3.16.3.5: Pick-Up/Drop-Off Procedures

Pick-Up/Drop-Off Policy for Early Childhood Program

Purpose

     This policy establishes clear and safe procedures for dropping off and picking up children, ensuring their safety and accountability at all times. It includes protocols for sign-in/sign-out and third-party releases, outlining staff responsibilities during these processes.

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Policy Statement

     The program prioritizes the safety and well-being of children during pick-up and drop-off times. Staff will follow established procedures to ensure accurate attendance records, verify the identity of individuals picking up children, and maintain a secure environment.

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Drop-Off Procedure

1. Arrival Times

• Parents/guardians must drop off children during designated arrival times to minimize disruptions to the daily schedule.

2. Sign-In Process

• Parent/Guardian Responsibility:
  • Sign the child in using the center’s designated system (e.g., electronic system or paper log).
  • Record the time of drop-off and provide any necessary notes (e.g., medication, special instructions).
• Staff Responsibility:
  • Greet each child and parent/guardian upon arrival.
  • Verify the child’s attendance by ensuring they are properly signed in.
  • Conduct a brief health check to ensure the child is fit to participate in daily activities.
  • Escort the child to their designated area or classroom, ensuring a smooth transition.

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Pick-Up Procedure

1. Departure Times

• Parents/guardians must pick up children by the designated closing time. Late pick-ups may incur a fee as outlined in the program's policies.

2. Sign-Out Process

• Parent/Guardian Responsibility:
  • Sign the child out using the program's designated system, recording the time of pick-up.
  • Provide identification if requested by staff.
• Staff Responsibility:
  • Verify that the person picking up the child is authorized in the child’s records.
  • Check identification for individuals who are not familiar to staff.
  • Ensure the child is signed out before they leave the center.
  • Release the child only to authorized individuals listed on the child’s emergency contact or release form.

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Third-Party Release Policy

1. Authorization

• Parents/guardians must provide written consent for any individual other than themselves to pick up their child. This includes:
  • Full name and contact information of the authorized person.
  • Duration of authorization (e.g., one-time or ongoing).

2. Verification

• Staff Responsibility:
  • Verify the identity of the authorized third party by checking a government-issued photo ID.
  • Confirm the individual’s name matches the information on the child’s release form.
  • Contact the parent/guardian immediately if there are any discrepancies or concerns.
• Unauthorized Individuals:
  • Staff must not release the child to any individual who is not listed as authorized, even if verbally requested by the parent/guardian.
  • Notify the director immediately if an unauthorized person attempts to pick up a child.

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Staff Responsibilities During Pick-Up/Drop-Off

1. Supervision:
   • Staff must supervise the drop-off and pick-up areas at all times to ensure safety and efficiency.
   • Be vigilant for any unauthorized individuals or suspicious activity.
2. Attendance Records:
   • Verify that all children are signed in and out daily.
   • Record attendance electronically or manually as a backup.
3. Child Safety:
   • Escort children to and from the pick-up/drop-off area as needed.
   • Maintain a welcoming and calm environment during transitions.
4. Communication:
   • Provide updates to parents/guardians as needed, including daily notes or reminders.
   • Report any concerns, such as late pick-ups or health issues, to the director.
5. Handling Emergency Situations or a Release Time Crisis:
   • Follow emergency protocols if a parent/guardian or third party becomes disruptive or if a child’s safety is at risk.
   • Notify the director and, if necessary, local authorities.
   • Do not release the child immediately. Instead, engage the child with another staff member while discussing the concerns with the person trying to pick up the child.
   • Never release any child to an intoxicated person or to a driver who does not have a car seat properly installed.
   • If the child cannot be released safely to the person trying to pick up the child, contact the child's other designated parent/guardian to enlist their help in ensuring a safe release for the child.
   • If the well-being or safety of any child or staff member at the program is threatened, contact local authorities.
   • Once the crisis is resolved, conduct a debrief with staff to review the incident and address any concerns
   • Provide support to children, families, and staff as needed, including counseling resources if applicable.

Staff must review and understand these procedures regularly to ensure preparedness. Any questions about the protocol should be directed to the Program Director.

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Compliance

All staff are required to adhere to this policy to ensure the safety and accountability of all children. Failure to comply with these procedures may result in corrective action.

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This policy establishes a secure and organized pick-up/drop-off process, fostering trust and ensuring children’s safety at all times.