Parent/Guardianship and Child Custody Policy

Guardianship, Child Custody, Parent Communication And Student Handover Policy

Academic Session: 2026-28

1. Purpose of the Policy

At Gyanshree School, the safety, dignity, emotional well-being and best interests of every child remain central to all institutional decisions. The School recognises that families today may have diverse structures and may experience changes over time, including separation, divorce, remarriage, adoption, guardianship arrangements, relocation, the loss of a parent, or other circumstances that may affect communication, custody, decision-making and student handover.

The purpose of this Policy is to ensure that every Shreeyan continues to experience a safe, stable, respectful and protected school environment, irrespective of changes in family circumstances. The School’s role is not to adjudicate family disputes, determine custody rights or interpret contested family arrangements. The School will rely on its official records, the Enrolment Contract, admission documents, written instructions submitted by parents or guardians, and valid legal documents or court orders placed on record.

This Policy sets out clear guidelines for parents and guardians regarding admission records, communication access, ERP access, custody documentation, authorised pick-up and drop-off, visitation, remarriage, death of a parent, change in guardianship, emergency decisions, confidentiality and updating of School records.

2. Guiding Principles

The following principles shall guide the School’s approach in all matters concerning guardianship, custody, communication and student handover:

2.1 Best Interest of the Child

The School will place the child’s safety, emotional security, learning continuity and dignity at the centre of all decisions. The child shall not be placed in the middle of parental disagreements or be made a messenger between adults.

2.2 Neutrality in Family Disputes

The School shall remain neutral in matrimonial, custody, guardianship or family disputes. The School shall not take sides between parents or guardians and shall act only on the basis of valid School records, written instructions and legally enforceable documents.

2.3 Reliance on Current Records and Court Orders

The School will follow the most recent records available with it unless updated documents, joint written instructions or valid court orders are submitted. Any restriction on a parent’s communication, access, pick-up rights or participation in School matters must be supported by a valid court order or legally recognised document.

2.4 Safety and Safeguarding

Where there is a credible concern relating to the child’s physical or emotional safety, the School may take reasonable interim measures to safeguard the child while seeking clarification, documentation or legal guidance.

2.5 Timely Updating of Records

Parents and guardians are responsible for keeping the School informed of changes in custody, guardianship, communication details, residence, authorised receivers and emergency contact information.

2.6 Confidentiality and Privacy

The School will handle custody, guardianship and family-status information with sensitivity and confidentiality. Such information shall be used only for student safety, communication, legal compliance, administrative purposes and the child’s welfare.

Nothing contained in this Policy shall prevent the School from complying with any lawful direction, notice or order issued by a competent court, CBSE, Police, Child Welfare Committee (CWC), District Child Protection Unit (DCPU), Government Authority or any statutory authority having jurisdiction over the matter.

3. Scope and Applicability

This Policy applies to all students enrolled at Gyanshree School and to all parents, legal guardians, adoptive parents, custodial parents, non-custodial parents, authorised caregivers, step-parents, relatives or other adults who seek to communicate with the School, access student information, attend School events, receive the child, or participate in decisions relating to the child.

This Policy applies to matters including:

  • admission and enrolment records;
  • parent and guardian details;
  • ERP and digital communication access;
  • designation of Primary Contact;
  • custody and guardianship documentation;
  • communication with separated or divorced parents;
  • pick-up, drop-off and handover permissions;
  • visitation requests;
  • PTMs and School events;
  • emergency communication;
  • medical decisions;
  • change of name, surname or parent details;
  • issue of transfer certificate or withdrawal from School;
  • remarriage and inclusion of step-parent details;
  • adoption or legal guardianship;
  • death, incapacity or absence of a parent;
  • confidentiality, privacy and record maintenance.

4. Definitions

For the purpose of this Policy:

School means Gyanshree School, including its Management, Director–Principal, employees and authorised representatives.

Parent means a biological parent, adoptive parent, legally recognised parent, or parent whose name appears in the School’s official records.

Legal Guardian means a person legally authorised to act on behalf of the child through a valid court order, guardianship document, adoption order or any legally recognised instrument.

