International Incident Database Field Instructions

Basic Information

Incident Category: Select the category of the Incident:

Data Type: Integer Code from Lookup table

Incident Type: Select the type of Incident.

Data Type: Integer Code from Lookup table

Incident Event: Enter a short title that describes the incident. This is what will be displayed to people searching the site. (Example: Rock Fall at Climbing Site)

Data Type: Text

Date Course Started: Enter the date the course started.

Data Type: Date

Incident Date: Enter the date of the incident event.

Data Type: Date

Incident Time of Day: Enter the time of day of the incident, include AM or PM.

Data Type: Time

Total Days of Course: Enter the total number of days of the course. If the course is less than one full day, enter a fractional day in decimals. (Example: each hour = 0.04. Two hours = 0.08, Three hours = 0.12, 4 hours = 0.16, 6 hours = 0.18, 12 hours = 0.5)

Data Type: Integer

Total Active Hours of Course: If the course is goes over more than one day there may be time each day when participants/staff are inactive (sleeping) which significantly reduces the chance for accidents. Calculate the total Active Hours of your course (not including time sleeping).

Data Type: Integer

Day Incident Occurred: Enter a numeral for the day in the trip the incident occurred. If it is a one-day or less program enter 1. For a multiday program enter the day number of the program. (Example: If the program is 6 days and the incident occurred on the third day enter 3).

Data Type: Integer

Course Name: Enter a name for the course. (Example: Freshmen Wilderness Orientation Program)

Data Type: Text

Course Number: If you use a Course Number to identify your courses that have numbers only, enter it here. This will allow you to create a connection between the incident database and your program activity database. (Example: 2006121)

Data Type: Integer

Course Code: If you use a Course Number to identify your courses that users numbers and letters, enter it here. This will allow you to create a connection between the incident database and your program activity database. (Example: NC-203)

Data Type: Text

Participant Number: Enter the total number of clients/participants in the program.

Data Type: Integer

Staff Number: Enter the total number of staff in the program.

Data Type: Integer

Total Number: Enter the total number in the program (this includes staff, participants and anyone else involved that does not fall into either of the first two categories, for example: parents, board members, etc.).

Data Type: Integer

Country: Select the country where the incident took place. (Example: US)

Data Type: Text

Province: Enter the state/province where the incident took place. (Example: Pennsylvania)

Data Type: Text

Area: Enter information about the area where the incident took place. (Example: Youghioghenny River)

Data Type: Text

Location 1 : Enter information about the location where the incident took place. (Example: Dimple Rapid)

Data Type: Text

Location 2: Enter information about the specific location where the incident took place. (Example: downstream on river right)

Data Type: Text

Grid Reference: Enter a Grid Reference to an exact location using Latitude/Longitude or UTM coordinates. This is useful for incidents that occur on the ocean or other settings where identifying the location is difficult.

Data Type: Text

Grid Reference Type: If you entered a Grid Reference, identify the type of Grid you are using (Latitude/Longitude or UTM).

Data Type: Integer Code from Lookup table

Map Datum : If you enter a Grid Reference based on a map, select the Map Datum.

Data Type: Integer Code from Lookup table

Location Description : You can enter a longer description of the location.

Data Type: Text

Type of Activity: Select the primary activity at the time of the Incident.

Data Type: Integer Code from Lookup table

Activity Details: Enter more detailed information about the activity. (Example: Wild Woozy)

Data Type: Text

Type of Environment(s): Select one or more Environmental Types that apply to the Incident Location.

Data Type: Integer Code from Lookup table

Environmental Condition(s): Select one or more Environmental Conditions that apply to the Incident Location.

Data Type: Integer Code from Lookup table

Weather Conditions: Select one or more Weather Conditions that apply to the Incident Location.

Data Type: Integer Code from Lookup table

Severity Level: Select the actual or Potential Severity Level of the Incident.

Data Type: Integer Code from Lookup table

Contributing Factor(s): Select one or more Contributing Factors that contributed to the Incident.

Data Type: Integer Code from Lookup table

Narrative: Enter a Narrative Description of the Incident. (Note: Do not use names if that would be confidential or sensitive information. Instead use designations like Participant 1, Participant 2, Staff 1, Bystander 1, etc.)

