Purpose

To ensure the safety and accountability of all children during transportation by vehicle and to prevent any child from being left unattended in a vehicle.

Scope

This procedure applies to all child care personnel involved in transporting children, including drivers, accompanying staff, and any assigned personnel when transportation is provided by an outside entity.

Required Documentation

  • Transportation Log (paper or electronic)

  • Child attendance roster

Procedure

A. Pre-Departure Transportation Procedures

  1. Complete Transportation Log

    • Prior to vehicle departure, designated child care personnel must complete the transportation log, recording:

      • Each childā€™s full name

      • Date of transport

      • Time of departure

    • The staff member must initial the log to verify:

      • All children are present

      • The log is complete and accurate

  2. Child Count Verification

    • Conduct a physical headcount of all children before loading the vehicle.

    • Confirm the headcount matches the transportation log.

B. Arrival at Destination ā€“ Driver Responsibilities

Upon arrival at the destination, theĀ vehicle driverĀ must complete the following steps immediately:

  1. Child Unloading Verification

    • As each child exits the vehicle, the driver must mark the child off the transportation log.

  2. First Visual Sweep

    • Conduct a physical inspection and visual sweep of the entire vehicle interior, including:

      • Seats

      • Seat wells

      • Under seats

      • Rear cargo areas (if applicable)

    • Confirm no child remains in the vehicle.

  3. Log Documentation

    • Record the time of arrival.

    • Sign and date the transportation log, verifying:

      • All children were accounted for

      • The visual sweep was conducted

  4. Second Visual Sweep Coordination

    • Ensure a second child care personnel conducts an additional visual sweep.

    • Confirm the second staff member signs and dates the transportation log.

  5. Contracted Transportation Exception

    • If transportation is provided by an outside entity:

      • The provider must assign a child care personnel to perform steps 1ā€“3 above.

      • Assigned personnel must complete documentation as outlined.

C. Arrival at Destination ā€“ Second Staff Responsibilities

AĀ second and different child care personnelĀ must complete the following immediately upon arrival:

  1. Second Visual Sweep

    • Conduct an independent physical inspection and visual sweep of the vehicle to confirm no child is left inside.

  2. Final Log Verification

    • Sign, date, and record the transportation log, verifying:

      • All children were accounted for

      • The transportation log is complete and accurate

Compliance and Accountability

  • Transportation logs must be completedĀ immediatelyĀ andĀ without delay.

  • Failure to follow this SOP may result in corrective action, retraining, or disciplinary measures.

  • Logs must be retained in accordance with licensing and regulatory requirements.