At Cwtch Childcare we expect all parents/carers to collect their children on time at the end of each session or an agreed time that has been agreed in advance with the setting. This is to ensure that children are ready for collection, arrive on time with other children so that they do not miss activities and to allow any free spaces to be offered to other families.

Procedure if a parent/carer will be late for collection:

• Call the setting that your child attends immediately or as soon as reasonable practical to advise us of the situation
• At the setting managers discretion agree a safety password with the setting in advance to be used by anyone collecting a child who is not the parent/carer (designated adult)
• Asking a designated adult to collect their child wherever possible
• Informing the setting of this person’s identity so the setting can talk to the child if appropriate. This will help to reduce or eliminate any distress caused by this situation
• If the designated person is not known to the setting staff the parent/carer must provide a detailed description of this person, including their date of birth where known. Photograph ID might be asked for. This designated person must know the individual child’s safety password in order for the setting to release the child into their care. This is the responsibility of the parent.

If a child has not been collected from the setting after a reasonable amount of time (30 minutes) has been allowed for lateness, we initiate the following procedure:

• The setting manager will be informed that a child has not been collected
• The manager will check for any information regarding changes to normal routines, parents’ work patterns or general information. If there is no information recorded, the manager will try to contact the parents on the telephone numbers provided for their mobile, home or work. If this fails the manager will try the emergency contacts shown on the child’s records
• The manager/staff member in charge and one other member of staff must stay behind with the child (if outside normal operating hours). During normal operating times, the setting will plan to meet required staff ratios. If the parents have still not collected the child, the manager will telephone all contact numbers available every 10 minutes until contact is made. These calls will be logged on a full incident record
• In the event of no contact being made after one hour has lapsed, the setting manager will ring the Social Services Emergency Duty Team
• The setting will inform CIW as soon as convenient
• two members of staff will remain in the building until suitable arrangements have been made for the collection of the child
• The child’s welfare and needs will be met at all times and to minimise distress staff will distract, comfort and reassure the child during the process.

In order to provide this additional care a late fee of £10 per 15 minutes you are late in collecting the child will be charged to parents/carers. This will pay for any additional operational costs that caring for a child outside their normal setting hours may incur. Unfortunately, there are no exemptions.

Contact numbers

Social Services Emergency Duty Team
029 2053 6490
Out of hours: 029 2078 8570

CIW
0300 7900 126