Drop off and collection of children policy and procedure

Early Learning Victoria is committed to ensuring that children are safely dropped off and collected from our centres. We are committed to providing families, educators and staff with the information to confidently implement these policies and procedures.

1. Scope

This policy applies to children, families, staff and management of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour hire employees of Early Learning Victoria.

2. Policy statement

This policy ensures Early Learning Victoria complies with the Education and Care Services National Law Act 2010 (the National Law) and Education and Care Services National Regulations 2011 (the Regulations) by providing guidelines and procedures for Early Learning Victoria staff and families to ensure all children are safely dropped off and collected from Early Learning Victoria centres.

2.1 Requirements

Under the National Law and Regulations, services must have policies and procedures in place for ensuring the safe drop off and collection of children.

A child may only leave a centre in the care of a parent or carer, authorised nominee or a person authorised by one of these parties to collect the child.

An authorised person cannot be a parent who is legally restricted from having contact with a child by a court order. An exception to this requirement can be made in the event of a medical or other emergency (see Definitions and the Incident, injury, trauma and illness policy and Emergency management and evacuation policy).

This policy should be read in conjunction with:

School bus policy and procedure
Excursions, incursions and regular outings policy
Road safety education policy

3. Actions and procedures

3.1 Drop off and collection of children

Drop off

Families are responsible for dropping off children to Early Learning Victoria centres.

When a child is being dropped off at an Early Learning Victoria centre, a parent or authorised nominee named in the enrolment record must:

sign their child into the centre using Kidsoft via the centre’s iPad, using login details provided on enrolment
follow instructions from Early Learning Victoria staff about alternative sign-in options if this system is not working.

If the nominated supervisor has concerns following the drop off of a child by an unauthorised person, they must contact the child’s parent or authorised nominee to discuss. If the occurrence raises concerns about child safety, the nominated supervisor must refer to the Protecting children policy to determine whether additional actions are required. If unsure, Early Learning Victoria staff should contact the Early Learning Victoria area manager to discuss.

Collection of children

Under the Regulations, children can only be collected from Early Learning Victoria centres by:

a parent (but not a parent who is legally prohibited from having contact with the child)
an authorised nominee who is named on the child’s enrolment form
a person authorised by a parent or authorised nominee named in the child’s enrolment record to collect the child from the premises.

The exception to this is when Procedures for when an unauthorised person presents to collect a child have been followed (see below).

Procedure for when an unauthorised person presents to collect a child

This procedure is to be followed when an unauthorised person presents to collect a child, including if a parent or authorised nominee contacts the centre to notify that such a person will be collecting their child.

The nominated supervisor must:

Request that the parent or authorised nominee email the authorisation if possible, detailing the name, address and telephone number of the person who will be collecting the child.
Accept a verbal authorisation if it is not possible for the parent or authorised nominee to give authorisation via email, provided that:
1. all details of the person collecting the child, including their name, address and telephone number, are obtained
2. two educators/staff members take the verbal authorisation message
3. the verbal authorisation is documented and stored with the child’s enrolment record for follow-up
4. photo identification is obtained to confirm the person’s identity on arrival at the Early Learning Victoria centre.

A parent or authorised nominee must follow up a verbal authorisation by completing an Authorisation Form (see Links) when next at the centre, or by adding details of the new authorised nominee to the child’s enrolment record.

The nominated supervisor must:

Ensure the email authorisation is stored with the child’s enrolment record.
Ensure the attendance record is completed prior to the child leaving the centre.
Notify the Early Learning Victoria area manager if written authorisation is not provided, for further follow-up.

Where the parent or authorised nominee contacted does not authorise the collection of the child by the unauthorised person, the nominated supervisor must:

Inform the unauthorised person they cannot take the child with them.
Not allow the child to go with the unauthorised person.
Contact police immediately if the safety of the child or centre staff is threatened.
Ensure the parent or authorised nominee is aware of the attempt and check if they require support in relation to this.

If any incident raises concerns about child safety, the nominated supervisor must review the Protecting children policy to determine whether additional actions are required. If unsure, Early Learning Victoria staff should contact the Early Learning Victoria area manager to discuss.

Procedure to ensure the safe collection of children

Early Learning Victoria staff have a duty of care not to endanger children by knowingly placing them in a situation that could reasonably be expected to be dangerous, including releasing a child into the care of an unauthorised person or an inappropriate person (see Definitions). This includes a person who may pose a risk to the safety, health or wellbeing of any child or children at the Early Learning Victoria centre.

