The purpose of this procedure is to ensure all incidents occurring at the New Jersey Astronomical Association (NJAA) facility and at NJAA-hosted offsite events are documented promptly, accurately, and consistently. Incidents include accidents, injuries, medical events, property damage, disruptive visitor behavior, or any safety hazard observed on site.
When to Use This Form
This form must be completed whenever any of the following occur:
• An accident or injury to a visitor, staff member, or volunteer
• A medical emergency or illness on site
• Damage to observatory property or equipment
• Disruptive or belligerent behavior
• Any hazardous situation or near miss that could have resulted in harm
• Discovery of a condition that is (or could become) harmful
How to Complete the Form
1. Fill out the form as soon as possible after the incident (same day, if practical).
2. Be factual and objective—avoid opinions or assumptions.
3. Include names, contact information, and witness details whenever available.
4. Describe the incident clearly, including sequence of events and direct quotes if relevant.
5. Document actions taken (first aid, calling 911, removing a hazard, contacting police, etc.).
Submit the completed form to the Observatory Director (or designated board officer) within 24 hours of the incident.
If law enforcement or emergency services were involved, notify the Observatory Director immediately, in addition to completing the form.