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Missing Child / Missing Persons Procedure
ME Montessori Nursery and Pre-School
Bedgrove Community Centre, Bedgrove Park, Ambleside, Aylesbury, HP21 9TT
| Version | 1.0 |
| Date | May 2026 |
| Review Date | May 2027 |
| Policy Owner | Francesco Antonazzo FCIPD |
| Statutory Reference | EYFS Statutory Framework (September 2025 revision), paragraphs 3.4–3.8 (safeguarding); Children Act 1989; Working Together to Safeguard Children 2023 |
1. Purpose and Scope
The safety and security of every child is our highest priority. This procedure sets out the immediate steps all staff must follow if a child cannot be located on the nursery premises or is discovered to be missing during an outing. It also covers the procedure if a parent, carer, or other person goes missing from the premises in circumstances that raise concern.
All staff must be familiar with this procedure. It is covered during induction and reviewed at least annually.
2. Prevention — Minimising Risk
2.1 Register and ratios. A register of all children present is taken at the start of each session and updated when any child arrives or departs. Headcounts are conducted at all transition points: moving between rooms, entering the outdoor area, returning indoors, and before and after any outing.
2.2 Secure access. The nursery operates a secure entry system. All external doors are kept closed. The front door is operated by a staffed entrance with visitor sign-in. Children are never left unsupervised near external exits.
2.3 Collection authorisation. Children are only released to persons authorised on their registration form or by explicit parent instruction. Staff must request ID from anyone they do not recognise. The nursery operates a password system for emergency collections: a password is agreed with each family on registration and confirmed before any emergency collection, managed by the Manager.
2.4 Outings. Before any outing off the premises, a risk assessment is completed. Staff-to-child ratios are increased for outings. A headcount is performed before departure, at the destination, and before return.
3. On-Premises Missing Child Procedure
Step 1 — Immediate Search (first 2 minutes)
3.1 Any staff member who notices a child cannot be located must immediately alert the most senior member of staff present (the Manager or designated Deputy).
3.2 The most senior staff member present takes charge. They must not wait before initiating a search.
3.3 All available staff begin a systematic search of all areas of the premises simultaneously:
– All indoor rooms, including rooms not currently in use
– All toilet cubicles
– All storage areas, cupboards, and coat areas
– The outdoor play area and any gate areas
– Any shared areas of Bedgrove Community Centre accessible from the nursery
3.4 Ratios with remaining children must be maintained throughout the search. One designated staff member stays with all other children.
3.5 The register is checked immediately to confirm the child was recorded as present and has not been collected.
Step 2 — Escalation (if not found within 5 minutes)
3.6 If the child is not found within five minutes of the search beginning, the Manager (or most senior person present) calls 999 immediately. Do not delay calling emergency services in the hope the child will be found. Early police notification is always better than late notification.
3.7 While awaiting police arrival:
– All external doors are secured where safe to do so to prevent further movement
– A clear description of the child (name, age, clothing, physical features) is prepared from the child’s file
– The child’s emergency contact / parent is called immediately by the designated staff member (not the person coordinating the search)
3.8 When police arrive, the most senior staff member provides a full briefing and hands over the child’s details and photograph (from the child’s file).
Step 3 — Parent Notification
3.9 A parent or emergency contact must be called as soon as the escalation step is triggered (Step 2), and before the police arrive if possible. The call must be honest: the parent must be told that the child cannot be located, that a search is underway, and that the police have been called.
3.10 Under no circumstances should staff delay informing the parent in order to avoid distress or await a resolution.
3.11 If a parent arrives at the nursery before the child is found, they must be met by the Manager and given a calm, clear briefing. They must not conduct their own search that disrupts the staff search.
4. Off-Premises / Outings Procedure
4.1 If a child goes missing during an outing:
- The supervising staff member raises the alarm immediately with the most senior staff on the outing
- A headcount of remaining children is taken immediately
- Staff roles are assigned: one staff member stays with the group and contacts the nursery; other available staff begin searching the immediate area
- 999 is called immediately — there is no minimum time to wait before calling police when a child is missing in a public place
- The nursery Manager is called to coordinate support
- The parent/emergency contact is called promptly
4.2 Children remaining in the group are kept safe and calm. The outing is suspended immediately.
4.3 No child in the group is left without adult supervision while the search is conducted.
4.4 A full description of the missing child (name, age, clothing, appearance) is provided to police on arrival.
5. Roles and Responsibilities
| Person | Role |
|---|---|
| Most Senior Staff on Premises / Outing | Takes charge; coordinates search; calls 999; briefs police |
| Designated Staff Member | Stays with remaining children; maintains ratios |
| Second Designated Staff Member | Calls parent/emergency contact |
| All Other Available Staff | Conduct systematic search as directed |
| Manager (if not on site) | Called immediately; may attend premises; notifies Ofsted and DSL |
6. Post-Incident Procedures
If the Child is Found
6.1 The child is assessed for wellbeing immediately. If there is any concern about the child’s physical or emotional state, medical advice is sought.
6.2 The Manager informs the parent of the full circumstances when they arrive or by phone.
6.3 A full written incident report is completed on the same day by the most senior staff member who managed the incident. The report must include:
– Time the child was last seen
– Time the alarm was raised
– Actions taken and by whom, with times
– How and where the child was found (if applicable)
– Any concerns arising
6.4 Ofsted must be notified of any incident where a child could not be located for more than a brief period and police were called. Notification must be made as soon as reasonably practicable and in any event within 14 days. The Ofsted notification number is: 0300 123 1231.
6.5 If the child was removed by an unauthorised person, this is a child protection matter and is escalated to the Designated Safeguarding Lead (DSL) immediately. The DSL follows the procedures in the Safeguarding and Child Protection Policy.
If the Child is Not Found
6.6 The setting remains open to police investigation. All staff cooperate fully.
6.7 The Designated Safeguarding Lead is notified immediately.
6.8 No information is shared with media or third parties. All media enquiries are directed to the Manager.
7. Post-Incident Debrief
7.1 A formal debrief takes place within 48 hours of the incident, attended by all staff involved.
7.2 The debrief examines:
– How the child came to be missing
– Whether any procedural failure occurred
– What improvements can be made to prevent recurrence
– Whether any individual or group needs additional support or training
7.3 The debrief outcome is documented and any required policy or procedural changes are implemented promptly.
7.4 Where the incident reveals a systematic safeguarding failure, the DSL completes a Safeguarding Incident Review and liaises with the Local Authority Designated Officer (LADO) as appropriate.
8. Documentation Requirements
The following records must be created and retained for every missing child incident:
- Incident report (completed same day)
- Record of all phone calls made (time, to whom, content)
- Record of police notification and reference number
- Debrief notes
- Any action plan arising
Records are stored in the child’s confidential file and in the nursery’s Incident Log. They are retained for a minimum of until the child’s 25th birthday, in line with safeguarding record retention requirements.
9. Link to Safeguarding Policy
This procedure is read alongside the ME Montessori Safeguarding and Child Protection Policy. Any missing child incident that cannot be satisfactorily explained, or that raises concerns about parental behaviour, unauthorised collection, or the welfare of the child, is treated as a safeguarding concern and managed under the Safeguarding and Child Protection Policy from that point.
The Designated Safeguarding Lead is:
Kellie Antonazzo, Headmistress — [email protected]
The Deputy DSL is:
Maryam Amjad, Deputy Manager — [email protected]
10. Review
This procedure is reviewed annually by the Policy Owner or sooner following any missing child incident, change in legislation, or Ofsted recommendation.
Signed: Kellie Antonazzo, Manager