Data Type: Text

Assessment /Treatment: Enter an Assessment of the Event and/or the Treatment/Action taken during the Incident. (Note: Do not use names if that would be confidential or sensitive information. Instead use designations like Participant 1, Participant 2, Staff 1, Bystander 1, etc.)

Data Type: Text

Analysis: Enter an Analysis of the Incident.

Data Type: Text

Comments: Additional comments on the incident.

Data Type: Text

Prepared By: Enter the name of the person who prepared the Incident Report. (This may not be the person who actually typed it into the computer).

Data Type: Text

Preparer Position: Enter the position in the organization of the person who prepared the report. (Example: Program Director).

Data Type: Text

Submit Date: This is the date that the Incident was submitted to the database and is entered automatically.

Data Type: Date

Property Damage: Select yes or not to indicate if there was any property damage in the incident. Required field.

Data Type: True/False

Type of Damage: If there was Property Damage, select one or more Property Damage Types that apply to the Incident,

Data Type: Integer Code from Lookup table

Reviewer Comment: If the Incident was reviewed, enter the Review.

Data Type: Text

Reviewer: If the Incident was reviewed, enter the name of the Reviewer.

Data Type: Text

Reviewer Position: If the Incident was reviewed, enter the position of the Reviewer.

Data Type: Text

Review Date: If the Incident was reviewed, enter the date of the Review.

Data Type: Date

People Information

First Name: For each person involved in the incident, enter the first name (optional).

Data Type: Text

Last Name: For each person involved in the incident, enter the first name (optional).

Data Type: Text

Person Status: For each person involved in the incident, select the Person Status.

Data Type: Integer Code from Lookup table

Age: For each person involved in the incident, enter the Person's age at the time of the Incident, if known.

Gender: For each person involved in the incident, select the Person's Gender.

Data Type: Integer Code from Lookup table

Is this a Lost-Day Case?: For each person involved in the incident, select the whether or not the incident resulted in a lost day from the program.

Data Type: True/False

Number of Days Lost: For each person involved in the incident for whom there was a lost day (Lost-Day Case = True) then enter the number of days lost. You can enter factional days. [Note: A Lost-Day does not require that the person be removed from the course/field.]

Data Type: Integer

Did the person leave the field?: For each person involved in the incident, select whether the person had to leave the field.

Data Type: True/False

Date person left the field: For each person involved in the incident, if the person did Leave the Field (Leave the Field = True) enter the date the person left the field.

Data Type: Date

Evacuation Method: For each person involved in the incident, if the person was evacuated, select the Evacuation Method used.

Data Type: Integer Code from Lookup table

Did the person visit a medical facility?: For each person involved in the incident, select either yes or no to indicate if the person visited a medical facility as a result of the Incident. This medical facility visit can occur during or after the program. [Note: Details of the treatment should be documented in the Assessment/Treatment section.]

Data Type: True/False

If the person left, did the person return to the course?: For each person involved in the incident, if the person left the course (Leave the Field = True), then select the value indicating whether the person returned to the course or not. If the person did not leave the course, then select Not applicable (did not leave field) which is distinguished from a No value which would mean the person did not return to the course. This is a required field.

Data Type: Integer Code from Lookup table

Date person returned: For each person involved in the incident, if the person returned to the course (Person Returned to the Course = Yes) then enter the date the person returned to the course.

Data Type: Date

Injury Information

Type of Injury(ies): For each person involved in the incident, select the Type of Injury and the Anatomical Location of the Injury. You can enter multiple Injury/Location pairs for each person.

Data Type: Integer Code from Lookup table

Injury Location: For each person involved in the incident, select the Type of Injury and the Anatomical Location of the Injury. You can enter multiple Injury/Location pairs for each person.

Data Type: Integer Code from Lookup table

Severity Level : For each person involved in the incident, select the actual or Potential Severity Level of the Incident.

Data Type: Integer Code from Lookup table

Illness Information

Type of Illness(es): For each person involved in the incident, select the Type of Illness and the Anatomical Location of the Illness. You can enter multiple Illness/Location pairs for each person.

Data Type: Integer Code from Lookup table

Illness Location: For each person involved in the incident, select the Type of Illness and the Anatomical Location of the Illness. You can enter multiple Illness/Location pairs for each person.

Data Type: Integer Code from Lookup table

Severity Level : For each person involved in the incident, select the actual or Potential Severity Level of the Incident.

Data Type: Integer Code from Lookup table