Primary Contact means the parent or guardian designated in School records to receive routine School communication and be contacted first in day-to-day matters or emergencies.

Custodial Parent means a parent who has custody of the child under a valid court order or as reflected in legally submitted documents.

Non-Custodial Parent means a parent who does not have physical custody of the child but may continue to have parental rights unless restricted by a valid court order.

Authorised Adult means a person authorised in writing by the parent or legal guardian to collect the child from School, attend to emergency requirements, or accompany the child for School-related purposes.

Court Order includes a final order, interim order, custody order, guardianship order, visitation order, protection order, restraining order, adoption order or any other order issued by a competent court or legal authority.

School Records include the admission form, Enrolment Contract, ERP records, communication records, authorised pick-up details, custody documents, parent declarations, fee records, medical records and any other official records maintained by the School.

5. General Instructions for Admission and School Records

At the time of admission, parents are required to submit complete and accurate information regarding the child, parents, legal guardians, residential address, emergency contacts and authorised adults. The admission form must be completed truthfully and signed by the parent or parents as applicable.

Where both parents are legally recognised and no custody restriction exists, the School expects the details of both parents to be provided. Contact details, email IDs, mobile numbers and residential addresses must be accurate and functional.Admission Form must be signed by both the parents.

If the child is under the care of a single parent, legal guardian, adoptive parent or any person other than the biological parents, the relevant supporting documents must be submitted at the time of admission or immediately upon such change occurring.

The School may seek additional documents or clarification where the information submitted is incomplete, inconsistent, unclear or legally insufficient. Admission, record updates or communication changes may be kept pending until the School receives satisfactory documentation.

6. Declaration of Primary Contact

Parents may designate one parent or legal guardian as the Primary Contact for routine School communication. The Primary Contact will ordinarily receive regular communication, ERP alerts, SMS, email updates, circulars, fee reminders, emergency calls and other day-to-day School information.

Designation of a Primary Contact is an administrative arrangement for ease of communication. It does not automatically remove the rights of the other parent unless a valid court order or legal document restricts such rights.

Where parents are separated, divorced or residing separately and no final custody order has been submitted, the parent with whom the child ordinarily resides will be designated as the Primary Contact for routine communication, subject to the School’s satisfaction and supporting documentation where required.

7. ERP, Digital Access and Communication Platforms

The School’s ERP, email, parent portal, messaging platforms and digital communication systems are official channels of School communication. Access to these platforms shall be provided in accordance with the School’s records and applicable privacy requirements.

Where both parents are on record and no restriction exists, the School may provide communication access to both parents as per its systems and feasibility. However, where there is a custody dispute or specific instruction restricting access, such restriction must be supported by a valid court order or legally recognised document.

Upon written request, the School may provide academic progress-related communication to the other parent, unless restricted by a valid court order or where such communication is considered contrary to the child’s safety or well-being and with the consent of the parent who holds the custody of the child.

Parents must not share ERP login credentials, School communication, student records, photographs, reports or personal information with unauthorised persons. Any request for adding or removing an email ID, mobile number or portal access must be submitted through the ERP Portal of the school.

The School may suspend, restrict or modify digital access if required for student safety, data protection, confidentiality, misuse of School communication platforms, or compliance with legal obligations.

8. Communication with Both Parents

The School recognises that, in many cases, both parents may continue to have an interest in the child’s education and well-being, even if they are separated or divorced. Unless restricted by a valid court order, the School may communicate with both parents on matters relating to the child’s academic progress, attendance, behaviour, health, safety and School participation.

However, the School shall not be required to duplicate every routine communication manually where official communication has already been issued through ERP, email, portal or other School-approved channels. Parents are responsible for checking School communication regularly and keeping their contact details updated.

In the case of conflicting instructions from parents, the School may continue to follow the existing record until the dispute is resolved through joint written instructions or a valid court order.

9. Separated, Divorced or Estranged Parents

Parents must inform the School in writing if there is any change in marital status, custody arrangement, guardianship, residence, communication access, visitation, handover arrangement or decision-making authority affecting the child.

The School must be provided with certified copies of relevant legal documents, including separation agreement, divorce decree, custody order, guardianship order, visitation order, protection order, restraining order or any other order affecting the child’s care and access.

