EzeeSport Arrivals and Departures Policy

EzeeSport recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.

The manager will ensure that an accurate record is kept of all children in the Club, and that any arrivals or departures are recorded in the register. The register is kept in an accessible location on the premises at all times. In addition we conduct regular headcounts during the session.

Escorting children to the Club

This will differ from location to location. The EzeeSport Lead Coach must follow the procedures of that particular school or venue.

  • The Club and school have a clear agreement concerning the transfer of responsibility for children’s safety.
  • We have risk assessed the route used to escort children to the Club and review it regularly with the school/venue.
  • The Club keeps a register of children who require escorting between locations in the school.
  • Children are made aware of where they should meet for the club and are escorted there either by a member of staff at the school or by the coach. The adult will remain with the children until they are handed over to the EzeeSport Coach.
  • If a child is booked into the Club but is not at the collection point, we will check whether the child was present at school that day. If the whereabouts of the child is not known, staff will immediately inform the designated contact at the school and ask the school to implement its Missing Child


Our staff will greet each child warmly on their arrival at the Club and will record the child’s attendance in the daily register.


  • Children are collected by an adult who has been authorised to do so on their registration form.
  • In exceptional circumstances, if the parent requires another person who is not listed on the registration form to collect their child, the child’s parents or carers must inform the Club in advance and provide a description of the person they will use. If the manager has any concerns regarding the person collecting he/she will contact the main parent or carer for confirmation.
  • The parent or carer must notify the Club if they will be late collecting their child. If the Club is not informed, the Uncollected Children policy will be followed.
  • Children over the age of eight will only be allowed to leave the Club alone at the end of the session if the Club has discussed this with the child’s parents and has received their written consent.
  • Children below the age of eight will not be allowed to leave the Club unaccompanied.


  • If a child is going to be absent from a session, parents must notify the Club in advance.
  • If a child is absent without explanation, staff will contact the parents or carers and the school to check where the child should be. If staff still have concerns about the child’s whereabouts after attempts to contact the parents and the school the manager will contact the police.
  • The Club will try to discover the causes of prolonged and unexplained absences. 

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Organising premises for confidentiality and safeguarding [3.73] Information and Record Keeping [3.78}, Information for Parents and Carers [3.83]