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Procedure for Releasing a child

SOP: Releasing a Child to Authorized Persons

Purpose

The purpose of this SOP is to ensure that every child is released only to individuals who are authorized by the parent or legal guardian. Proper release procedures are critical to protecting children’s safety, preventing unauthorized access, and maintaining compliance with licensing and safety regulations.

Policy

Children may only be released to individuals who are listed as authorized on the child’s enrollment and authorization records. Verification of identity and authorization is required for every pick-up. No exceptions are permitted without Director approval.

Step-by-Step Procedures

STEP 1: Maintain Authorized Pick-Up Records

  1. Parents or legal guardians must provide a written list of authorized individuals at enrollment.

  2. The list must include:

    • Full name

    • Relationship to the child

    • Contact information

  3. Authorized pick-up information must be kept current at all times.

  4. Changes to authorized pick-up lists must be submitted in writing by the parent or guardian.

STEP 2: Greet and Identify the Adult

  1. Staff must greet every adult who enters the classroom or designated pick-up area.

  2. If the adult is unfamiliar to the staff member:

    • Introduce yourself

    • Ask the adult’s name and their relationship to the child

  3. This greeting serves as a secondary safety check and helps prevent misunderstandings.

STEP 3: Verify Identity

  1. Request a valid photo ID if:

    • The adult is unfamiliar

    • The staff member has not previously verified the individual

  2. Acceptable identification includes:

    • Driver’s license

    • Government-issued photo ID

  3. Ensure the name on the ID matches the authorized pick-up list exactly.

STEP 4: Confirm Authorization

  1. Cross-check the individual’s name with the child’s authorized pick-up list.

  2. If a secure check-in/check-out system is used:

    • Verify required codes, photos, or credentials.

  3. If the individual is not listed:

    • Do not release the child

    • Contact the front office or Director immediately

STEP 5: Communication with Front Office (When Needed)

  1. If there is any uncertainty regarding authorization:

    • Call the front office or Director immediately

    • Do not rely on verbal confirmation from the adult alone

  2. The Director or Administrator will determine next steps and contact the parent or guardian if needed.

STEP 6: Emergency & Alternate Pick-Up Procedures

  1. If a parent or primary authorized person is unavailable:

    • Refer to the emergency contact list

  2. Verify:

    • Authorization status

    • Photo identification

  3. Document all emergency or alternate pick-up situations.

STEP 7: Secure Release Area

  1. Children must only be released from:

    • A supervised classroom, or

    • A designated secure pick-up area

  2. Unauthorized individuals may not enter classrooms or restricted areas.

  3. Staff must remain present until the child is safely transferred to the authorized adult.

STEP 8: Documentation of Release

  1. Record the child’s departure using:

    • Sign-out sheet, or

    • Electronic check-out system

  2. Documentation must include:

    • Date

    • Time

    • Name of authorized individual picking up the child

  3. Records must be accurate and completed at the time of release.

STEP 9: Communication with the Child

  1. When age-appropriate, staff should:

    • Inform the child who is picking them up

    • Encourage the child to speak up if they do not recognize the adult

  2. Any concerns raised by the child must be taken seriously and verified.

Staff Training & Accountability

  • All staff receive training on child release procedures during onboarding and ongoing safety training.

  • Failure to follow this SOP may result in corrective action.

  • The Director is responsible for monitoring compliance and addressing concerns.

Documentation Required

  • Authorized Pick-Up List

  • Emergency Contact Form

  • Daily Attendance / Check-Out Records

  • Incident Reports (if applicable)

Key Safety Reminder

If there is ever doubt — STOP, VERIFY, and CALL THE FRONT OFFICE.
A child is never released until authorization is fully confirmed.