Staff reporting · Athlete collection

Late Collection

Keep the athlete safe, record attempts to contact their responsible adult and document the final collection accurately.

Athlete supervision

Never leave an athlete unattended.

The athlete must remain appropriately supervised while attempts are made to contact their responsible adult. If nobody can be contacted, collection becomes unusually delayed or anything causes concern for the athlete's welfare, inform leadership and follow safeguarding procedures.

At the end of the session

What Should I Do?

1

Keep Supervised

Keep the athlete in an appropriate area with suitable staff supervision.

2

Attempt Contact

Use the approved parent, guardian and emergency-contact information.

3

Inform Leadership

Escalate significant, repeated or concerning delays to a senior member of staff.

4

Record

Record the delay, contact attempts, collection time and any follow-up required.

Safe collection

Good Practice

✓ Do

  • Keep the athlete appropriately supervised.
  • Stay calm and reassuring.
  • Use approved contact details.
  • Record each significant contact attempt.
  • Inform senior staff where appropriate.
  • Verify who the athlete leaves with.
  • Record repeated patterns of lateness.

✕ Do Not

  • Leave the athlete alone outside.
  • Send a young athlete home alone unless explicitly authorised.
  • Release them to an unknown person without verification.
  • Share private contact details unnecessarily.
  • Ignore repeated late collection.
  • Leave another young athlete responsible for them.

Repeated Late Collection

A genuine one-off delay may simply need recording. Repeated late collection should be highlighted to leadership so expectations can be discussed with the family and any wider welfare concerns considered.

Send directly to leadership

Late Collection Record

Complete the record below. It will be sent to nottshotshots@outlook.com.

✓

Record Submitted

The late-collection record has been sent to the Notts Hotshots leadership inbox.

Example: 8:05pm — called parent, no answer. 8:10pm — emergency contact answered and advised parent was approximately 10 minutes away.
Do not enter medical information, safeguarding disclosures or unrelated confidential information here. Use the safeguarding route where appropriate.

Keep the record factual. This form records the collection incident but does not replace immediate safeguarding escalation where there is concern for an athlete's welfare.

Serious concern: if nobody can be contacted, the delay becomes unusually long or the circumstances cause concern for the athlete's welfare, contact leadership immediately and use the safeguarding reporting route where appropriate.
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