Bedford Music Cooperative 
Saturday Morning Music Centre 

Collection, Drop-Off and Site Access Policy 

Policy Owner: Bedford Music Cooperative 
Applies To: All children, young people, parents/carers, BMC teacher members, volunteers and visitors attending Saturday Morning Music Centre at Castle Newnham School. 
Review Date: Annually 

1. Purpose 

Bedford Music Cooperative is committed to providing a safe, secure and welcoming environment for all children and young people attending Saturday Morning Music Centre. 

This policy sets out the procedures for the arrival, supervision and collection of children and young people, and the expectations for all parents, carers, BMC teacher members, volunteers and visitors whilst on site. 

This policy should be read in conjunction with Bedford Music Cooperative's Safeguarding and Child Protection Policy, Health and Safety Policy and Code of Conduct. 

2. Arrival and Registration 

2.1 Sign-In Procedures 

  • All children and young people attending Saturday Morning Music Centre must be signed in on arrival. 

  • Children may not access teaching areas until registration has been completed. 

  • A parent/carer or authorised adult must accompany children to the registration point unless specific alternative arrangements have been agreed by Bedford Music Cooperative in advance. 

  • Attendance records will be maintained for safeguarding, health and safety, and emergency evacuation purposes. 

2.2 Identification Lanyards 

  • All children aged 4 years and over must wear their Bedford Music Cooperative identification lanyard at all times whilst attending Saturday Morning Music Centre and whilst on the premises of Castle Newnham School. 

  • Lanyards must remain visible and not be removed during sessions unless instructed by a member of BMC teacher members for a specific activity or safety reason. 

  • Replacement lanyards may be issued where necessary. 

 

3. Parents, Carers and Visitors 

3.1 Site Access 

  • All parents, carers and visitors entering the premises must sign in at reception. 

  • Parents, carers and visitors must wear a visitor or parent identification lanyard whilst on site. 

  • Parents, carers and visitors must comply with all instructions issued by Bedford Music Cooperative BMC teacher members and Castle Newnham School BMC teacher members. 

3.2 Use of Toilets 

  • Adults must use designated adult toilet facilities only. 

  • Adults must not use pupil toilet facilities except in exceptional circumstances authorised by Bedford Music Cooperative BMC teacher members. 

  • Children should use the facilities designated for their age group and area of the site. 

 

4. Supervision During Sessions 

  • Children remain under the supervision of Bedford Music Cooperative BMC teacher members only during their scheduled activities and teaching sessions. 

  • Parents/carers remain responsible for their children before sign-in and after sign-out. 

  • Bedford Music Cooperative BMC teacher members cannot provide supervision outside published session times unless specifically arranged in advance. 

 

5. Collection Procedures 

5.1 End of Sessions 

  • All children and young people must be collected promptly at the end of their scheduled activities. 

  • Children must be signed out by a parent, carer or authorised adult before leaving the site. 

5.2 Authorised Collection 

  • Children will only be released to: 

  • A parent or legal guardian; or 

  • An adult authorised in writing by the parent/carer. 

  • Where collection arrangements differ from normal practice, parents/carers must notify Bedford Music Cooperative in writing before the session wherever possible. 

5.3 Older Children and Independent Departure 

  • A child may only leave the site independently if Bedford Music Cooperative has received written permission from a parent/carer confirming: 

  • That the child has permission to leave independently; and 

  • The arrangements for their journey home. 

  • Bedford Music Cooperative reserves the right to refuse independent departure where safeguarding concerns exist. 

 

6. Late Collection 

  • Parents/carers are expected to collect children promptly at the end of sessions. 

  • Where a parent/carer is delayed, they must contact Bedford Music Cooperative as soon as possible. 

  • BMC teacher members will remain with a child until collection but repeated late collections may be addressed with parents/carers. 

  • If a child remains uncollected and no contact can be established with parents/carers or emergency contacts, safeguarding procedures will be followed. 

 

7. Safeguarding and Security 

To safeguard all children and young people: 

  • All BMC teacher members and volunteers will follow Bedford Music Cooperative safeguarding procedures. 

  • Visitors may only access authorised areas of the site. 

  • Any unknown adult not wearing appropriate identification may be challenged and reported. 

  • Concerns regarding a child's welfare, safety or wellbeing will be managed in accordance with Bedford Music Cooperative's Safeguarding and Child Protection Policy. 

  • BMC teacher members reserve the right to verify the identity of any adult collecting a child where necessary. 

 

8. Emergency Procedures 

In the event of an emergency evacuation or site lockdown: 

  • Registration records will be used to account for all children, BMC teacher members and visitors. 

  • Parents/carers must follow instructions issued by Bedford Music Cooperative BMC teacher members and Castle Newnham School BMC teacher members. 

  • Children must not be removed from designated assembly points without authorisation. 

 

9. Responsibilities 

Parents and Carers 

Parents and carers must: 

  • Ensure children are signed in and signed out. 

  • Ensure children aged 4+ wear their lanyard. 

  • Inform Bedford Music Cooperative of any changes to collection arrangements. 

  • Wear a visitor/parent lanyard whilst on site. 

  • Use designated adult toilet facilities. 

  • Collect children promptly at the end of sessions. 

Bedford Music Cooperative 

Bedford Music Cooperative will: 

  • Maintain accurate attendance records. 

  • Implement appropriate safeguarding and supervision arrangements. 

  • Ensure BMC teacher members and volunteers understand and follow this policy. 

  • Take reasonable steps to ensure the safety and welfare of all children attending the Music Centre. 

 

10. Monitoring and Review 

This policy will be reviewed annually, or sooner if required due to legislative changes, safeguarding guidance updates, or operational requirements.