Why Attendance & Headcounts Matter #
Every parent and guardian expects that their child will be safe with us. The most basic part of that promise is knowing exactly who is at camp and where they are at all times. Attendance and headcounts are not “tick-box” jobs — they are life-saving measures. A missed register or sloppy handover can lead to confusion, unsafe supervision, or, in the worst case, a child being unaccounted for.
This section explains how we manage attendance, when and how to complete headcounts, and what to do if something doesn’t add up.
Attendance Registers #
Daily Sign-In & Sign-Out #
- Sign-In: Parents or guardians must sign their child in every morning. Staff must check the child’s name on the register and ensure that allergies, medical needs, or SEND notes are visible.
- Sign-Out: Only the parent/guardian or authorised adult (as listed on the child’s registration form) may collect the child. Always double-check the collection security code if you are unsure. Parents can authorise someone else to collect the child by giving them the collection code. If the collection code is not known, as 3 security questions using the family information.
Responsibility #
- The Site Manager oversees the main register.
- Zone Leaders are responsible for ensuring their groups are up to date when rotating between sessions.
- Group Assistants may help, but the responsibility always lies with the designated leader.
Late Arrivals & Early Collections #
- Late arrivals must be signed in at site base by the Site Manager. The leader taking the group must be informed immediately so that the child is added to headcounts.
- Early collections must also go through the Site Manager to ensure they are logged out safely.
Headcounts #
When to Count #
Headcounts must be done:
- At the start and end of every activity block.
- Whenever children move between zones.
- Before and after pool sessions (this is non-negotiable).
- At lunch and snack breaks.
- During emergencies or drills (fire, evacuation).
How to Count #
- Count the children out loud and encourage another staff member to verify.
- Don’t rely on memory or assumptions. Even if you’ve had the same group all day, always count again.
- Use registers or wristbands where applicable to cross-check numbers.
What to Do if Numbers Don’t Add Up #
- Stop Immediately. If you can’t account for a child, halt the activity.
- Recount. Sometimes the issue is a miscount — recount carefully.
- Alert the Site Manager. If the child is still unaccounted for, escalate straight away using the radio.
- Follow the Missing Child Protocol. Do not leave your group unattended — the Site Manager will coordinate the search.
Best Practice & Examples #
- Example 1: A group moves from the Sports Zone to the Creative Den. Before leaving the pitch, the leader does a headcount. On arrival, they do another count before handing over. This ensures no one got left behind on the walk.
- Example 2: At lunch, a Zone Leader realises they have one extra child. They immediately cross-check the register and discover the child sat with the wrong group. Quick, proactive counting avoided confusion.
- Example 3: During swimming, a child goes to the toilet. The poolside leader notes their absence, and ensures they are checked back in as soon as they return. Headcounts are updated in real time.
🧭 Staff Responsibilities #
- All Staff: Never assume. Always count. Always check.
- Activity Leaders: Responsible for group headcounts within their activity.
- Zone Leaders: Ensure handovers between activities are logged and confirmed.
- Site Manager: Oversees master attendance records and handles discrepancies.
Quick Tip 💡 #
Make headcounts a habit, not a chore. Children can even help count out loud — it builds their engagement and makes the process quicker. But final responsibility always lies with staff.
