5.3.04

Drop-Off/Pick-Up Procedures

Safe and Appropriate Release of Children

Shasta Head Start is legally responsible for ensuring the safety of all enrolled children. This includes obtaining authorization from the legal parent or guardian, designated in writing, who has permission to pick up their child from school or in the case of an emergency.

• For more information, see Safe and Appropriate Release of Children

At enrollment, an Emergency Permission Card will be completed with the names of those individuals authorized to pick up their child or in the case of an emergency. Identification will be verified at pick up through a driver’s license or other official form of identification.

Drop-Off/Pick-up Procedures

Drop-off/Pick-up procedures are designed to set a clear system that will ensure the safety of children during drop-off and pick-up procedures.

Drop-Off Procedures

The following activities should occur when a child arrives at the center:

1. Greet the children and the parent or guardian as they arrive. For more information, see the SOP Greeting Children & Families
2. Perform the Daily Health Check on each child upon arrival. For more information, see the SOP Daily Health Check
3. The person dropping off the child should sign the child in on the appropriate Sign-in/Sign-out log. For more information, see the Sign-in/Sign-out Procedures section of this document below.
4. Children should wash their hands upon arrival.
5. Apply sunscreen between April and October (as needed).
6. Parents of EHS children should complete the Daily Log form each day and leave it for the Primary Caregiver to be filled out over the course of the day. For more information, refer to the SOP Daily Logs 
7. Help the child engage in an activity.

Pick-up Procedures

The following activities should occur when a child leaves the center:

1. Greet the person picking up the child. Ensure that the person is the parent or guardian, or an authorized adult on the child’s Emergency Permission Card on file.
   • If you are unfamiliar with the person, ask for identification and verify that the person is listed on the Emergency Permission Card under the Emergency and Release Contact
2. The person picking up the child should sign out the child on the appropriate Sign-in/Sign-out log using their full, legal signature.
3. The person picking up the child should also gather the child’s belongings and bring home any items that need to be cleaned (dirty clothes, blankets, etc.).
4. For EHS, give the person picking up the child the yellow copy of their child’s Daily Log.

Additional Information:

• If a child is picked up late: Document the date and time that the child was picked up late. Have a conversation with the parent or guardian about the importance of picking up the child on time. If this is a regular occurrence, then an attendance study team may be required.

• If a child is not picked up at all: Call the parent or guardian if the child has not been picked up on time. If you are unable to contact the parent or guardian, then call other people listed on the emergency card to see if they can pick the child up. CFS or local law enforcement may have to be called if you are unable to contact anyone by closing time. Contact a manager before calling if this occurs.

• If a parent appears impaired at drop-off or pick-up, follow these steps:
  1. Address the Concern Privately
     • Speak with the parent in a private setting.
     • Communicate your concern by describing the specific behaviors you observe, such as difficulty walking or slurred speech, etc.
  2. Offer Alternative Transportation
     • Allow the parent to arrange for a ride via a taxi, bus, or another driver of their choice.
  3. If the Parent Refuses Safe Transportation:
     • Do not attempt to withhold the child from the parent.
     • Advise parent that if they take the child, Law Enforcement will be contacted immediately.
     • Contact police/sheriff dispatch and provide:
       • The parent’s identity.
       • The vehicle’s license plate number (if you manage to get it).
       • A description of the vehicle.
     • Contact Child and Family Services (CFS) and report the situation.
       • Reporting Suspicion of Child Abuse
       • Drop-off: A Suspected Child Abuse Report should be made if the parent appears impaired at drop-off, if the parent was driving.
       • Pick-up: A Suspected Child Abuse Report should be made if the parent refuses to arrange safe transportation.
  4. Document the Incident
     • Document in Contact Notes, details of the situation and actions taken.
  5. Follow-Up Meeting
     • A follow-up meeting with the parent will be scheduled by the Family Worker or Head Teacher/Site Supervisor as soon as possible.
     • Contact your Area Manager or Family Services Manager for additional support.

Sign-in/Sign-out Procedures

The Non-State Child Sign-in/Sign-out Log is used to verify attendance.  There is a separate sign-in sheet used for state classrooms (more information below).

• Parents or another adult must sign their children in and out every day.
• Parent or authorized adult enters time in or out and signs using their full, legal signature.
• Teachers and Caregivers are responsible for training parents on how to correctly complete the form, including signing their full, legal signature.
• Teachers verify that all children have been signed-in/out upon arrival and departure.
• Family Workers or Site Supervisors must check and certify the completed form daily.
• The sign-in/out log will be kept in the classroom or go with staff wherever the children go (playground), and available to parents under staff supervision.
• At the end of each business day, sign-in/sign-out logs must be in a locked cabinet.
• Completed forms are kept onsite in a locked cabinet for three years.
• For best formatting, print the Non-State Child Sign-in/Sign-out Log double-sided and choose “flip on short edge”.

State Classrooms

For State classrooms, each child has an individual sign-in sheet which includes a space for the child’s name near the top of the form.

• Refer to the State Sign-in Form
• State sign-in sheet copies are kept onsite for 1 year, originals are sent to the Admin office and kept for 5 years

Important notes:

• Children must be signed out by the parent or other person designated on the Emergency Permission Card, as required by CCL regulation 101229.1.
• Sign-in/Sign-out sheets must be taken on field trips and during evacuations (e.g. fire drill).
• There is a separate sign-in sheet for children who take the bus to school. Refer to the SOP 3.5 Pedestrian Safety
• Sign in/out logs shall be kept on site for 1 year, in accordance with Community Care Licensing #101229.1
  • CACFP (food program) requires 3 years (all sites are on CACFP)
  • State requires 5 years

References

• Safe and Appropriate Release of Children
• Child Sign In & Sign Out Procedures
• Non-State Child Sign-in/Sign-out Log – Formster | Form 
• Child Sign In/Out Log (for State)
• Emergency Permission Card – Formster | Form 
• Related SOPs:
  • Pedestrian Safety
  • Greeting Children & Families
  • Daily Health Check
  • Daily Logs