If an educator believes that the parent or authorised nominee may be ill, affected by alcohol or drugs, or not able to safely care for the child, they must:

Immediately consult with the nominated supervisor or the Early Learning Victoria area manager, if possible.
Advise the person collecting the child of their concerns and suggest contacting an alternative authorised nominee to collect the child.
Call 000 or contact police immediately if the nominated supervisor or Early Learning Victoria area manager has concern for the safety of the child, themselves or other centre staff at any time.
Complete the Incident, Injury, Trauma and Illness Record as per the Incident, injury, trauma and illness policy and file with the child’s enrolment form.
Inform the Director, Early Learning that same day.
Inform the Regulatory Authority within 24 hours if it is deemed to be a serious incident (see Definitions).

Procedure for the late collection of children when the Early Learning Victoria centre has been notified of the late collection

If a parent or authorised nominee has notified the Early Learning Victoria centre that they will be late collecting their child, the nominated supervisor must:

Ensure that the educator-to-child ratios are always maintained when children are in attendance at the centre.
Contact the parent or authorised nominee if the child has not been collected by the agreed time and inform the Early Learning Victoria area manager of the situation.
Follow the steps listed in the next procedure if a parent/guardian or authorised nominee does not arrive to collect the child and cannot be contacted.

Procedure for the late collection of children when the Early Learning Victoria centre has not been notified of the late collection

If a parent or authorised nominee is late collecting their child and has not notified the Early Learning Victoria centre that they will be late, the nominated supervisor must:

Ensure that the educator-to-child ratios are always maintained when children are in attendance at the centre.
Contact a parent or authorised nominee to request collection.
Inform the Early Learning Victoria area manager of the situation.
Follow the steps listed below if no parent/guardian or authorised nominee can be contacted.

Procedure for when the child has not been collected and a parent or authorised nominee cannot be contacted

If the parent or authorised nominee is late collecting their child and cannot be contacted, the nominated supervisor must:

Ensure that the educator-to-child ratios are always maintained when children are attending the centre.
Contact The Orange Door or local police if a child has not been collected within a set time (to be determined by the centre, based on local knowledge about the family and situation).
Inform the Early Learning Victoria area manager of the situation.
Notify the Regulatory Authority as soon as practicable (see the Incident, injury, trauma and illness policy).

Late collection fee

A late collection fee may be charged in accordance with the Payment and collection of fees policy in all the situations above.

School Bus Program

Through the Department of Education (the department) School Bus Program, eligible and approved 4- and 5-year-olds attending Early Learning Victoria centres located on an existing school bus route may be able to use a school bus to travel to their centre for the purpose of participating in the kindergarten program. For more information about dropping off and collecting from the School Bus Program, see the School bus program policy and procedure.

3.3 Responsibilities of families

Families must:

complete the authorised nominee (see Definitions) section of their child’s enrolment record, and ensure that the record is signed and dated (see the Enrolment and orientation policy)
use Kidsoft to sign their child into the centre on arrival and out of the centre on collection
follow Early Learning Victoria centre staff instructions for manual sign in and sign out if Kidsoft is not working on any day
ensure educators are aware that their child has arrived at, or has been collected from the centre
contact the centre to advise of their child’s absence on any booked day that their child is not attending – for example due to illness or a planned holiday (see the Enrolment and orientation policy)
provide written consent via email to the centre for a person who is not the parent, carer or authorised nominee (or where there is no written authorisation of one of these) to collect their child. This must include the person’s name, address and contact details
follow procedures for when a child is being collected by an unauthorised person if they are unable to provide consent via email (see Procedure for when an unauthorised person presents to collect a child)
providing written authorisation for their child to be taken outside the centre premises on an excursion or regular outing where applicable (see the Excursions, incursions and regular outings policy)
follow procedures to ensure the safe collection of children (see Procedure to ensure the safe collection of children)
follow procedures for the late collection of children (see Procedures for late collection of children)
collect their child on time, and contact the Early Learning Victoria centre if they are likely to be late
pay a late collection fee as required and outlined in the Payment and collection of fees policy
supervise their child before signing them into the program and after they have signed them out of the program
supervise other children in their care, including siblings, while at the Early Learning Victoria centre
ensure the entry/exit doors and gates are not held open, and take care to ensure gates and doors are closed behind them after use to reduce the risk of children absconding from the centre
ensure their child’s belongings are put away on arrival at the centre and, if applicable, handing any bottles to an educator
teach their child about road safety, and safe travel and transportation
support their child’s involvement in decisions relating to drop off and collection, including considering their feelings of safety and security.

