Pick Up and Drop Off Procedure

Reviewed annually

Purpose

This procedure ensures that all pick-up and drop-off arrangements undertaken by CAMS Services Ltd are carried out safely, consistently, professionally, and in accordance with safeguarding requirements.

It supports the safe collection and return of children, young people, families, vulnerable adults, and other service users receiving support through CAMS Services Ltd.

Scope

This procedure applies to:

• School transport
• Nursery transport
• Community access support
• Family time and contact arrangements
• Accompanied appointments
• Placement transitions
• Activity and wellbeing support
• Emergency transport arrangements
• One-to-one support packages
• Any agreed transport activity

General principles

CAMS Services Ltd will:

• Prioritise safeguarding and welfare
• Ensure collection and drop-off arrangements are clearly agreed
• Follow risk assessments and support plans
• Maintain professional boundaries
• Promote safe transport arrangements
• Work collaboratively with families and professionals

The safety and wellbeing of service users will always remain the primary consideration.

Pre-arranged collections

Prior to collection, the responsible staff member should ensure:

• Collection location and time are confirmed
• Emergency contact details are available
• Relevant risk assessments have been reviewed
• Medical information has been reviewed where applicable
• Appropriate consent has been obtained
• Any special arrangements have been identified

Collection procedure

When collecting a service user:

• Arrive at the agreed location at the agreed time
• Identify yourself appropriately where required
• Confirm the identity of the individual being collected
• Follow agreed safeguarding arrangements
• Ensure the individual enters the vehicle safely
• Confirm seatbelts and safety requirements are met
• Record attendance where required

If the individual is not present, staff follow agreed waiting procedures, attempt contact using approved contact details, inform management where required, and record the situation appropriately.

School and nursery collections

Where collections take place from schools or nurseries:

• Follow site-specific procedures
• Comply with visitor requirements
• Follow safeguarding arrangements
• Sign in or out where required
• Cooperate with staff instructions
• Ensure safe transfer of responsibility

Any concerns must be reported immediately to the school DSL and CAMS management.

Drop-off procedure

When dropping off a service user:

• Ensure arrival at the agreed location
• Ensure safe exit from the vehicle
• Confirm handover arrangements where required
• Follow safeguarding requirements
• Record completion of the journey where required

Individuals should only be left where agreed arrangements are in place.

Handover requirements

Where a handover is required:

• Identity of the receiving adult should be confirmed
• Handover should occur safely
• Concerns should be addressed immediately
• Any changes to arrangements should be verified

Where there is uncertainty regarding handover arrangements, the individual should not be left unsupervised, management should be contacted immediately, and safeguarding procedures should be followed.

Failure to collect or receive

Where a responsible adult is unavailable:

• The individual must not be left in an unsafe situation
• Attempts should be made to contact approved contacts
• Management must be informed immediately
• Safeguarding procedures should be followed where necessary
• The incident should be recorded

Changes to arrangements

Changes to collection or drop-off arrangements must be authorised where required, verified through appropriate channels, and recorded appropriately. Staff must not accept unauthorised changes from unknown individuals.

Safeguarding

Staff must remain alert to safeguarding concerns, maintain professional boundaries, report concerns immediately, follow safeguarding procedures, and prioritise the welfare of service users.

Any safeguarding concern arising during collection or drop-off arrangements must be reported without delay.

Incident reporting

Any incident, concern, delay, accident, behavioural issue, safeguarding concern, or unexpected event must be reported to management, recorded appropriately, and managed in accordance with organisational procedures.

Confidentiality

Information relating to service users remains confidential, is shared only where appropriate, is stored securely, and is managed in accordance with GDPR requirements.

Review

This procedure is reviewed annually or sooner where legislation changes, safeguarding guidance changes, serious incidents occur, or operational changes require updates.

Contact

For questions about school pick-up and drop-off arrangements, contact info@camsservices.co.uk or call +44 7939 990587.