[Free] Mandatory occurrence reporting policy example/ template

Mandatory occurrence reporting policy for [building name] 

Introduction 

[PAP name], principal accountable person of [block name/address], operates a mandatory occurrence reporting system to enable prompt and easy reporting of safety incidents by all residents; accountable persons and others who use the building.

This is a legal requirement as [block name] has:

• 7 or more storeys or is at least 18 metres high
• 2 or more residential units

Where reported incidents fall into the scope of a relevant safety occurrence, these will be reported to the Building Safety Regulator (BSR).

What should you report?

A relevant safety occurrence is an incident that has caused, or is likely to cause the death or serious injury of a significant number of people, involving, or a risk that could cause:

• structural failure of the building
• the spread of fire or smoke in the building

Examples include:

• the spread of fire
• total or partial collapse of the building
• defective building work
• unexpected failure or the degradation of construction materials
• the discovery of structural defects
• failure of a critical fire safety measure, such as an automatic opening vent, smoke extraction or fire doors

How to make a report 

If you become aware of such an occurrence, you can notify [PAP name] using any of the following methods:

Option 1: Online (recommended) – [Use this option if you are using the BlockPro mandatory occurrence reporting system – from £299 per year]

1. Scan the QR code with your mobile phone/ tablet camera or navigate to [custom URL if you have one].
2. Click “Report an issue or raise a complaint”
3. Fill in the form, attaching any photos if you have them
4. Click “submit”
5. The relevant person will be instantly notified and you will receive a confirmation email

Option 2: Email – [enter email address]

Option 3: Telephone – [enter phone number]

Option 4: Post – [enter postal address]

How and when the report will be dealt with 

Once received, [PAP name] will:

• promptly assess the reports submitted on the system
• decide what action is needed

When assessing a report, considerations will include:

• the factors that make up the report
• if a mandatory occurrence notice and report must be submitted to BSR
• if the incident has already been investigated
• if the report contains additional information relating to a previously raised incident

If an incident requires reporting to the BSR, [PAP name] will notify the BSR as soon as reasonably practicable, followed by a report of the incident within 10 days of being identified.

Once submitted, the BSR will review the report and determine the severity of the safety occurrence. They will also review any safety measures that are in place, and if they are sufficient to manage the risk. During an investigation, they will review the findings and decide if any action is needed.

How you can request an update about a report you have made 

To request an update, please contact [name/ contact details].

How [PAP] will collect and store information in line with General Data Protection Regulation (GDPR) 

Personal data collected when reporting safety incidents may include your name, email address, phone number and your flat/ apartment number (if you are a resident within the building). The data is collected to enable  [PAP name] and/or [managing agent name] to contact you for further information or keep you updated on the incident.

[elaborate using your own privacy/ GDPR policy here]

Accessibility 

If you or someone you know requires information in a different language or in an alternative format – for example, large text, easy read, braille, or audio – please contact [name/ contact details].

System reviews 

The system and this policy will be reviewed every (XX) to ensure it remains effective. For records of these reviews, please contact [name/ contact details].