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Child Has a Visible Mark or Scratch With No Report

Category: Health, Safety & Parent Communication
Applies To: Teachers, Support Staff, Substitutes, Directors
Purpose:
To ensure visible marks or scratches are addressed immediately, documented properly, and communicated professionally—preventing parent surprise, confusion, or loss of trust.

SITUATION

A parent notices a visible mark or scratch on their child at pick-up.
There is:

  • No incident/accident report

  • No app or written communication

  • No bandage or explanation provided

This creates immediate concern and erodes confidence.

CORE PRINCIPLES

  • Parents must never discover marks on their own

  • When in doubt → document and communicate

  • Ownership builds trust; defensiveness destroys it

  • Leadership steps in when a gap is identified

STEP-BY-STEP PROCEDURE

STEP 1: Immediate Response When Mark Is Noticed

Teacher Responsibilities

  • Stop and acknowledge the concern

  • Examine the mark calmly

  • Call the Director or Assistant Director immediately

  • Do not speculate or guess

Approved Language:
“Thank you for bringing this to my attention. Let me take a look and get our Director so we can address this properly.”

STEP 2: Care & Assessment

  • Clean the area if appropriate

  • Apply a bandage if needed

  • Monitor the child for discomfort

  • Ensure the child is comfortable and safe

STEP 3: Documentation

Director Responsibilities

  • Complete an Incident/Accident Report immediately

  • Include:

    • Description of the mark (size, location, appearance)

    • When it was discovered

    • Care provided

    • Staff present

  • Document facts only—no assumptions

STEP 4: Parent Communication

Director or Lead Teacher

  • Speak calmly and transparently

  • Acknowledge the gap in communication

  • Explain next steps

Approved Language:
“I understand why this would be concerning. We expect marks to be documented and communicated right away. I’m reviewing what happened and want to ensure this doesn’t happen again.”

STEP 5: If Cause Is Unknown

If staff are unsure how the mark occurred:

Approved Language:
“We’re not certain how this mark occurred, but we take responsibility for addressing it, documenting it, and monitoring your child.”

STEP 6: Staff Coaching & Prevention

Director Responsibilities

  • Review expectations with staff privately

  • Reinforce:

    • Visual checks throughout the day

    • Immediate documentation of any mark

    • End-of-day body check before dismissal

  • Document coaching if needed

WHAT STAFF MUST NEVER DO

  • Say “I don’t know” without action

  • Say “They came in like that”

  • Minimize the mark

  • Let a parent leave without answers

  • Delay documentation

DAILY PREVENTION EXPECTATIONS

  • Visual checks during transitions

  • Immediate documentation of marks

  • App notes before pick-up

  • End-of-day check before dismissal