Why Do You Have to Complete an IRF?

If an incident or accident occurs it is important that this is recorded in case of queries or an insurance claim in the future. The form is just a statement of the facts.

It will be easier to recall the details of the incident in a a couple of years time if they were recorded at the time of the incident rather than relying on people’s memory.

Group Leader

• Download an Incident Report Form
• Complete the form to the best of your knowledge
  • Where personal details of a u3a member are not known ask the Secretary to complete these details from Beacon
• Send the completed form to the Secretary: Secretary@chepstowu3a.org.uk

Secretary

• Rename to the following format: IRF Chepstow Cycling 20260804
• Save to Z For Hard Disk
• Inform Committee at next meeting – discuss if necessary
• If sending to TAT
  • Create duplicate form by removing all member’s details
  • Save by adding TAT to end of file name
  • Send to TAT
  • File in Z For Hard Disk
• Save both files to Hard Disk

Notes for Secretary

• Keep copy in our records on the HD - (Archive>Secretary>Incident Report Form) for 3 years, in case an insurance claim arises. 
• Reports more than 3 years old should be deleted.
• We now have to send a copy to TAT
• Note that there may be GDPR issues sending member's private data to TAT (and onto an insurance company).
• This may be solved by removing the member's name from the file heading and removing all member's private details from the Report.
• This obviously means duplication of the report.
• Note that the insurance referred to in the IRF is Public Liability Insurance which is included in member's annual subscription tot TAT. It is not accident insurance.
• Discussions on this GDPR issue are ongoing (August 2026)

August 2026