Chapter 17, Additional Case 4: Revising an Injury Report Form
Chapter 17, Additional Case 4: Revising an Injury Report Form
Background
Joan Jacqua, the Clubs and Activities Coordinator for Acorn Valley Academy, a private coeducational high school, is meeting with the school’s principal, John Robinson.
"Did you know that over 50 percent of the serious injuries to female athletes happen to cheerleaders?" asks Joan.
"I had no idea that cheerleading was so risky," Principal Robinson responds.
"Cheerleading is no longer just pom-poms, megaphones, and high kicks. Cheerleading is gymnastics with stunts and tricks. Last year, more than 25,000 cheerleaders were treated in emergency rooms for injuries to the ankle, shoulder, head, and neck. I just came from a meeting with Robin Dungan, our new cheerleading coach. She told me some of these statistics, and frankly, they scared me. She asked if we have a written emergency plan for what to do if a cheerleader is injured at practice or while cheering at an event.
"What did you tell her?
"I explained that we have detailed emergency plans for each of our clubs and athletic teams. These plans describe specific roles for each staff member or volunteer in case of emergency. However, according to Robin, we don't have a very good injury report form. Robin looked at our current form and said that it doesn't encourage a standardized approach to documenting all the necessary information about an injury. She thinks that the existing form, even if completely filled out, won't meet the needs of everyone who reads or uses these reports." (See Document 17.1 for the injury report form.)
"What do you think?" Principal Robinson asks.
"After looking at the form, I agree with Robin," Joan says. "These injury reports need to satisfy a diverse audience. The adage 'If you didn't write it down, you didn't do it' seems to apply here.
"Asking advisers to 'give a full account' seems too broad an instruction," Principal Robinson notes. "It would be helpful if the form prompted advisers to document specific information and details. In addition, the form needs to work not only for cheerleading but also for our athletic teams and clubs, such as theater, chess, and science.
"I agree. I think this form should be revised.
"I'd like to have a revised injury report form ready for distribution when parents and students attend our clubs and activities orientation at the start of next year. We might want to discuss the form at the orientation, or we might just want to go over the form at the first coaches and advisers meeting. I'm not sure. Would you ask one of our school volunteers with a background in technical communication to look into this situation and make some recommendations?
Later that afternoon, Joan picks up the phone and dials your number.
Your Assignment
- 1. Write Joan a memo in which you describe the purpose of the injury report form, identify the audiences for the injury report, and describe their needs.
- 2. Based on your analysis of the report's purpose and audience, redesign the academy's form (Document 17.1). Attach a memo to Joan justifying your design choices and recommending who, if anyone, should review this form before it is finalized.
- 3. Write Joan a brief memo in which you recommend whether the injury report should be discussed at the student-parent orientation on Clubs and Activities Night. If you believe that it should be discussed with students and parents, justify your recommendation and explain which elements of the form should be addressed. If you believe that the form should not be discussed at the orientation, justify your recommendation and discuss how the form should be introduced to advisers and coaches.
DOCUMENTS
Document 17.1
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