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.

Releasing a child from care

The program staff who is supervising the child at the time of pick-up shall only release the child to the child’s parent/guardian or individual that the parent/guardian has provided written authorization that the child care may release the child to. Where the staff does not know the individual picking up the child (i.e. parent/guardian or authorized individual),

• confirm with another staff member that the individual picking up is the child’s parent/guardian/authorized individual.
• where the above is not possible, ask the parent/guardian/authorized individual for photo identification and confirm the individual’s information against the parent/guardian/authorized individual’s name on the child’s file or written authorization.