Supporting safe collection and arrival practices

A recent incident in a Sydney childcare centre, now under investigation by the NSW Early Childhood Education and Care Regulatory Authority, has drawn attention to the critical importance of robust delivery, collection and arrival procedures in early childhood education and care (ECEC). 

While the circumstances of the case are still under review, it serves as a reminder for services across Australia to review their own processes and maintain compliance with the Education and Care Services National Regulations and the National Quality Standard (NQS).

Regulatory requirements

Under the Education and Care Services National Regulations:

• Regulation 99 states that children must only leave a service with a parent, authorised nominee, or in specific emergency situations
• Regulations 168 require approved providers to have policies and procedures covering delivery and collection, to review them regularly, and to ensure families have access

These requirements are embedded within the National Quality Standard, particularly:

• QA2 – Children’s health and safety, and
• QA7 – Governance and leadership

ACECQA guidance

ACECQA has developed practical tools to support services in embedding safe practices:

• Delivery and collection of children – Policy Guidelines provide a framework for developing clear policies, articulating service philosophy, defining staff and family responsibilities, and reviewing systems regularly.
• Safe arrival of children – Policy Guidelines outline procedures for children’s arrival, particularly in services that involve transport or transitions between sites. They highlight the need for tailored procedures, risk-informed practice, and visibility to families and staff.

Practical steps for services

ECEC leaders may wish to consider the following strategies:

• Verification: Maintain updated records of authorised nominees, including secure photo identification for staff to cross-check
• Consistency: Ensure clear, standardised sign-in/out systems are used and understood by all staff.
• Training: Incorporate collection and arrival scenarios into staff induction and regular refresher training.
• Role-modelling: Use team meetings to practise role-model scenarios, such as verifying identity or responding to unusual collection requests, to build staff confidence.
• Standards alignment: Regularly review child safety standards and ensure they align with centre policies on collection and drop-off.
• Communication with families: Encourage families to keep authorised nominee lists current and explain why ID checks are required, even for familiar carers.
• Positive engagement: Reinforce the importance of clear, respectful communication with families and authorised nominees, especially when someone unfamiliar collects a child.
• Team communication: Promote regular staff check-ins during arrival and collection periods to ensure everyone is aware of who is responsible for handovers.
• Head counts: Conduct routine head count checks during drop-off and pick-up transitions to maintain oversight and prevent errors.
• Risk management: Undertake regular reviews of procedures and conduct formal risk assessments.

Building a culture of safety

Effective arrival, collection and departure procedures are more than regulatory requirements, they are central to creating environments where families feel confident and children are protected. Embedding clear, well-communicated processes helps reduce risk, strengthens trust with families, and ensures alignment with the NQS.

By drawing on national resources and embedding consistent practices, services can move beyond compliance to foster a culture of child safety that is visible in everyday routines.