Uncollected child policy

Uncollected Child Policy for After-School Arts and Crafts Club

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

1. Introduction

At Tildabelles we are committed to ensuring the safety and well-being of every child who attends our after-school arts and crafts club. This Uncollected Child Policy has been developed to outline the procedures we will follow in the event that a child is not collected by an authorized adult at the end of a session.

It is important that all parents and guardians understand their responsibility to ensure timely pick-up and that our staff are equipped with clear steps to handle any situation where a child remains uncollected.

2. Prevention Measures

To reduce the risk of a child being uncollected, the following measures will be put in place:

  • Registration of Children: All children must be signed in upon arrival and signed out when collected by a parent or guardian. This ensures that we know who is present and who should be collecting each child.
  • Emergency Contact Information: Parents and guardians will be asked to provide up-to-date contact information and emergency contacts at the time of enrollment, including details of any authorized individuals who can collect the child if the primary caregiver is unavailable.
  • Pick-Up Procedures: Parents will be reminded of the importance of timely pick-up, and children will only be released to authorized individuals. Any changes to the authorized pick-up persons must be communicated to us in advance.

3. Procedures for an Uncollected Child

In the event that a child is not collected at the end of the session, the following steps will be followed:

  1. Initial Check:
    • If the child’s parent or guardian is not present within 15 minutes after the session ends, staff will attempt to contact the parents or guardians using the contact information provided during enrollment.
  2. Contact Attempts:
    • The first point of contact will be the primary contact number provided. If they cannot be reached, staff will attempt to contact other emergency contacts listed in the child’s registration details.
    • If the primary contact cannot be reached, staff will leave a voicemail or send a message, explaining that the child has not been collected and that they need to be picked up immediately.
  3. Waiting for Pick-Up:
    • The child will remain with a staff member in a safe, secure area, supervised at all times, until an authorized adult arrives.
    • Staff should remain calm, reassuring the child while they wait for their pick-up.
  4. Late Collection Beyond 30 Minutes:
    • If the child has not been collected within 30 minutes of the session’s end, staff will take the following actions:
      • Contact the police: If no contact has been made with the parents or emergency contacts, the staff will call the local police to inform them of the situation and seek guidance.
      • Continue to attempt contact: Staff will continue to try all available contact numbers, including parents and emergency contacts.
  5. If No Contact After 1 Hour:
    • If there has been no successful contact or collection after 1 hour, and the child is still uncollected, the staff will consider the child’s well-being and seek advice from the local authorities, which could include social services.
    • The child will remain under the care of the staff until an authorized adult arrives or until further guidance is received.

4. Follow-Up After Incident

  • Communication with Parents: Once the child has been safely collected, a conversation will be held with the parent or guardian to discuss the late pick-up. Staff will emphasize the importance of timely collection and reinforce the policy.
  • Incident Report: An incident report will be completed for any late collection, and the details of the event will be documented. The report will include actions taken, times of contact attempts, and the outcome.
  • Continued Concerns: If late collection is a recurring issue, the parents will be asked to meet with the workshop organizer to discuss possible solutions. If necessary, a review of the child’s enrollment and attendance may be conducted.

5. Charges for Late Collection

To encourage timely pick-up and address recurring late collections, the following steps will be implemented:

  • Late Collection Fee: A late fee may be applied if a child is not collected by the agreed-upon time. The fee will be communicated clearly to parents upon enrollment and will be included in the terms and conditions.
  • Fee Structure: The fee will be a set amount per 15 minutes after the designated pick-up time. For example, £5 per 15-minute interval.

6. Conclusion

The Uncollected Child Policy is in place to ensure that every child is safely cared for until they are collected. The safety of the children is our top priority, and we will take all necessary actions to safeguard their well-being in case of late or uncollected children. This policy will be reviewed regularly and updated as needed.

7. Contact Information

If you have any questions or concerns regarding our Uncollected Child Policy, please contact:

  • Fern DeFazio - 07432485114