Where both parents have signed the admission documents and a separation or divorce occurs after admission, the School will continue to recognise both parents in its records unless a valid court order directs otherwise.

In pending divorce or custody proceedings where no final order has been passed, the School may require written consent of both parents for major decisions concerning the child. Such decisions may include withdrawal from School, transfer certificate, change of name, change of parent details, change in guardianship, change in Primary Contact, restriction on communication, participation in certain activities, or any decision that materially affects the child’s education or School record.

10. Sole Custody Cases

Where one parent claims sole custody, the parent must submit valid legal documents confirming such custody. The School will act in accordance with the custody rights granted by the court or competent authority.

Sole custody does not automatically mean that the other parent’s name will be removed from School records or that the other parent will be denied all information, unless the court order specifically provides for such restriction.

If the parent with sole custody seeks to restrict the other parent’s access to the child, School communication, pick-up rights, ERP access, participation in events or academic records, the restriction must be clearly supported by a valid court order.

In the absence of such an order, the School may continue to recognise both parents in accordance with existing records, while taking reasonable measures to protect the child’s emotional and physical safety.

11. Joint Custody Cases

In cases of joint custody, both parents must ordinarily sign the admission form, enrolment documents and major School-related documents, unless the court order provides otherwise.

Parents with joint custody are expected to communicate with each other and provide clear, consistent instructions to the School. The School shall not be expected to mediate or resolve disagreements between parents.

Where joint custody parents provide conflicting instructions, the School may maintain status quo until the parents submit joint written instructions or a court order clarifies the matter.

For routine day-to-day purposes, one parent may be designated as the Primary Contact. However, this shall not affect the other parent’s rights unless restricted by a valid court order.

12. Conflicting Parental Instructions

Where the School receives conflicting instructions from parents or guardians, the School may:

  • continue to follow the most recent uncontested School record;
  • seek written clarification from both parents;
  • request relevant court orders or legal documents;
  • withhold action on non-urgent requests until clarity is provided;
  • refer the matter to the Director–Principal or authorised School committee;
  • take immediate safety-related action if the child’s welfare appears to be at risk.

The School shall not be compelled to act on unilateral instructions from one parent where the matter affects the legal rights of the other parent, unless such unilateral authority is supported by a valid court order.

Matters such as withdrawal, transfer certificate, change of name, removal of a parent’s name, restriction of access, change of custody record or change of authorised receiver may require joint consent or legal documentation.

13. Restrictions on Parent Access or Communication

Any request to restrict a parent from meeting the child, collecting the child, receiving School communication, attending PTMs, accessing ERP or participating in School events must be supported by a valid court order, protection order, restraining order or other legally enforceable document.

The School cannot remove a parent’s rights or restrict access merely on the basis of verbal instructions, private disagreement, informal allegations or unilateral requests.

However, if there is an immediate safety concern on School premises, the School may take temporary protective measures, including informing security, delaying handover, contacting the Primary Contact, contacting the other parent, seeking police assistance where necessary, or requiring legal clarification.

14. Pick-Up, Drop-Off and Student Handover

The safety of the child during arrival and dispersal is a priority for the School. Parents must provide clear written instructions regarding authorised persons who may collect the child from School.

The School will ordinarily release a student only to the parent, guardian or authorised adult having the parent ID card, QR Code written authorisation. If the identity of the receiving adult cannot be verified, the School may withhold handover until confirmation is obtained.

Where there is a custody order restricting a parent’s pick-up rights, the order must be submitted to the School. The School will make reasonable efforts to follow such order within the scope of School operations.

In cases of dispute at the School gate, reception or dispersal point, the School may decline to release the child until clarity is obtained. The School may contact the Primary Contact, the other parent, the authorised guardian or, in serious cases, the police or appropriate authority.

Parents must ensure that School premises are not used for confrontation, argument, forceful handover or custody-related dispute.

In exceptional circumstances involving custody disputes, security concerns or child safety risks, the School may require additional identity verification, photograph, government-issued identification or police verification of the authorised person before permitting student handover.

