Late Child Pick-Up Policy

Policy Statement

Children must be picked up by the designated closing time. Failure to do so will result in late pick-up fees and may lead to disciplinary action.

Late Fee Structure:

Notification Process & Staff Scripts

Step 1: Phone Call at Closing Time

If a child has not been picked up by closing time, the Administrator or designated staff member will immediately attempt to contact the parent/guardian by phone.

Phone Script:

“Hello, this is [Name] from [School Name]. It’s currently after our closing time, and [Child’s Name] is still here with us. We need you to arrive as soon as possible. Please note that late pick-up fees are now accruing according to our policy. Please call us back immediately to confirm your arrival time.”

Step 2: Secondary Notification (Text or Email)

If there is no response to the phone call, a follow-up text or email will be sent.

Text / Email Script:

“This is a notice from [School Name]. It is past our closing time, and [Child’s Name] has not been picked up. Late pick-up fees are now accruing. Please contact the school immediately to confirm your arrival.”

Step 3: Documentation

All contact attempts (calls, texts, emails) must be documented in the child’s record, including times and outcomes.

Emergency & Authorized Contacts

Families are required to maintain current and accurate emergency contact information at all times.

If a parent or guardian cannot be reached:

The Administrator will contact individuals listed as authorized pick-ups.
Only individuals approved in writing may pick up the child.
Staff may not release a child to an unauthorized person under any circumstances.

Script When Calling an Emergency Contact:

“Hello, this is [Name] from [School Name]. We’re calling because [Child’s Name] has not been picked up after closing time, and we have been unable to reach the parent. You are listed as an authorized pick-up. Are you able to come pick up the child immediately?”

Repeated Late Pick-Ups

If late pick-ups become a recurring issue:

The Administrator will schedule a face-to-face meeting with the parent/guardian.
A follow-up email will be sent summarizing:
- Review of the Late Pick-Up Policy
- Dates and times of prior late pick-ups
- Accrued fees
- Clear expectations moving forward
- Potential consequences

Meeting Language (Director Script):

“We want to be clear that repeated late pick-ups place the program in a difficult position and are not sustainable for staff or compliance. Moving forward, pick-up must occur by closing time. Continued late pick-ups may result in termination of care.”

Continued violations may result in disenrollment.

Legal & Safety Procedures

If a child has not been picked up by 8:00 PM, and:

All parents/guardians have been contacted, and
All authorized emergency contacts have been exhausted

The Administrator is required to:

Contact local law enforcement and Child Protective Services for child removal, in accordance with state regulations.

Important Note:
This action is taken solely to protect the child’s safety and ensure legal compliance. It is not punitive and is required by licensing standards.

Documentation Requirements

All late pick-up incidents are documented.
Families must acknowledge and agree to this policy in writing as part of the Parent Handbook or Enrollment Agreement.
Documentation is maintained in the child’s file for compliance and reference.

Communication & Parent Education

Families are regularly reminded of this policy during:

Enrollment
Handbook reviews
Periodic school communications

Messaging emphasizes:

Child safety
Staff scheduling and supervision limits
Licensing compliance
Fairness to all families

Flexibility & Emergencies

While this policy is strictly enforced, the school recognizes that genuine emergencies may occur.

Parents are expected to communicate delays as soon as possible.
Exceptions may be considered at the Administrator’s discretion.
Emergency exceptions do not establish a precedent for future occurrences.