Childcare Office

Arrivals and Departures Policy

The Cambridge Universities' Holiday Playscheme (CUHP) will give a warm and friendly welcome to all children and ensure that they depart safely at the end of each session.


On arrival, a member of staff will record the child's attendance on the daily register, including the time of registration and who will be picking up the child at the end of the session.

The play areas are setup ready for the children's arrival and relevant health and safety checks undertaken.


Parents are expected to report to the Playscheme reception desk when they arrive to collect their child.

No adult other than those named on the registration form with legal parental responsibility will be allowed to leave Cambridge Universities' Holiday Playscheme with a child, unless a Site Co-ordinator has been informed of a change of circumstance. In the event that someone else should arrive without prior knowledge, a Site Co-ordinator will telephone the parent.

If the child is to be collected by someone other than the parent, this must be indicated to a Site Co-ordinator at the start of the session and will be recorded on the register. Ideally, the adult nominated to collect a child must be one of those named on the registration form. Only adults and children aged 16 years and over with suitable identification, will be authorised to collect children. Children aged 8 and over may, with written permission from a parent, leave the site independently at the end of the session. Parents giving permission for their child to leave site independently must understand that once the child leaves the site, CUHP can no longer accepts any responsibility for the child. CUHP will not agree to allow a child to leave independently should it believe that this would present an un-acceptable risk to the child.

If the parent or designated adult is going to be late in picking up their child they must call to inform the Site Co-ordinator of their site at the earliest opportunity. If the site is not informed, then the provisions of the Uncollected Children Policy will be activated. A late fee of 50 pence per minute per child will be charged for collection after the end of a session.


If a child is going to be absent from a session, parents should contact CUHP in advance.

If a child is absent without explanation staff may contact the parents to try to ascertain the reasons behind this. PLEASE NOTE: If this is not possible, CUHP may follow the Missing Children procedure.

Regular absences from CUHP could be an early sign and/or symptom that a child or family may be encountering difficulties and might need support from the relevant statutory agencies. CUHP and its staff will always try to discover the causes of prolonged and unexplained absences in order to safeguard children.

If a child is absent from CUHP then a 100% cancellation fee applies (this applies to any sessions cancelled after the close of advanced bookings, see Bookings Policy.

Policy reviewed 6 December 2011.