The School reserves the right to temporarily refuse handover of a student where, in the reasonable opinion of the School, the receiving person appears intoxicated, violent, medically unfit, emotionally unstable, carrying a weapon, attempting forceful removal of the child, or where immediate handover may endanger the child's safety. The School may contact the other parent, emergency contact or appropriate authorities before releasing the child.

15. Visitation Rights

Gyanshree School is a place of learning and not a venue for exercising visitation rights, unless specifically directed by a competent court or expressly permitted by the School in exceptional circumstances.

If a court order permits visitation during School hours or on School premises, the parent must submit a certified copy of the order in advance. The School will review the order and determine the operational feasibility of compliance while prioritising the child’s safety, dignity and emotional comfort.

The child shall not be compelled by the School to meet any parent or adult in a manner that causes visible distress or compromises the child’s well-being, unless legally required and appropriately supported.

16. Parent-Teacher Meetings and School Events

Both parents may attend PTMs and School events unless restricted by a valid court order or School safety decision. However, parents are expected to maintain dignity, restraint and decorum while on School premises.

The School may schedule separate meetings for parents where joint presence may lead to conflict, discomfort for the child, or disruption of School functioning.

Parents must not use PTMs, School events, performances, sports days, assemblies or other School gatherings to raise matrimonial disputes, custody allegations or personal grievances against each other.

The School reserves the right to restrict or regulate participation if adult conduct affects the child’s dignity, safety or the smooth functioning of the School.

17. Remarriage and Step-Parent Involvement

In the event of remarriage, the School records shall not be automatically changed to include the new spouse as a parent or guardian.

A step-parent may be added as an authorised contact, authorised pick-up person, emergency contact or participant in School communication only upon written request from the parent(s) parents on record and subject to applicable custody documents or court orders.

Where both parents continue to hold parental rights, the inclusion of a step-parent in communication, PTMs, pick-up/drop-off or School records may require written consent of both parents, unless a court order provides otherwise.

A step-parent shall not have independent rights to access School records, make decisions, withdraw the child, change the child’s name, attend confidential meetings or collect the child unless authorised in writing and accepted by the School.

18. Adoption and Legal Parentage

Where a child is adopted, or where parentage arises through legally recognised adoption, guardianship or court orders, the relevant legal documents must be submitted to the School.

The School will update records only after reviewing the legal documentation and satisfying itself that the requested change is valid for School record purposes.

Requests for change of surname, parent name, guardian name or official student record must be supported by appropriate legal documents, and where applicable, shall be subject to CBSE, statutory or regulatory requirements.

The School may seek original documents for verification and retain copies for School records.

19. Death of a Parent

In the unfortunate event of the death of a parent, the surviving parent or legal guardian must submit a copy of the death certificate to the School.

The School records may be updated after receiving appropriate documentation. Where the deceased parent was the Primary Contact, the surviving parent or legal guardian must provide updated contact details, emergency contacts and authorised receiver details.

If guardianship of the child is transferred to another person due to the death of both parents or incapacity of the surviving parent, valid legal documents establishing guardianship must be submitted.

20. Incapacity, Absence or Unavailability of a Parent

Where a parent is incapacitated, unavailable, overseas, hospitalised, missing, legally restrained, or otherwise unable to act on behalf of the child, the School must be informed in writing.

The parent or family must submit appropriate documentation and identify the authorised adult or legal guardian who may act on behalf of the child.

The School may seek additional clarification where the authority of such person is unclear or disputed.

In urgent situations affecting the child’s safety, health or welfare, the School may act in the best interest of the child while attempting to contact the parents, guardian or emergency contacts.

21. Emergency Communication and Medical Decisions

In case of emergency, the School will first attempt to contact the Primary Contact. If the Primary Contact is unavailable, the School may contact the other parent, legal guardian, authorised adult or emergency contact available in School records.

In a medical emergency, the School may take reasonable steps to secure immediate medical assistance for the child, including taking the child to the School infirmary, nearby medical facility or hospital, depending on the situation.

Parents authorise the School to act in the best interest of the child in urgent medical or safety situations where immediate parental consent cannot be obtained.

The School will inform the parent or guardian at the earliest possible opportunity.