Educators must:
- ensure each child’s arrival and departure time are recorded accurately in Kidsoft by either the parent, authorised nominee, nominated supervisor or an educator
- follow safety procedures for the arrival and departure of children from the centre
- ensure a child does not leave the centre except with a parent or authorised nominee, or with the written authorisation of either of these, or in the case of a medical or other emergency
- check identification, if needed, to confirm the identity of a person who is collecting a child
- refuse to allow a child to leave the centre with a person who is not the parent or authorised nominee, or where there is no written authorisation of one of these
- ensure a child is not taken outside the premises on an excursion or regular outing except with the written authorisation of a parent or authorised nominee
- follow procedures to ensure the safe collection of children
- follow procedures if an inappropriate person (see Definitions) attempts to collect a child from the centre
- inform the nominated supervisor as soon as possible if a child has left the centre unattended by an adult or with an unauthorised person (see Definitions)
- maintain a written record of all visitors to the centre, including time of arrival and departure
- follow procedures for the late collection of children
- ensure that educator-to-child ratios are always maintained when children are in attendance at the centre, including when children are collected late from the centre
- report any incidents relating to the drop off or collection of children from the centre, ensuring that the response meets all regulatory requirements, including implementing the Incident, injury, trauma and illness policy
- ensure children are adequately always supervised
- ensure the entry/exit doors and gates are kept closed during centre operating hours
- ensure that early childhood teachers, educators, staff and families comply with the Road safety education policy
- incorporate road safety as part of the educational program.
The nominated supervisor must:
- ensure this policy and associated procedures is readily available and followed
- ensure families have completed the authorised nominee section of their child’s enrolment form, and that the form is signed and dated
- ensure Kidsoft is available, and that each child’s arrival and departure time is accurately recorded by either a parent, authorised nominee, nominated supervisor or educator
- develop safety procedures for the arrival and departure of children from the Early Learning Victoria centre
- ensure a child does not leave the centre except with a parent or authorised nominee, or with the written authorisation of one of these, or in the case of a medical or other emergency
- refuse to allow a child to depart from the centre with a person who is not the parent or authorised nominee, or where there is no written authorisation of one of these
- ensure a child is not taken outside the premises on an excursion or regular outing except with the written authorisation of a parent/guardian or authorised nominee
- ensure authorisation procedures are in place for excursions, regular outings and other centre events (see the Excursions, incursions and regular outings policy), including the authorisation for transporting children
- ensure that there are procedures in place when a child is given into the care of another person, such as for a medical or other emergency
- implement the authorisation procedures outlined in this policy if a parent or authorised nominee telephones the centre to advise that a person not listed on their child’s enrolment record will collect their child
- ensure that a parent or authorised nominee is contacted if an unauthorised person arrives to collect a child from the centre, and that appropriate procedures are followed
- follow the procedures to ensure the safe collection of children
- follow procedures if an inappropriate person (see Definitions) attempts to collect a child from the centre
- inform the approved provider as soon as practicable, but within 24 hours, if a child has left the centre without an adult, or with an unauthorised person (see Definitions)
- keep a written record of all visitors to the centre, including time of arrival and departure
- ensure procedures are in place for the care of a child who has not been collected from the centre on time (see Procedures for the late collection of children), and that these are followed
- ensure educator-to-child ratios are always maintained when children attend the centre, including when children are collected late from the centre
- report ant incidents in relation to the delivery and collection of children in accordance with regulatory requirements and the Incident, injury, trauma and illness policy
- ensure the entry/exit doors and gates are kept closed during operating hours and promptly address any maintenance issues that might prevent this
- ensure that early childhood teachers, educators, staff and families comply with the Road safety education policy
- regularly review authorisations to ensure they are up to date on the child’s enrolment record.
The approved provider must:
- ensure families have completed the authorised nominee (see Definitions) section of their child’s enrolment form, and that the form is signed, dated and updated as needed (see the Enrolment and orientation policy)
- ensure centres keep accurate attendance records of each child’s arrival and departure times
- take reasonable steps to ensure all procedures are followed for the safe collection of children
- ensure procedures are in place so that children only leave the centre:
- if they are given into the care of a parent, authorised nominee named in the child’s enrolment record, or person authorised by the parent or authorised nominee
- in accordance with the written authorisation of the child’s parent or authorised nominee
- if they are taken on an excursion arranged by the centre, with written authorisation from a parent or authorised nominee
- if they are given into the care of a person or taken outside the centre because the child requires medical, hospital or ambulance care or treatment, or because of another emergency
- take reasonable steps to ensure authorisation procedures are followed where a person not listed on the child’s enrolment form is to collect the child, including when advised by telephone or when an unauthorised person arrives at the centre. This includes contacting the parent or authorised nominee to confirm approval prior to releasing the child
- take reasonable steps to ensure procedures are followed if an inappropriate person attempts to collect a child from the centre
- take reasonable steps to ensure a written record of all visitors to the centre, including time of arrival and departure, is kept
- take reasonable steps to ensure procedures are in place for the care of a child who has not been collected from the centre on time
- take reasonable steps to ensure procedures for the late collection of children are followed
- take reasonable steps to ensure that educator-to-child ratios are always maintained when children are in attendance at the centre, including when children are collected late from the centre
- take reasonable steps to ensure children are always adequately supervised
- ensure that any incidents relating to the drop off or collection of children are managed in accordance with all regulatory requirements, including the Incident, injury, trauma and illness policy. This includes notifying the Regulatory Authority within 24 hours and informing parents as soon as practicable in the event of a serious incident, including where a child has left the centre unattended or has been collected by an unauthorised person
- ensure families are provided with information about procedures for drop off and collection of children before their child starts at the centre
- take reasonable steps to ensure that early childhood teachers, educators, staff and families comply with the Road safety education policy
- ensure that an up-to-date list of the telephone numbers of the Approved Provider, Regulatory Authority, The Orange Door, DFFH Child Protection and the local police station is available at Early Learning Victoria centres.

