The personal safety and well being of every child in the childcare setting should be the staff’s number one priority. Simple steps can be taken to ensure that each child safely arrives and leaves the childcare setting each day.

Every childcare program should have a procedure for “signing in” and “signing out” each child daily. This daily log should include the date, time of arrival, each child’s name, and space for the signature of the person who brought the child. With a few additional lines, the same log may be used to document who picks up a child and at what time.

Sign-in procedures also may include documentation of specific instructions from the parent or guardian for that day or any out-of-the-ordinary observations of the child, such as signs of an injury. Because confidentiality must always be maintained, personal instructions or observations should be documented on a separate sheet and given to the caregiver.

All absences, as well as reasons for absences, also should be documented in the daily log. If a child does not arrive within a normal time frame and the parent has not telephoned explaining the child’s absence, then staff should follow a written plan of action. The plan could include immediately placing a phone call to the appropriate parent or guardian, or if the parent cannot be contacted by phone, the emergency contact for that child. Each step, including when taken and by whom, should be documented in writing in a logbook.

When a child enrolls in the program, parents can provide names of individuals who are authorized to pick up the child. Even in an emergency, children should only be released to authorized individuals. Be sure that parents are advised of this policy and offered the opportunity to update their list of authorized people as needed.

This authorization should be reviewed regularly and phone numbers (including cell phone numbers) should be updated as needed. The sign-in/out procedures should be followed whether the child is dropped off, picked up at a scheduled bus/van stop, transported from school for after-hours care, or any other arrangement.

If someone other than the parent/guardian picks up a child, staff should check the authorization list and require photo-identification. In high-risk situations (such as an ongoing custody battle), parents may request additional safeguards to protect their child. For example, they may have a predetermined password that must be provided by the individual collecting the child. Another option is to place current photos of individuals authorized to pick up the child in the child’s file. This is in addition to requesting that the individual show proper identification.

In the event an adult who has not been authorized by the parent comes to pick up a child, staff should never release the child to the individual under any circumstances. Each childcare provider should have a plan in place that includes steps to identify the unauthorized individual. A phone call to the parent or guardian should be placed immediately. Many providers will not accept telephone authorizations by a parent/guardian for pick-up of the child by an unauthorized adult but might accept a faxed release.

Check the laws in your state regarding custody and biological parents. For example, in a divorce situation, if a judge has determined that the non-custodial biological parent is not allowed to pick up the child, then the custodial parent should provide legal documentation to support this.

Adults authorized to pick up a child should be able to provide a properly fitted auto safety seat. Staff should check to see that the seat is secure and placed in the rear seat. If the adult picking up a child appears to be impaired (under the influence of drugs or alcohol) or for some reason deemed unable to adequately care for the child, the childcare staff should never release the child to that person. Staff should contact the parent, guardian, or other authorized adult immediately, and contact law enforcement as deemed necessary.

Childcare providers must enforce their own rules to protect children, but can use the opportunity to encourage parents to be active participants in their own child’s personal safety as well. You can educate parents about simple safeguards to enhance child personal safety such as the following:

• Although talking to very young children about “strangers” is necessary, it may not be fully understood by the very young child. Over emphasis on stranger-danger can actually be counterproductive as many child abductions are initiated by family members. Also, if a child is lost, he or she would need the help of strangers. Encourage parents to be proactive and let the childcare provider know of any potential threat to the child’s personal safety.
• Fingerprints, dental records, medical records, and recent photos can be essential tools in finding missing children. You may choose to partner with local prevention officers to offer on-site child fingerprinting each year. Remember that a child should never be fingerprinted without the permission of the parent. Prints are given to the parent for safekeeping.
• Be sure each child know his or her full name, address, and parent’s name(s). One way to teach young children this information is by putting it in a song. Child caregivers may create a simple tune that includes each child’s vital information. Share this with parents so they can reinforce it at home. Driving to and from the childcare program is a great time to sing this important song!

Be certain that all staff members understand the policies and procedures regarding signing children in and out. All procedures and forms should be carefully reviewed with parents and guardians on a regular basis. Staff training should include review of all child personal safety policies and procedures.

Role-playing sessions may include scenarios such as “what to do if someone other than an authorized adult comes to pick up the child.” Staff can be trained to respond to designated “code words” that describe potentially unsafe situations.

Caregivers should remember that the personal safety of every child under their care includes taking simple steps to be sure that each child arrives safely at your facility and leaves to go home again safely each day.

Elaine Abrams, Certified Health Education Specialist and Public Health Professional

National SafeKids Campaign, 1301 Pennsylvania Ave., NW, Ste. 1000, Washington, DC 20004; 202-662-0600; www.safekids.org

National Resource Center for Health and Safety in Child Care, UCHSC at Fitzsimons, Campus Mail Stop F541; PO Box 6508, Aurora, CO 80045-0508; 800-598-KIDS; nrc.uchsc.edu