Reporting a Serious Occurrence

According to the CNC requirements, all serious occurrences must be reported to IRCC and CMAS.

When you report a serious occurrence;

  • You are meeting the CNC requirements
  • You are protecting the children and families in your care
  • You will receive support to help get you and your staff through the experience
  • You are helping other children and CNC programs. Understanding your experience helps us to prepare other CNC programs to avoid future incidents.

A serious occurrence is defined as “an incident that could disrupt a CNC program or cause serious injury to a person while providing services to or participating in a CNC program”. From a lost child or allegations of abuse, to a grave illness, accident, or even death, a serious occurrence can have a significant and immediate impact on a CNC program.

It is critical for you to have policies in place and that your staff know and follow written procedures for reporting a serious occurrence.


Be prepared

Ensure your staff know and follow your organization’s internal procedures as well as the CNCR procedures for reporting a serious occurrence. The CNCR procedures includes:

– verbally, informing IRCC and CMAS by the end of the next working day, and
– sending a written report to IRCC and CMAS within 5 days of the incident.

Note: It is not essential for the staff involved in the incident to report the Serious Occurrence to CMAS, but the person calling should have a full understanding of the situation and timelines.

Help your staff understand when to report: It is important to report any occurrence that disrupts the program or leads to injuries or serious illness etc. A full list can be found in the CNC Requirements.

If you are ever unsure, it is best to call CMAS. We can help you determine if your situation needs a report, provide support, and guide you through any steps you need to take.

Help your staff understand what to include in a report: Staff must provide details about the incident, the time it happened, who was involved, and what conditions were present. (See Sample Serious Occurrence Report Form English: PDF/Word | French: PDF/Word)


Notifying CMAS

In the event of a serious occurrence—or what you think may be one:

  1. Call the CMAS office (416-395-5027 or Toll Free 1-877-677-6899). State that the call is about a serious occurrence and you will be directed to Tricia Doyle, CMAS Assistant Manager.
  2. Provide the details about the incident as recommended above.
  3. If it does qualify as a serious occurrence, Tricia will document the required information then inform your consultant so they can work directly with you, if needed.
  4. If you are made aware of new or additional information regarding the serious occurrence, please inform your site consultant immediately.

Remember, it is your responsibility to also inform IRCC of the occurrence.


Still need help?

If, after reviewing this information, you are still in doubt about this requirement, your CMAS consultant can always help!