The Willows is committed to ensuring that appropriate first aid provision is in place at all times during sessions. This policy sets out our arrangements for first aid, the management of accidents and injuries, and the response to medical emergencies.

This policy applies to all young people, staff, volunteers, and visitors on site at The Willows. It covers all activities delivered at Oakridge, Buddenfield Lane, Shedfield, Hampshire, SO32 2HP, including outdoor sessions, animal care, and any activities taking place in the grounds.

Nicola Bevan holds a current paediatric first aid certificate and is the designated first aider for all sessions at The Willows. Nicola's first aid qualification is renewed in line with the required three-year cycle.

No session will take place at The Willows without a qualified first aider present on site. Where Nicola is temporarily unavailable (for example, attending to an animal emergency away from the main session area), sessions will be paused until she returns.

Any volunteers or additional adults supporting sessions are not required to hold a first aid qualification but must be aware of the location of the first aid kit and how to contact Nicola in an emergency.

A fully stocked first aid kit is kept on site at all times and is accessible during every session. The kit is stored in a clearly marked, easily accessible location known to all staff and volunteers. The contents of the kit are checked regularly and restocked as needed.

The first aid kit contains, as a minimum:

• Sterile plasters in a range of sizes.
• Sterile eye wash and eye pads.
• Sterile wound dressings (small, medium, and large).
• Triangular bandages.
• Disposable gloves.
• Scissors and tweezers.
• Foil emergency blanket.
• First aid guidance leaflet.
• Accident report forms.

A separate equine first aid kit is maintained for use with horses and animals. This is kept in the yard and is not for use on people.

Before a young person begins sessions at The Willows, parents, carers, or the referring school must provide details of any known medical conditions, allergies, or medications. This information is collected as part of the referral process and is treated as confidential.

Where a young person has a known medical condition that may require intervention during a session (for example, asthma, epilepsy, severe allergy, or diabetes), the following must be in place before sessions begin:

• A completed individual healthcare plan or equivalent, agreed with the parent or carer and any relevant medical professional.
• Any required medication (such as an inhaler or EpiPen) must be brought to every session by the young person or their parent/carer, clearly labelled with the young person's name and instructions for use.
• Nicola Bevan must be briefed on the condition and the appropriate response before the first session takes place.

The Willows will not administer prescription medication unless it is part of an agreed individual healthcare plan and written consent has been provided by the parent or carer.

In the event of an accident or injury during a session, the following steps will be taken:

• Ensure the safety of the young person and any others in the immediate area. If necessary, move the young person to a safe location.
• Assess the injury and provide appropriate first aid.
• If the injury is serious or there is any doubt about its severity, call 999 immediately.
• Contact the young person's parent or carer as soon as possible, and in all cases before the end of the session.
• Record the incident in the accident log as soon as practicable after the event (see Section 7).
• If the young person is taken to hospital, Nicola will remain with them until a parent, carer, or other responsible adult arrives, where it is safe and appropriate to do so.

In the event of a medical emergency — including but not limited to loss of consciousness, suspected cardiac arrest, severe allergic reaction (anaphylaxis), seizure, or serious injury — the following steps will be taken:

• Call 999 immediately. Give the address: Oakridge, Buddenfield Lane, Shedfield, Hampshire, SO32 2HP.
• Begin appropriate first aid (CPR, recovery position, use of EpiPen if prescribed and consented) while waiting for emergency services.
• Send someone to the entrance of the site to direct the emergency services if possible.
• Contact the young person's parent or carer immediately.
• Do not leave the young person alone at any time.
• Record the incident fully in the accident log and notify the relevant authorities as required (see Section 8).

All accidents, injuries, and near-misses must be recorded in the accident log, regardless of severity. The record must include:

• The date, time, and location of the incident.
• The name of the young person or individual involved.
• A description of what happened and how the injury or incident occurred.
• Details of any first aid given and by whom.
• Whether the parent or carer was contacted, and when.
• Whether emergency services were called.
• The signature of the person completing the record.

Accident records are stored securely and retained in line with The Willows' Data Protection Policy. Parents and carers may request a copy of an accident record relating to their child at any time.

The Willows will report certain accidents and incidents to the Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Reportable incidents include:

• Deaths or specified injuries to any person on site.
• Injuries to a young person that result in them being taken directly from the site to hospital for treatment.
• Dangerous occurrences (near-misses) that could have resulted in a reportable injury.

RIDDOR reports are made online at hse.gov.uk or by calling the HSE Incident Contact Centre on 0345 300 9923.

Given the nature of The Willows, there is a risk of animal-related injuries including kicks, bites, scratches, or falls. The following additional steps apply to animal-related incidents:

• Any bite or scratch that breaks the skin must be cleaned thoroughly and assessed by Nicola. Medical advice should be sought if there is any concern about infection.
• Any kick or fall involving a horse must be assessed carefully, even if the young person appears uninjured. Head injuries in particular must be taken seriously — if there is any possibility of a head injury, the young person must be assessed by a medical professional before returning to activity.
• All animal-related injuries, however minor, must be recorded in the accident log.
• Where an animal-related injury occurs, Nicola will review the risk assessment for the relevant activity and consider whether any changes to practice are needed.

This policy will be reviewed annually, or sooner following any significant first aid incident, a change in staffing, or a change in relevant legislation or guidance. The policy owner is Nicola Bevan.