4. Resources

Legislation and standards

Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
National Quality Standard, Quality area 2: Children’s Health and Safety; Quality area 4: Staffing arrangements, Quality area 6: Collaborative partnerships with families; Quality area 7: Governance and leadership
Family Law Act 1975
Child Wellbeing and Safety Act 2005
Children, Youth and Families Act 2005
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2017.

Child safety and wellbeing policy
Emergency management and evacuation policy
Enrolment and orientation policy
Excursions, incursions and regular outings policy
Incident, injury, trauma and illness policy
Road safety education policy
Payment and collection of fees policy
Supervision of children policy.
School bus policy and procedure

Definitions

Adequate supervision: Supervision includes all children (individuals and groups) in all areas of the centre, being in sight and/or hearing of an educator at all times, including during toileting, sleep, rest and transition routines. Centres are required to comply with the legislative requirements for educator-to-child ratios at all times.

Attendance record: Kept by the centre to record details of each child attending the centre, including name, time of arrival and departure, and the signature of the person delivering and collecting the child or of the nominated supervisor or educator.

Authorised Nominee: A person who has been given written authority by the parent of a child to collect that child from the education and care centre. These details will be on the child’s enrolment form.

Duty of care: A legal concept that refers to the responsibility of all staff members in any Victorian early childhood service to take reasonable steps to protect children in their care from harm that is foreseeable.

Emergency: An incident, situation or event where there is an imminent or severe risk to the health, safety or wellbeing of a person at the centre. For example, a flood, fire or situation that requires the premises to be locked down.

Inappropriate person: A person who may pose a risk to the health, safety or wellbeing of any child attending the education and care service, or whose behaviour or state of mind make it inappropriate for them to be on the premises; for example, a person under the influence of drugs or alcohol (National Law: Section 171(3)).

Medical emergency: An injury or illness that is acute and poses an immediate risk to a person’s life or long-term health.

Regulatory Authority: The Regulatory Authority is established by the National Law. It regulates providers of early childhood education and care services to ensure they protect children’s safety, health and wellbeing and comply with the Child Safe Standards. From 1 January 2026, the Regulatory Authority for early childhood services in Victoria is the Victorian Early Childhood Regulatory Authority (VECRA) under regulatory schemes outlined on its website. VECRA is also the integrated sector regulator of the Child Safe Standards (CSS) for all early childhood services in Victoria.

Serious incident: For the purposes of the definition of serious incident in section 5(1) of the National Law, each of the following is prescribed as a serious incident:

the death of a child:
- while that child is being educated and cared for by an education and care service, or
- following an incident occurring while that child was being educated and cared for by an education and care service
any incident involving serious injury (such as a broken limb) or trauma to a child occurring while that child is being educated and cared for by an education and care service:
- which a reasonable person would consider required urgent medical attention from a registered medical practitioner, or
- for which the child attended, or ought reasonably to have attended, a hospital
any incident involving serious illness of a child occurring while that child is being educated and cared for by an education and care service for which the child attended, or ought reasonably to have attended, a hospital (for instance, for a severe asthma attack, seizure or anaphylaxis reaction)
any emergency which emergency services attended
any circumstance where a child being educated and cared for by an education and care service:
- appears to be missing or cannot be accounted for, or
- appears to have been taken or removed from the education and care service premises in a manner that contravenes these Regulations, or
- is mistakenly locked in or locked out of the education and care service premises or any part of the premises.

Unauthorised person: Any person who has not been listed as an authorised nominee on the child’s enrolment form.

5. Authorisations and review

This policy is the responsibility of Early Learning Victoria. Contact: ELV@education.vic.gov.au

It was approved by the CEO, Early Learning Victoria on 25 March 2026.

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 25 March 2028 unless changes in legislation or Department of Education policy require it to be reviewed sooner.

Reviewed by ELV, Director Quality, ELV and Director Early Learning ELV.

Education & training

Updated 16 June 2026