Delivery and Collection of Children Policy (QA2)

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Woodlands - Delivery and Collection of Children Policy

To maintain the wishes of families as per their preferences submitted into the enrolment form. [Families who are separated cannot deny another parent access to the child at the Service unless there is a court order in place.] 


National Quality Standard (NQS)

Quality Area 2: Children’s Health and Safety  


Wellbeing and comfort 

Each child’s wellbeing and comfort is provided for, including appropriate opportunities to meet each child’s needs for sleep, rest and relaxation



Each child is protected 



At all times, reasonable precautions and adequate supervision ensure children are protected from harm and hazard


Incident and emergency management 

Plans to effectively manage incidents and emergencies are developed in consultation with relevant authorities, practiced and implemented 


Child Protection 

Management, educators and staff are aware of their roles and responsibilities to identify and respond to every child at risk of abuse or neglect 


Education and Care Services National Regulations

Children (Education and Care Services) National Law NSW 


Delivery and collection of children 


 Related Policies 




Woodland aims to ensure the protection and safety of children, staff members and families accessing the Service. Educators and Staff will only release children to an authorised person verified on the individual child’s enrolment form. The daily sign in and out register will be used to determine who is present at the Service in case of emergencies.                 



This policy applies to children, families, staff, management and visitors of the Service.



Guidelines for delivery and collection of children are put in place to ensure the safety and wellbeing of each individual child.   



  • In order for children to feel secure and safe, it is important that children and families are greeted upon arrival by a member of staff and have the chance to say goodbye to the person delivering them. Saying goodbye helps to build trust. Leaving without saying goodbye could cause the child to think they have been left behind. 
  • All children need to be signed in by the person responsible for verifying the accuracy of the record. This will include the time and parent signature. Parent’s also needed to advise staff who will be collecting the child/children. 
  • Families will be reminded of departure to sign their child/children into the Service. 
  • Should families forget to sign their child/children in, National Regulations requires the nominated supervisor to sign the child in and out. 
  • Sign-in sheets are to be used in the case of an emergency to account for all children. 
  • Children are to be sighted by an educator before the parent or person responsible for the child leaves. This ensures that the educator is aware that your child has arrived and is in the building. 
  • A child’s medication needs or any other information should be passed on to one of your child’s educators by the person delivering the child.
  •  A locker or shelf space will be made available to children and their families. A sign is posted above the lockers for each child. 
  • In the case of a separated family, either biological parent is able to add a contact in writing unless a court order is provided to the Director stating that one parent has sole custody and responsibility. 
  • In the case of an emergency, where the parent or a previously authorised contact is unable to collect the child, the parent or person responsible for the child (as listed on enrolment form as having a parenting role) may telephone the service and arrange an alternative person to pick up the child. A second staff member will witness the phone call. This contact will then need to be authorised in writing to the Service. 



  • Parents are to advise their child’s educator if someone different is picking up their child, both verbally and via email.  This person is to be named on the enrolment form or added in writing to Management as an authorised contact for the child.  
  • Photo identification will need to be sighted by a Primary Contact Educator. If educators cannot verify the person’s identity they may be unable to release the child into that person’s care.
  • All children must be signed out by their parent or person who collects the child from our Service If the parent or other person forgets to sign the child out they will be signed out by the nominated supervisor.
  • No child will be withheld from an authorised contact or biological parent named on the enrolment form unless a current court order is on file at the Service.  
  • Children will need to be signed out on the same sheet as they were signed in. 
  • Parents are requested to arrive to collect their child/children by 6.30 pm.
  • In the case of a particular person being denied access to a child, the service requires written notice from a court of law. Educators will attempt to prevent that person from entering the service and taking the child, however, the safety of the educator is also important and they will not be expected to physically prevent any person from leaving the service. In this case, the parent with custody will be contacted along with the local police. The court order overrules any requests made by parents to adapt or make changes. For the protection of the children and educators, parents are asked not to give our front door code to anyone other than those absolutely necessary.
  • Nominated Supervisors will ensure that the authorised nominee pick-up list for each child is kept up to date. It is our policy that we do not allow anyone under the age of 16 to collect children.
  • If the person collecting the child appears to be intoxicated, or under the influence of drugs, and educators feel that the person is unfit to take responsibility for the child, educators will:
  1. Discuss their concerns with the person, if possible without the child being present
  2. Suggest they contact another parent or authorised nominee to collect the child
  3. Educators will inform the police of the circumstances, the person’s name and vehicle registration number if the person insists on taking the child.
  4. Please Note: Educators cannot prevent an incapacitated parent from collecting a child but must consider their obligations under the relevant child protection laws. 
  • At the end of each day, educators will check all beds and the premises including outdoors and indoors to ensure that no child remains on the premises after the service closes.
  • Children may leave the premises in the event of an emergency, including medical emergencies.
  • Details of absences during the day will be recorded. 


Late collection of children

  • If there are children still present at the Service upon closing, it is best practice to ensure a minimum of two Educators is present. 
  • Instruction to parents; “Please remember that our Educators have families to go home to and their own children to collect by a designated time. If you are late to collect your child two Educators have to stay behind and therefore both have to be paid overtime. To cover this, a late fee of $15 per 15-minute block will be charged (e.g. if you are 5 minutes late you will be charged for a 15-minute block. If you are 20 minutes late you will be charged for two 15 minute blocks, etc.”) 
  • If you know that you are going to be late, please notify the Service and make arrangements for someone else to collect your child. 
  • If you have not arrived by 6:30 pm you will be contacted. If we are unable to contact you and your child has not been collected, we will call alternative contacts as listed on your enrolment form to organise the collection of your child by one of them”.
  • Due to licensing and insurance purposes, if by 6:30 pm neither you nor any of your authorised contacts are available or contactable, we may need to take your child to the police station for you to collect. 
  • A sign will be displayed at the Service notifying you of your child’s whereabouts. If this occurs we will be obligated to contact the Department of  Child Protection and inform them of the situation.



To ensure we can meet Work Health and Safety requirements and ensure the safety of our children, individuals visiting our Service must sign in when they arrive at the service, and sign out when they leave. It is also a requirement of the National Regulations that Visitors are not left alone with children at any time. 


Restricted Access

There may be times when we restrict access to the service and, or parts of the service for different reasons, including but not limited to Emergency conditions, Pandemic restrictions.  These restrictions may also vary between being unable to enter the educational spaces to being unable to enter the centre itself.  These restrictions will be communicated with families via the Comms Centre notifications in the Xplor Home Web and App



  • Australian Children’s Education & Care Quality Authority
  • Guide to the Education and Care Services National Law and the Education and Care Services National Regulations 
  • ECA Code of Ethics.
  • Guide to the National Quality Standard. 
  • Revised National Quality Standard 2018 



Policy Reviewed 


Next Review Date 

January 2017

Regulation amendments have been incorporated

January 2018

October 2017

Updated the references to comply with revised National Quality Standard 


September 2018

January 2018

Minor changes made to support compliance

Related policy section added

January 2019

January 2020

Branding and formatting updated

Policy links added

Service specific information amended not affecting the delivery of policy

February 2021

June 2021

Formatting adjusted

Policy renamed Delivery and collection of Children Policy to bring in line with NQS and Regulatory standard

Policy links updated

Restricted Access section added

February 2022



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