Rapier:Reporting requirements

Reporting requirements

Injuries, incidents and adverse events

General

1. There is a range of issues that can occur at events or practices that must be reported. These include:
   • Significant injuries (examples include, but are not limited to: loss of consciousness, major bleed, injury to head, major joint or bone injury)
   • An incident or injury which required a combatant to retire from the field, even briefly
   • Anything involving calling emergency services to the site
   • Weapons, armor, or equipment failure
   • A serious safety issue that could have caused injury (a near miss)
   • Conduct/behavior issues
2. Marshals involved in the response to one or more of these issues that occurred at an event or practice will need to assist with reporting.
3. Serious injuries:
   • Includes all injuries which require hospitalization or similar care, may require future or complex medical care, or include a period of unconsciousness.
   • Must be reported immediately to the marshal-in-charge of the event.
   • Must be reported within 24 hours to the Kingdom Earl Marshal, and the Kingdom Deputy for the relevant discipline.
4. All other injuries, incidents and adverse events:
   • Must be reported to the marshal-in-charge of the event and the marshal-in-charge of the activity.
   • Must be reported to the kingdom marshalate within 2 weeks and to the Society Marshal within 3 months of the incident.
5. If the incident or injury involves calling emergency services to the site, notify the Kingdom Seneschal immediately.

Documentation

1. Documentation of injuries, incidents, and adverse events should include:
   • Date
   • Discipline, category/type of martial activity
   • Type of scenario (practice / tournament / melee / woods battle, etc.)
   • Names and contact information of those involved, and relevant marshal(s)
   • A description of the incident/injury
   • The events leading to the incident/injury
   • Weapons or equipment used
   • If an injury, whether any professional opinion was sought and rendered. Note - No formal medical records will be requested, gathered, stored or transmitted as a part of this process unless required by law.
   • If equipment failure (including broken or retired weapons, tip blow outs, armor failure) include age and approximate use history, type/manufacture, any modifications made to the equipment, images showing failure and underlaying materials.

Event reporting

General

1. This section identifies reporting responsibilities for positions/roles you may have at an event.
2. Reporting may be informal (eg. a verbal update) or formal (written/electronic), as determined by the marshal-in-charge.

Marshal

1. Your kingdom or the marshal-in-charge of the event may have specific reporting requirements.
2. You will provide a report on your activities to the marshal-in-charge of your discipline at the event, the marshal-in-charge of the event, the event steward, or the group marshal as appropriate.
3. If you sent someone off the field or were a witness to an incident or injury, report it to the marshal-in-charge of the activity:
   1. What happened,
   2. What you did,
   3. Whether you believe further action is required.

Marshal-in-charge of an activity

1. Your kingdom or the marshal-in-charge of the event may have specific reporting requirements.
2. You will provide a report on your activities to the marshal-in-charge of your discipline at the event, the marshal-in-charge of the event, the event steward, or the group marshal as appropriate.
3. If there was an injury or incident reported to you during your activity, you must include it in your report:
   1. What happened, including the reports from any marshals or other participants involved,
   2. What you did,
   3. Whether you believe further action is required.
4. If there was a serious injury, you must report it to the marshal-in-charge of the event immediately.

Marshal-in-charge of a discipline

1. Your kingdom or the marshal-in-charge of the event may have specific reporting requirements.
2. You will provide a report on activities in your discipline to the marshal-in-charge of the event, the event steward, or the group marshal as appropriate.
3. If there was an injury or incident reported to you during any of your discipline's activities, you must include it in your event report:
   1. What happened, including the reports from any marshals or other participants involved,
   2. What you did,
   3. Whether you believe further action is required.