Parents must ensure that medical information, allergies, emergency contacts and special instructions are updated regularly.

22. Withdrawal from School, Transfer Certificate and Major Educational Decisions

Withdrawal from School, request for Transfer Certificate, change of School, change of official name, change of parent details, change of guardian details, change in custody record or any other major educational decision shall require appropriate authority.

Where both parents are on record and no sole authority exists, the School may require the signatures or written consent of both parents.

Where one parent has sole legal authority to make educational decisions, the relevant court order must be submitted.

In case of a dispute between parents, the School may withhold action on the request until joint consent or a competent court order is provided, unless the matter concerns urgent child safety or legal compliance.

The School shall not be responsible for delays caused due to incomplete documentation, parental disagreement or pending legal clarification.

23. Fee Responsibility and Financial Communication

The person or persons who have signed the admission form, Enrolment Contract or fee-related undertaking shall remain responsible for payment of School dues, unless the School formally approves a change in fee responsibility.

Private arrangements between parents regarding payment of fees shall not bind the School unless communicated in writing, supported by relevant documents and accepted by the School.

Where parents are separated or divorced, fee-related communication may be sent to the Primary Contact, fee payer and/or both parents as per School records.

The School shall not mediate financial disputes between parents. Non-payment of fees shall be dealt with in accordance with the School’s fee policy, irrespective of inter-parental arrangements.

24. Updating School Records

Parents are solely responsible for ensuring that School records remain accurate and current.

The School must be informed promptly of any change in:

  • marital status affecting the child’s care or custody;
  • custody or guardianship arrangement;
  • residential address;
  • mobile number;
  • email ID;
  • emergency contact;
  • Primary Contact;
  • authorised receiver;
  • transport arrangement;
  • medical information;
  • legal restriction;
  • court order;
  • parent or guardian status.

Any update must be submitted through the prescribed School process, ERP request, written application or official email, along with supporting documents where required.

The School will not be responsible for non-receipt of communication, delay in response, incorrect handover instruction or inability to contact a parent where the records were outdated, inaccurate or incomplete.

25. Documents Required for Custody, Guardianship or Record Change

Depending on the nature of the request, the School may require one or more of the following documents:

  • certified copy of custody order;
  • divorce decree;
  • separation agreement, where legally recognised;
  • guardianship order;
  • adoption order;
  • birth certificate;
  • death certificate;
  • protection order;
  • restraining order;
  • visitation order;
  • court order restricting access;
  • court order granting sole educational decision-making authority;
  • identity proof of parent or guardian;
  • address proof;
  • written joint application by parents;
  • notarised authorisation, where appropriate;
  • legal document supporting change of name or surname;
  • Gazette of India
  • any other document required by the School, CBSE or applicable law.

The School may require original documents for verification and may retain copies for its records.

Acceptance of any document shall be subject to scrutiny by the School and, where necessary, its legal advisors. The School may seek additional documents or clarification at any time.

26. Confidentiality, Privacy and Data Protection

The School shall treat custody, guardianship, family status, communication, medical, behavioural and student records as confidential information.

Such information shall be accessed only by authorised School personnel and used for legitimate School purposes, student safety, communication, legal compliance, academic administration and child welfare.

Parents must also respect confidentiality. They must not circulate School records, student data, communication screenshots, photographs, videos, counselling information, custody documents or private family information in unauthorised forums, public groups or social media.

Any request for access to student records shall be processed in accordance with School policy, applicable law, data protection obligations and the child’s best interest.

The School may decline or restrict access to information where disclosure may compromise student safety, violate confidentiality, breach privacy obligations or conflict with a valid court order.

The Parent(s)/Guardian(s) acknowledge that the School may utilise secure cloud-based platforms, authorised Artificial Intelligence-assisted educational tools, learning management systems, and other digital technologies for educational, administrative, safeguarding, communication, and operational purposes. Such processing shall be undertaken only in accordance with applicable law and the School's data protection and privacy obligations.

27. Child Safeguarding Concerns

If any custody, guardianship, visitation or family dispute raises a concern relating to the child’s safety, emotional well-being, neglect, abuse, intimidation, harassment or distress, the School may refer the matter to the Director–Principal, School Counsellor, Child Protection Committee or appropriate authority, depending on the nature of the concern.

