Type drop-down arrow and select the type of incident that occurred.
TIP: Incident Type may or may not be required depending upon how your AWARDS database has been configured. If this option is not currently required and you would like it to be, please contact the Help Desk for assistance. Be sure to include with your request a list of those program types for which the requirement should be put in place.
Internal ID #
In the Internal ID # field, type the ID number for this incident and report.
Record the participants in the incident by configuring the following fields and options as necessary:
Consumer(s) - Click one or both of the available drop-down arrows and select the consumer(s) who participated in the incident.
Employee(s) - If applicable, click this drop-down arrow and select the employee who participated in the incident.
Other(s) - In this field, type the name(s) of any other incident participant(s).
Results of Immediate Measures
In the Results of Immediate Measures text box, type any results of the immediate measures taken; for example whether someone was taken to the hospital and if so, which one and what the result was (was the person treated and released or admitted?).
Record any witnesses to the incident by configuring the following fields and options as necessary:
Name - In this field, type the name of the witness. Up to four witnesses can be entered in this portion of the incident report.
Category - Click this drop-down arrow and select the category this witness falls into.
Badge / ID / Company - In this field, type the badge or ID number of the witness if applicable, and/or enter the name of his or her company.