Lost-child care and handover log
Link found-child and guardian reports using a case ID, and record who is caring for the child now. Fictional training examples show related reports, a handover on hold and transfer to an agency.
A restricted record of the current safeguarding person, handover result and people notified of closure.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Use for pre-event exercises and actual reports or handovers. Put only case IDs, zones and staff roles in this shared log; keep identifying details in a separate restricted record.
When to use it
Use for pre-event exercises and actual reports or handovers. Put only case IDs, zones and staff roles in this shared log; keep identifying details in a separate restricted record.
All examples are fictional exercises. This is not an identity-verification procedure and must not delay reporting. For immediate danger, contact the appropriate emergency service and follow the site safeguarding plan.
Start with the guide: Festival Lost-child Reporting and Guardian Handover: A Practical Guide by RoleFill in the template step by step
When to use it
During safeguarding exercises and immediately on receipt of a report.
What to have ready
- Approved safeguarding and reporting procedure
- Site plan with zone references
- Restricted case file and role-based contact chain
Take immediate safeguarding and reporting action while recording the case ID, first location and time.
At every direct handover, update who is caring for the child and when they took over.
Link related reports without assuming they concern the same child or establish a guardian relationship.
After an authorised person confirms handover, tell control and information staff that the case is closed and record their acknowledgement.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Case ID and report type | Time received and zone | First and current safeguarding person | Control-room and police contact record | Reports linked to this case | Verification and handover status | Who was told of handover or closure, and when | Access permissions and follow-up |
|---|---|---|---|---|---|---|---|
| LC-01 / Fictional found-child report | 2026-11-14 14:02 / MAP-v3 Z4 | The usher handed the child directly to the safeguarding lead at 14:05. | Control CTRL-21 / Korean police enquiry line 182 contact logged CALL-01 | Guardian report P-07, received at 14:04, linked to LC-01. | Relationship checks kept in restricted record VERIFY-01. Handover confirmed at 14:18. | 14:20: control and the information desk acknowledged closure. Announcements stopped. | Case lead only for detailed record / retention follows the approved policy |
| LC-02 / Fictional guardian report | 11-14 15:10 / entrance Z1 | The child’s location is not yet known. The control lead coordinates the search. | 15:11 control and police contact logged CALL-02 | LC-03 describes similar clothing. Do not assume it is the same child. | Keep the requested LC-03 handover on hold until authorised relationship checks are complete. | 15:16: the safeguarding lead and police liaison were told of the hold. | Contact details in restricted record / no general group-chat circulation |
| LC-04 / Fictional agency-transfer exercise | 11-14 16:02 / safe protection point Z2 | Safeguarding lead A handed over to the agency recipient at 16:24. | Police liaison matches attendance and transfer to CALL-04 | No additional report / retain case LC-04 | 16:24: transfer form HAND-04 completed. Releasing and receiving staff recorded separately. | 16:26: control confirmed closure and withdrew the search request. | Operations lead: review the exercise at 11-15 10:00 and check access permissions and record retention. |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Case ID and report type | Time received and zone | First and current safeguarding person | Control-room and police contact record | Reports linked to this case | Verification and handover status | Who was told of handover or closure, and when | Access permissions and follow-up |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Korean National Police Agency Safety Dream · Missing Child Guidance
Adapted protection, reporting and agency-handover record needs; no new identity-verification or search procedure is prescribed.