Missing child policy

Missing Child Policy for After-School Arts and Crafts Club

Policy Name: Missing Child Policy
Date of Policy: 24.02.2025
Policy Review Date: 24.02.2026
Policy Created by: Fern DeFazio

1. Introduction

The safety and well-being of all children attending Tildabelle’s is our top priority. While we take every possible precaution to ensure the safety of the children, we recognize that, in rare cases, a child may go missing during the after-school club. This Missing Child Policy outlines the steps that staff will follow in the unlikely event that a child cannot be accounted for during the club.

2. Prevention Measures

To reduce the risk of a child going missing, we will implement the following measures:

  • Supervision: Children will always be supervised by an appropriate number of staff at all times based on the staff-to-child ratio, ensuring no child is left unsupervised.
  • Registration: Each child will be registered on arrival, and attendance will be checked at regular intervals throughout the session. The child’s name and details will be clearly visible to staff at all times.
  • Clear Procedures for Collection: We will ensure that parents or guardians are informed of the pick-up procedure and that children are only released into the care of an authorized adult. If a parent or guardian is delayed, children will remain supervised until collected.

Pickup Procedure, Adult to wait outside and name their child, and then their child will be called out to them. If someone else is picking up then the usual parent, please inform us at drop off.

  • Designated Areas: Children will remain within clearly defined and secure areas during the activities, and the club will ensure that no child leaves the premises without permission.

3. Procedure in the Event of a Missing Child

In the event that a child is discovered to be missing, the following steps will be immediately followed:

  1. Initial Check:
    • Re-check the registers: Ensure the child is not present in the group or in a different area. Check the attendance register to confirm that the child has been signed in.
    • Search the immediate area: Staff should search the room and any adjacent rooms or outdoor areas, including the toilets, cloakrooms, and any other nearby places where the child might be.
    • Ask other children: Check with other children in the group to see if they have any information regarding the child’s whereabouts.
  2. Alert Staff and Supervisors:
    • Notify all staff immediately that a child is missing.
    • Assign staff members to continue searching while others work to ensure the safety of the remaining children. If there are no other staff available we will safely look for child with other children.
  3. Contact Parents or Guardians:
    • If the child is not found within a short period (typically within 10-15 minutes), immediately contact the child’s parents or guardians. Provide them with details of the situation and request that they come to the venue if necessary.
  4. Notify Authorities:
    • If the child is still missing after a reasonable period (e.g., 30 minutes), contact the local police and report the child as missing.
    • Provide the authorities with all relevant information, including a description of the child, what they were wearing, any known medical conditions, and any other useful information.
  5. Maintain a Calm and Clear Communication:
    • Throughout the process, staff must remain calm and composed to ensure that the situation is managed effectively and that parents or guardians are informed in a timely and clear manner.
    • A designated staff member will be responsible for communicating with parents, while others continue searching or providing support.

4. Post-Incident Procedures

After the incident has been resolved, the following steps will take place:

  1. Incident Report:
    • A full incident report must be completed, outlining what happened, the steps taken, and the outcome. The report should be shared with the parents and kept on file for future reference.
    • The report will be reviewed as part of an internal evaluation to understand what went wrong and how the procedures can be improved.
  2. Debriefing with Staff:
    • A debriefing meeting will be held with all staff involved in the incident to discuss the events, identify any lessons learned, and suggest improvements in procedures.
  3. Follow-Up with the Child and Family:
    • If the child was located and returned to safety, a follow-up will be arranged with the parents to check on the child’s well-being and discuss any additional support or measures needed.
    • If necessary, the child will be offered appropriate support to address any emotional or psychological effects of the experience.

5. Contact Information

  • Parents contact details can be found in registration folder
  • 999

6. Conclusion

The safety and protection of all children in our care is paramount. This Missing Child Policy is designed to ensure that all staff are prepared and know exactly what steps to take in the event that a child is missing. We will regularly review and practice these procedures to ensure the safety of all children and that the policies remain up to date.