Remove the Stress and Guesswork from Incident Report Writing
The Recording Formula: a proven 7-step system that gives every member of staff the confidence to write complete, accurate, and legally defensible reports, every time.
Certificated. Face-to-face or virtual delivery. Up to 18 delegates.
Years of research and refinement
Content-packed modules
Steps to high-quality reports, every time
In brief: The Recording Formula is a 1-day course from ProActive Schools that gives your staff a proven 7-step system for writing high-quality incident reports. Built on over 10 years of research and refined through thousands of training hours, it removes the guesswork from report writing and ensures every record meets legal, Ofsted, and DfE requirements.
- 1 day (typically 9.30 am to 3.30 pm), delivered face-to-face or virtually
- 6 modules covering legal context, quality recording, the 7-Step Formula, recording specifics, and practical application
- All delegates receive a certificate of completion included in the course fee
- Any school, academy, SEND/SEMH setting, PRU, or trust where staff record incidents involving physical intervention
- Up to 18 delegates per course
- Aligned with DfE Guidance on Restrictive Interventions (December 2025) recording requirements
Protecting Your School Begins by Removing the Guesswork
Writing reports is not the most thrilling aspect of working in a school. However, it is the most necessary when it comes to recording incidents and legally protecting your staff and organisation.
While you may have a full team of fantastic staff who understand what to do in a crisis, the truth is many do not understand how to record it.
This leads to incomplete, inaccurate, lengthy, or late reports that open your school up to criticism from Ofsted, the DfE, or legal challenge.
There is one simple action you can take today that will ensure your school's compliance, staff protection, and peace of mind for years to come.
of research and refinement
This Course Is Perfect for Your Team If...
Whether you are a mainstream school, a SEND or SEMH setting, a PRU, or a multi-academy trust, this course is for you if any of these sound familiar:
Discover the Proven 7-Step Recording Formula
Specifically designed for school staff who support children and young people. This simple-to-follow formula gives your entire team a uniform report-writing system.
Context and Setting
Establish the who, what, where, and when before the incident began.
Antecedent Behaviour
Record the observable behaviours that preceded the incident, without interpretation.
De-escalation Attempts
Document every strategy used to prevent escalation before any physical intervention.
The Intervention
Detail the specific techniques used, duration, and the number of staff involved.
Post-Incident Response
Record the immediate aftermath, including recovery, debrief, and welfare checks.
Reflection and Learning
Capture what worked, what could improve, and any changes to the child's support plan.
Sign-Off and Review
Ensure the report is reviewed, countersigned, and stored in line with your policy.
The formula is designed to be intuitive and transferable. Even staff who have never written an incident report before will pick it up with ease.
What Your Staff Will Walk Away With
After completing The Recording Formula, every member of your team will have the knowledge, confidence, and practical tools to produce high-quality reports consistently.
Confidence to Complete
The confidence to begin, edit, and complete reports for timely submission.
Legal Understanding
A full understanding of the law relating to RPI (Restrictive Physical Intervention).
Prioritise Information
The knowledge to prioritise what information is necessary and learn what is not.
Evidence of Lawful Excuse
The skillset to record what their lawful excuse was and provide clear evidence.
Spot Common Mistakes
The ability to identify characteristics of good reports and avoid common pitfalls.
Facts Over Opinions
A comprehensive understanding of the difference between opinions and facts in reporting.
6 Content-Packed Modules
An interactive course that teaches and empowers your staff to produce high-quality reports easily, every time.
Module 1: An Introduction to Incident Recording
Discover why high-quality recording is so important from a legal and child-supportive standpoint.
Module 2: The Law and Legal Context
Uncover why effective recording is so important and learn how to create evidence of defensible decision-making.
Module 3: Quality Recording
Ensure reports are complete, concise, and factual to significantly reduce the potential for legal complications.
Module 4: The 7-Step Formula
Access our unique and proven 7-Step Recording Formula that anyone can use to write consistently high-quality reports.
Module 5: Recording Specifics
Unlock the key aspects to accurately record incident specifics such as times, people, and more.
Module 6: Applying the Formula
Gain practical insights to apply 'The Formula' to either written or electronic reports, custom-tailored to your current recording system.
New DfE Recording Requirements from April 2026
The December 2025 DfE Guidance on Restrictive Interventions introduces specific requirements for how schools record incidents involving physical intervention.
What the DfE Now Requires
- Detailed records of every restrictive intervention
- Documentation of de-escalation attempts before intervention
- Recording of intervention type, duration, and staff involved
- Post-incident debrief records for both child and staff
- Termly reports to governors broken down by SEND and protected characteristics
How The Recording Formula Helps
- The 7-Step Formula covers every element the DfE now requires
- Module 2 teaches the legal context behind recording obligations
- Module 5 ensures specifics like times, people, and duration are captured
- The formula creates a standardised system for your entire school
- Governors receive consistent, compliant data for termly reporting
What Schools Are Saying
“The Recording Formula has completely transformed how our staff approach incident reports. What used to take hours of agonising now follows a clear, confident process.”
SEMH Academy, West Midlands
“Before this course, our reports were inconsistent and often incomplete. Now every member of staff follows the same formula, and our Ofsted feedback on recording has been outstanding.”
Residential Special School, Yorkshire
“The legal context module was eye-opening. Staff finally understand why recording matters, not just how to do it. That shift in mindset has been invaluable.”
Multi-Academy Trust, London
Frequently Asked Questions
This course can be taught face-to-face or virtually, reducing travel time and venue costs. It all depends on your school's needs, deadlines, and budget.
The course lasts for 1 day. The usual start and finish times are 9.30 am to 3.30 pm, however, this can be flexible depending on your needs. There will be a mid-morning and mid-afternoon break as well as a lunch break.
Yes, all delegates who complete the course will be provided with a certificate as part of the course fee.
Absolutely not. Our courses utilise a unique blend of video, case studies, group exercises, personal reflection, experiential exercises, and more to effectively impart the required knowledge and skills to staff.
The maximum is 18 people per course.
Yes. Our unique combined approach to education and application draws heavily on contemporary research, PBS (Positive Behaviour Support) principles, and direct practice experience. The Recording Formula will allow your school to meet Ofsted's expectations around incident recording with complete confidence.
Absolutely. Many schools choose to add The Recording Formula as an additional day alongside our Direct Delivery behaviour support training. This gives your team both the de-escalation and intervention skills and the recording skills to document incidents properly.
Yes. The December 2025 DfE Guidance on Restrictive Interventions requires schools to maintain detailed records of every incident involving physical intervention, including de-escalation attempts, the intervention used, duration, and post-incident debriefs. The 7-Step Recording Formula is specifically designed to ensure every report meets these requirements.
Give Your Team the Recording Skills They Need
Protect your staff, protect your school, and ensure every incident report meets the highest standard. The Recording Formula makes it simple.
Transparent pricing. Certificates included. No hidden fees.