Marshal-in-charge of an event

1. Your Kingdom or the event may have specific reporting requirements.
2. You will need to provide an event report on all the martial activities to the Principality Earl Marshal or the Kingdom Earl Marshal. A copy should also be given to the event steward and the local group marshal (if applicable).
3. If there was an injury or incident reported to you during any martial activities, you must include it in your event report:
   1. What happened, including the reports from any marshals or other participants involved,
   2. What you did,
   3. Whether you believe further action is required.
4. If there was a serious injury reported to you, you need to notify the Kingdom Earl Marshal and Kingdom Deputy for the relevant discipline within 24 hours.
5. If the incident involves calling emergency services to the site, notify the Kingdom Seneschal immediately.

Kingdom Earl Marshal

1. If you receive a report of a serious injury from an event or practice, you must ensure that:
   1. Your Kingdom Deputy for the relevant discipline has also been notified.
   2. The Society Deputy Marshal for the relevant discipline has been notified within 48 hours of the incident.
   3. The incident is also included in your next quarterly report to the Society Marshal.

Officer reporting

General

1. This section identifies reporting responsibilities for officer positions that a kingdom may have.
2. Reporting may be informal (e.g. a verbal report) or formal (written/electronic), as determined by your Kingdom Earl Marshal.

Group marshal for a discipline

1. You will need to report regularly to your Seneschal and to the Kingdom Deputy for your discipline on the state of your discipline in your branch.
   • If there are subsidiary branches (e.g., cantons or ridings) within your area, this includes summarizing the reports that you get from them.
2. Reports of any injuries or incidents reported to you from any events or practices need to be sent to the Kingdom Deputy for your discipline within 2 weeks of the incident.
3. Provide any other reports your Kingdom Earl Marshal requires.

Principality Deputy for a discipline

1. You will need to report regularly to the Principality Earl Marshal and the Kingdom Deputy for your discipline on the state of your discipline in your principality or region.
   • This includes summarizing the reports that you get from branches within your area.
2. Provide any other reports your Kingdom Earl Marshal requires.

Principality Earl Marshal

1. You will need to report regularly to the Kingdom Earl Marshal on the state of all martial disciplines in your principality or region.
   • This includes summarizing the reports that you get from branches within your area.
2. Provide any other reports your Kingdom Earl Marshal requires.

Kingdom Deputy Earl Marshal for a discipline

1. You must report quarterly to the Kingdom Earl Marshal and to the relevant Society Deputy Marshal on the state of your discipline in your kingdom.
   • This includes summarizing the reports that you get from branches within your kingdom.
   • Your reports are due: March 1, June 1, Sept 1, Dec 1
2. If disciplinary action that extends beyond the bounds of a single event is taken against a participant in your discipline within your kingdom (e.g., authorizations suspended or revoked), include a brief account of what happened, who was involved, and what actions have been taken as a result.
3. Provide any other reports your Kingdom Earl Marshal requires.

Kingdom Earl Marshal

1. You must report quarterly to the Society Marshal regarding the state of all martial activities in your kingdom.
   • Your reports are due: March 15, June 15, Sept 15, Dec 15
2. If disciplinary action that extends beyond the bounds of a single event is being taken against a participant in your kingdom (e.g., authorizations suspended or revoked), include a brief account of what happened, who was involved, and what actions have been taken as a result. If more information is needed, for example because of an appeal of the action, the Society Marshal will let you know.
3. If your kingdom is part of an affiliate organization, provide any required reports to your relevant organizational body.
4. You must provide a copy of the report, or any other reports, as required by your kingdom.

Society Deputy for a discipline

1. You will need to report quarterly to the Society Marshal regarding the state of your discipline across all kingdoms.
   • Your reports are due: March 15, June 15, Sept 15, Dec 15
2. If you have had to be involved in any disciplinary action, such as authorizations suspended or revoked, or appeals, include a brief account of what happened, who was involved, and what actions have been taken as a result.

Society Marshal

1. You will need to report quarterly to the President and to the Board on the state of the marshalate.
   • Your reports are due: Apr 1, July 1, Oct 1, Jan 1
2. Provide any other reports that the President or Board requires.