Procedures                                            

Accepting a child into care

When accepting a child into care at the time of drop-off, program staff in the room must:

• greet the parent/guardian and child.
• ask the parent/guardian how the child’s evening/morning has been and if there are any changes to the child’s pick-up procedure (i.e., someone other than the parent/guardian picking up). Where the parent/guardian has indicated that someone other than the child’s parent/guardians will be picking up, the staff must confirm that the person is listed on the child’s emergency file or where the individual is not listed, ask the parent/guardian to provide authorization for pick-up in writing (e.g., note or email).
• document the change in pick-up procedure in the daily written record.
• sign the child in on the classroom attendance record.

Where a child has not arrived in care as expected for full day Child Care for Toddler & Preschool AND for full day programs on Non-Instructional Days for Kindergarten and School Age children:

Where a child does not arrive at the child care centre and the parent/guardian has not communicated a change in drop-off (e.g., left a voice message or advised the closing staff at pick-up or the parent has indicated in writing that the child may not attend until later), the program staff in the classroom must:

• inform the Supervisor/on site Designate and they must commence contacting the child’s parent/guardian no later than 10:00 a.m. Program staff shall call the child’s parent/guardian using the contact information provided by parents. program staff will try all contact numbers. etc. and ensure that a message is left for the parent.
• If the program staff has not received a response within 15 minutes from either parent/guardian, they will continue to contact parent/guardian while contacting the emergency/authorized contacts on the list. If no response is received, indicating the child is safe, the program staff will send an email. Program staff will contact emergency/authorized pick up contacts for assistance in contacting the parent/guardian or to confirm absence.

Once the child’s absence has been confirmed, the program staff shall document the child’s absence on the attendance record and any additional information about the child’s absence in the daily written record.

For children who are not in by 10:00 am on a regular basis, parents are requested to provide a letter to indicate the time-frame the child may come in by. Once this is received, the staff will inform the parent that unless a phone call has been received by the parent, the staff will call 15 minutes after the time frame and follow the above procedures.

Where a child has not arrived in the program as expected in the morning for Kindergarten and School Age children on Instructional Days:

All children must be escorted by a family member or designate into their classroom to a program staff. Program staff are only responsible for children when they are signed in for care. Children in our School age/Kindergarten morning programs can have inconsistent attendance based on family need. Due to the nature of regular absences in the morning, School Age/Kindergarten programs, and the short period of time that these children would be in the morning program, we will mark children who do not show up as absent on the attendance. Alternatively, if a parent indicates that a child may not come in to the morning program regularly, a letter can be added to the child’s file that indicates no follow up is required in the morning program if the child does not come in.

The York Region School Board has a safe arrival program in place that ensures Kindergarten and School Age children arrive in the morning. School personnel make roll calls to any parents/guardians of children who do not show up at school each day.

Where a child does not arrive at the childcare centre and the parent/guardian has not communicated a change in drop-off (e.g., indicated that no follow up is required if child does not attend, or left a voice message or advised the closing staff at pick-up the prior day or indicated that the child will be in later), the program staff in the classroom must follow the procedure below:

*On instructional days (when the host school is in session), program staff will prepare a list of the children that were absent for the morning program. This list will be shared with the school administrative staff.

Where a child has not arrived in the program in the afternoon as expected for Kindergarten and School Age children on Instructional Days:

For School age/Kindergarten children attending the after-school program, the program staff will notify the centre supervisor/designate. The host school or the school where the child attends during the day will be contacted. The program staff will confirm if the child attended during the day and the child was not signed out early. A page will go out over the school PA system calling out for the child.

If the program staff/supervisor/designate is unable to confirm the child’s absence with the school, they will contact the parent/guardian by calling and leaving a detailed message. Program staff will inform the supervisor/designate. Program staff will try to reach parent/guardian using all contact numbers in the children’s file. If no response is received, an email will be sent to the parent/guardian requesting confirmation of absence.

If the supervisor /designate/program staff is unable to confirm a child’s absence as per the procedure above, they are to contact the emergency/authorized contacts to assist in reaching the parent/guardian.

If the program staff/supervisor/designate is unable to confirm a child’s absence, within 15 minutes, the police will be called and emergency procedures followed.

• Follow the direction provided by the police department
• Any additional staff shall look for the child on the grounds of the school.
• Program staff will continue to try to reach out to the parent/guardian/authorized or emergency contacts
• Once the child’s absence has been confirmed, program staff shall document the child’s absence on the attendance record and any additional information about the child’s absence in the daily written record.