The matter may also be referred to the School Child Protection Committee constituted in accordance with applicable CBSE guidelines, wherever applicable.

The School may speak with the child in a sensitive and age-appropriate manner through authorised School personnel, where required for safeguarding purposes.

Parents must not pressurise the child, School staff or teachers to take sides, provide statements, withhold information or participate in family disputes.

Where the School has a legal obligation to report a child safety concern, it shall act in accordance with applicable law and safeguarding procedures.

28. Conduct Expected from Parents and Guardians

Parents and guardians are expected to engage with the School respectfully and constructively.

Parents must not:

  • involve the child in adult disputes;
  • ask teachers or School staff to mediate matrimonial disagreements;
  • use School premises for confrontation;
  • pressure staff to disclose confidential information;
  • insist on unilateral changes without documents;
  • threaten or intimidate School personnel;
  • disrupt arrival, dispersal, PTMs or School events;
  • make public allegations without using official grievance channels;
  • use the School as a venue for visitation unless directed by court.

The School reserves the right to regulate meetings, restrict access to premises, require prior appointments or take appropriate action if adult conduct affects the safety, dignity or well-being of the child or disrupts School functioning.

29. Non-Disparagement and Child Emotional Safety

The School expects all adults to protect the child from emotional conflict. Parents and guardians must avoid making negative statements about the other parent in the presence of the child, teachers, peers or School staff.

The School shall not entertain requests that require teachers to influence the child against either parent, conceal ordinary School information without legal basis, or participate in family conflict.

30. False, Misleading or Suppressed Information

Parents and guardians must provide accurate and complete information to the School.

If any parent suppresses custody-related information, submits false documents, misrepresents legal rights, conceals a court order, provides incorrect contact details, or gives misleading instructions affecting the child’s safety or School records, the School may take appropriate action.

Such action may include withholding record changes, seeking legal clarification, restricting handover, notifying the other parent where appropriate, referring the matter to legal counsel, or taking any measure necessary to safeguard the child.

The parent submitting false, incomplete or misleading information shall be responsible for any consequences arising from such submission.

The Parent(s)/Guardian(s) agree not to knowingly submit false, frivolous, vexatious, or malicious complaints against the School or members of the School Community. Nothing contained herein shall restrict the Parent(s)/Guardian(s) from approaching any competent statutory authority where they genuinely believe legal intervention is warranted. The School, however, encourages concerns to be raised through its established grievance redressal mechanism, wherever reasonably practicable, before external escalation.

31. School’s Limited Role

The School’s role is limited to educating and safeguarding the child within the School environment and administering School records based on valid documentation.

The School shall not:

  • decide custody disputes;
  • interpret contested family law issues beyond its administrative requirements;
  • determine visitation rights independently;
  • update legal details of the child;
  • remove a parent’s name without legal basis;
  • act on verbal restrictions against a parent;
  • mediate matrimonial disagreements;
  • enforce private family arrangements not placed on School record;
  • supervise parent visitation unless legally directed and operationally feasible.

The School will act on the basis of official records, written instructions, valid documentation and the child’s best interest.

32. Indemnity and Responsibility of Parents

Parents and guardians shall be responsible for the accuracy of the information and documents submitted to the School.

Parents agree to indemnify and hold the School, its Management, Director–Principal, employees and authorised representatives harmless against claims, disputes, losses or consequences arising from inaccurate information, suppression of relevant facts, failure to update records, conflicting parental instructions, invalid authorisation or non-submission of relevant legal documents.

This clause shall operate subject to applicable law and shall not limit the School’s responsibility for its own negligence or wilful misconduct.

33. Policy Review and Amendments

Gyanshree School reserves the right to review, amend, clarify or update this Policy from time to time in response to legal requirements, regulatory expectations, child safeguarding standards, operational needs, technological changes, data privacy requirements or experience arising from specific cases.

Updated policies may be communicated through the School ERP, website, circular, email or any other official communication channel. Parents are expected to familiarise themselves with the latest version of the Policy.

The most recent version issued by the School shall supersede all previous versions.