YMCA of Oakville Child Care Centre

Safe Arrival and Dismissal Policy and Procedures

Date Policy and Procedures Established: December 2023
Date Policy and Procedures updated January 20, 2025

Purpose

This policy will provide staff, students, and volunteers with a clear understanding of the roles and responsibilities for ensuring the safe arrival and dismissal of children. Outlining the steps required:

  • When a child does not arrive as expected
  • To ensure safe dismissal

Expectations and Responsibilities

All Staff, Students and Volunteers will follow all the steps outlined in the Safe Arrival and Dismissal Policy and Procedure

All Supervisors/Designated will ensure the Safe Arrival and Dismissal Policy and Procedure is implemented

Policy Statement

The YMCA of Oakville will ensure that any child receiving care at the child care location is only released to the child’s parent/guardian or an individual that the parent/guardian has provided written authorization for release is authorized by the parent/guardian. If the individual is unknown to the staff, they will be required to show photo identification.

The YMCA of Oakville educator will only dismiss children into the care of their parent/guardian or another authorized individual. The centre’s educator will not release any children from care without supervision.

It is important that all children are always under the supervision of an adult. To ensure this practice, we require all parents/guardians to drop off and pick up their child directly in the YMCA program space.

In Instances where a child does not arrive in care as expected or is not picked up as expected, staff must follow the Safe Arrival and Dismissal Policy and Procedures set out below.

Procedures

Upon the child’s arrival, staff must:

  • Complete a Daily Health Check
  • Sign the child in on the classroom attendance record, indicating the time
  • Document in the Daily Written Log Book any change in pick-up arrangements as indicated by parent/guardian

Infant, Toddler or Preschool child has not arrived by 9:30 a.m.

  • A text and email notification will be sent to a family to confirm the child’s absence. This communication will serve as the sole notification from the centre regardless of whether a response is received from the family
  • Document the child’s absence on the attendance and any additional information in the Daily Written Log Book

Before Kindergarten and School Age program

If a child does not arrive to the before school program, the child’s absence will be recorded on the attendance and shared in a binder with the school.  The school will follow their own protocol regarding safe arrival.

PADAYS/Holiday Programs for Kindergarten and School Age

During PADAYS/Holiday Programs, Kindergarten and School Age educators will follow the same procedures when accepting children into the However, if the child does not arrive to the program by 9:30 am, staff will begin to contact the parents/guardians to verify if the child will be in attendance. Document the child’s absence and any additional information the Daily Written Log Book.

During a regular school day if a child has not arrived at the afterschool program the supervisor/designate will check the child’s attendance with the school office. If the child is unaccounted for:

  • Check the school premise
  • Call the parent/guardian to confirm the child’s absence
  • Call the police
  • Contact the Manager/General Manager
  • Complete the YMCA Incident/Accident notification and file a Serious Occurrence with the Ministry of Education
  • Document the child’s absence on the attendance and additional information in the Daily Written Log Book

Extracurricular Activities

If a child is participating in extra-curricular activities not part of our program:

Written instructions from the parent should include the activity, location, date, time, and whether the child will go directly to the activity or the YMCA first

If a child has not been picked up and the centre is closed:

The staff must:

  • Call the parent/guardian or authorized individual
  • Call an emergency contact when unable to reach the parent/guardian or authorized individual
  • Notify the supervisor/designate who will notify the Director/General Manager
  • After one hour, contact (CAS) Children’s Aid Society, if there has been no contact with the parent/guardian/emergency contact
  • Follow the instructions provided by CAS

Dismissing a child from care

Staff will only release the child to the child’s parent/guardian or authorized emergency pick up.  Under no circumstances will children be released from care to walk home alone.