The most senior member of staff in the room will be responsible for assisting the parent/carer in completing the form and will choose and give a password to the parent/carer so they can give it to the person who will be collecting. This password will only be in use and active for the day of collection by the unknown but authorised person. Therefore, upon arrival the unknown but authorised person will inform the staff the assigned password for the day that was given to the parent/carer that day by the most senior member of staff in the room/unit.
In addition, as stated on the Collection Form, the unknown but authorised person will be asked one of two security questions (either the child’s date of birth or the child’s main address). In the event, the person wishing to collect a child from the centre cannot provide the correct password allocated by the member of staff and/or cannot answer one of the two security questions, the child would not be released to the person and the parent/carer would be contacted. In such an instance, other options would be explored such as the duty manager assigning a new password and to the parent/carer via telephone so that the parent/carer could make contact independently with the person wishing to collect the child to inform them of the new password. The duty manager would also ask new security questions based upon the child’s application form.
Once a form has been completed, it must be stored securely in the room/unit for when the unknown but authorised person collects the child and then it must be stored securely within the child’s personal file after use. Therefore, no completed forms may be stored within the room/unit after use.
In the event of a person arriving at the centre to collect a child that has not been planned (it is unforeseen or in an emergency situation) and as such no collection form completed, the following steps must be taken.
Firstly, the person must be asked to wait outside or be accompanied by a member of staff at all times in the manager’s office/reception area. The person will be asked to confirm which child/children they are requesting to collect, give their full name and show some form of identification. Either, a manager or senior member of staff must then check the child’s application form to see if the person is listed as authorised to collect the child and to see if there is a photograph of the authorised person in the file so this can be used to further check identification.
Secondly, the person requesting to collect will be asked if they can name the listed password on the child’s application form. In addition, a security question will be asked such as the child’s date of birth or current main address. If the person requesting to collect is listed as authorised on the list, knows the password and can answer the asked security questions, they will be allowed to collect the child/children.
If the person requesting to collect does not know the listed password they will not be able to collect the child. In this instance, the person requesting to collect would have to contact the parent/carer or another listed authorised person/s to collect to clarify the password and then inform us.
If the person requesting to collect the child is not on the authorised list of persons to collect they will not be allowed to collect the child. In this instance, all efforts would be made to contact the parent or carer, if they are unavailable then the other authorised persons registered with us will be contacted to seek further clarification as to why a person not registered as authorised to collect is requesting to collect the child. Another option would be to request that another authorised person came to collect the child/children.
If a parent/carer requested by telephone that a person who is not on the authorised list to collect due to an unforeseen rare emergency situation, is going to collect we would do the following.
Firstly, we would request that the parent/carer confirm their request by email (using an email address that we have listed and/or have communicated with the parent/carer before). The manager or senior staff management would then issue the parent/carer with a temporary password other than that on the application form to be passed onto the person collecting. This person would then need to use the given password to the manager or deputy manager upon arrival.
Other information may be requested such as: