Picking Up a Sick Child From School

PURPOSE

To ensure the health and safety of the child, other children, and staff while maintaining calm, professional, and compassionate communication with families—even when parents are frustrated or unavailable.

STEP 1: IDENTIFY & REMOVE CHILD FROM CLASSROOM

Responsible: Teacher

Signs That Require Action

• Fever (per school policy)

• Vomiting or diarrhea

• Persistent coughing or breathing difficulty

• Rash with fever or behavioral change

• Lethargy, extreme irritability, or inability to participate

• Any symptom outlined in the Illness Exclusion Policy

Teacher Actions

1. Notify the front office immediately

2. Escort or have child escorted to the designated sick area

3. Keep the child comfortable, supervised, and calm

4. Do not diagnose or speculate about illness

Teacher Script (to child):

“We’re going to sit somewhere quiet and comfy while we call your grown-up.”

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STEP 2: CONTACT PARENT / GUARDIAN

Responsible: Front Desk or Administrator

Call Order (Follow Exactly)

1. Primary parent/guardian

2. Secondary parent/guardian

3. Emergency contacts (in order listed)

Document every attempt (time, number, result).

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STEP 3: WHAT TO SAY TO PARENTS (PHONE SCRIPT)

Initial Call Script

“Hi [Parent Name], this is [Name] from [School Name]. I’m calling because [Child’s Name] is showing symptoms that require pickup under our health policy. They’re safe and comfortable, but we’ll need them picked up as soon as possible.”

What to Clearly Communicate

• Symptoms observed (facts only)

• Child is supervised and safe

• Pickup timeframe required (per policy)

• Next steps for return to school

Do NOT say:

• “We think it’s…”

• “It’s probably just…”

• “Other kids have this too…”

STEP 4: HANDLING PARENT FRUSTRATION OR PUSHBACK

Responsible: Front Desk / Administrator

If Parent Is Upset or Defensive

Use calm, validating language while holding the boundary.

Script:

“I understand this is inconvenient, and I know it’s frustrating. Our responsibility is to follow health guidelines to keep all children safe. We do need [Child’s Name] picked up today.”

If Parent Says Child Is “Fine”

Script:

“I hear you. Based on what we’re observing here and our health policy, pickup is required. You’re welcome to consult your pediatrician if needed.”

If Parent Asks to “Wait and See”

Script:

“Unfortunately, once symptoms meet exclusion criteria, we’re required to move forward with pickup.”

Key Rule:
Empathy without negotiation. Policy is not optional.

STEP 5: IF PARENT DOES NOT ANSWER THE PHONE

Responsible: Administrator

Escalation Steps

1. Attempt minimum of 3 calls to each listed contact

2. Send a text message (if permitted)

3. Continue calling emergency contacts

4. Notify Director immediately

Documentation

• Times of calls

• Numbers dialed

• Messages left

If No One Responds

• Child remains supervised in sick area

• Director continues contact attempts every 15 minutes

• Follow licensing and emergency contact procedures if delay becomes excessive

📌 Never send the child back to class.

STEP 6: PICKUP ARRIVAL & HANDOFF

Responsible: Administrator or Front Desk

Handoff Script

“Thank you for coming so quickly. These are the symptoms we observed today. For return to school, please follow our illness policy, which I can email or print for you.”

Provide:

• Symptom summary

• Return-to-school requirements

• Any required documentation

STEP 7: DOCUMENTATION & FOLLOW-UP

Responsible: Administrator

• Log incident in student record

• Notify classroom teacher

• Send follow-up email summarizing:

  • Reason for pickup

  • Return requirements

  • Appreciation for cooperation

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CUSTOMER SERVICE STANDARD

• Calm tone

• No judgment

• Clear expectations

• Consistent enforcement

• Safety first, always