Admission, Attendance and Collection

The purpose of this policy is to ensure that admissions, attendance, arrival and collection procedures are managed safely, consistently and efficiently for all children attending Beyond Words CIC.

Clear procedures help safeguard children, support effective communication with families and ensure that every child arrives and leaves the Summer Club safely.

Beyond Words is committed to providing a welcoming, organised and secure environment where children are appropriately supervised from arrival until collection.

This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:

• ✦Children Act 1989
• ✦Children Act 2004
• ✦Working Together to Safeguard Children (2025)
• ✦Health and Safety at Work etc. Act 1974
• ✦Equality Act 2010
• ✦UK General Data Protection Regulation (UK GDPR)
• ✦Data Protection Act 2018

Beyond Words will review this policy regularly to ensure it reflects current legislation and best practice.

This policy applies to:

• ✦all children attending Beyond Words activities
• ✦parents and carers
• ✦employees responsible for admissions, registration, supervision, attendance and collection procedures

It covers:

• ✦admissions
• ✦bookings
• ✦attendance
• ✦arrival procedures
• ✦authorised collection
• ✦late collection
• ✦non-collection of children
• ✦attendance records

This policy should be read alongside the organisation's:

• ✦Safeguarding & Child Protection Policy
• ✦Missing Child Policy
• ✦Health & Safety Policy
• ✦Data Protection & Confidentiality Policy

Beyond Words is committed to:

• ✦providing a safe arrival and collection process
• ✦maintaining accurate attendance records
• ✦ensuring children are only collected by authorised individuals
• ✦communicating clearly with parents and carers
• ✦responding appropriately to late or non-collection
• ✦ensuring admission arrangements are fair, inclusive and based on children's individual needs
• ✦safeguarding every child throughout the session

Children will remain under the supervision of Beyond Words employees until they have been safely handed over to an authorised adult.

• ✦Founder & Director The Founder & Director is responsible for ensuring that:

• ✦admissions procedures are implemented consistently
• ✦attendance records are maintained
• ✦employees understand arrival and collection procedures
• ✦safeguarding arrangements are followed during collection
• ✦concerns regarding attendance or collection are managed appropriately
• ✦ensuring authorised collection information is kept up to date
• ✦reviewing any attendance or collection incidents to identify improvements
• ✦this policy is reviewed regularly

• ✦Employees Employees are responsible for:

• ✦accurately recording attendance
• ✦supervising children during arrival and departure
• ✦ensuring children are only released to authorised individuals
• ✦reporting concerns immediately
• ✦following late collection and non-collection procedures
• ✦maintaining confidentiality throughout the process
• ✦checking any changes to collection arrangements with the parent or carer where appropriate

Employees must never allow a child to leave with an unauthorised person.

Places at Beyond Words Summer Club are allocated following completion of the organisation's registration process.

Before a child attends, parents or carers will normally provide:

• ✦completed registration forms
• ✦emergency contact details
• ✦medical information
• ✦consent forms
• ✦details of authorised collectors
• ✦any information required to support the child's individual needs

Beyond Words reserves the right to refuse or withdraw a place where it cannot safely meet a child's needs or where admission would compromise the safety or wellbeing of others. Any such decision will be made fairly, based on individual circumstances, and discussed with the family wherever possible.Parents and carers are responsible for informing Beyond Words promptly of any changes to emergency contacts, medical information or collection arrangements.

On arrival:

• ✦parents or carers must accompany the child to the designated arrival point unless alternative arrangements have been agreed
• ✦an employee will welcome the child and confirm attendance
• ✦any important information for the day (such as medication, wellbeing or collection changes) should be shared with an employee
• ✦children will remain under the supervision of their parent or carer until they have been formally handed over to Beyond Words employees
• ✦any medication brought into the setting must be handed directly to an employee and managed in accordance with the Medication & First Aid Policy

Attendance registers will be completed as children arrive.

Accurate attendance records will be maintained throughout every session.

Employees will:

• ✦complete registers promptly
• ✦record arrivals and departures
• ✦record any child who leaves early
• ✦carry out head counts throughout the day
• ✦investigate any unexpected absences where appropriate

Attendance records form part of the organisation's safeguarding procedures and will be stored securely.

Children will only be collected by:

• ✦a parent or legal guardian; or
• ✦an adult authorised in advance by the parent or carer

Where an unfamiliar person arrives to collect a child, employees may request proof of identity before releasing the child.

If there is any doubt regarding collection arrangements, the child will remain with Beyond Words until the matter has been clarified with the parent or carer.

Changes to authorised collection arrangements should normally be communicated by the parent or carer in advance wherever possible.

If a parent or authorised collector is delayed, they should contact Beyond Words as soon as possible.

Employees will:

• ✦continue supervising the child
• ✦reassure the child
• ✦attempt to contact the parent or authorised collectors
• ✦record the incident

Beyond Words recognises that unexpected delays can occasionally occur. The first late collection may not result in a charge, at the discretion of the Founder & Director.

Where a child is collected more than 30 minutes after the agreed collection time without exceptional circumstances, Beyond Words may charge a late collection fee of £15 to help cover the additional staffing costs incurred.

Repeated late collections may result in a late collection charge being applied on each occasion and may be discussed with the family to identify appropriate solutions.

Employees will ensure that at least two members of staff remain with the child wherever reasonably practicable until they are collected.

If a child has not been collected and Beyond Words is unable to contact the parent, carer or authorised collectors within a reasonable period, the Founder & Director will assess the situation and decide on the appropriate course of action.

This may include contacting the relevant local authority or the police if there are safeguarding concerns or if all reasonable attempts to contact authorised adults have been unsuccessful.

The child's welfare will remain the priority throughout, and they will continue to be supervised by employees until suitable arrangements are made.

All actions taken will be recorded. Any decision to contact external agencies will be based on the individual circumstances and the child's welfare.

The Founder & Director is responsible for implementing, monitoring and reviewing this policy through:

• ✦reviewing attendance procedures
• ✦monitoring collection arrangements
• ✦reviewing any late or non-collection incidents
• ✦identifying improvements to procedures
• ✦ensuring employees receive appropriate guidance

This policy will be reviewed annually or sooner if legislation, guidance or organisational practice changes.

This policy should be read alongside:

• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-MISS-001 , Missing Child Policy
• ✦BW-HS-001 , Health & Safety Policy
• ✦BW-DP-001 , Data Protection & Confidentiality Policy
• ✦BW-RA-001 , Risk Assessment Policy
• ✦BW-MED-001 , Medication & First Aid Policy