OUT OF SCHOOL CARE & RECREATION (OSCAR)
TERMS AND CONDITIONS
We aim to provide a stimulating programme catering for the children’s different ages, gender and cultural backgrounds. The wellbeing and safety of the children as well as the quality of their experience is of paramount consideration in the development and delivery of the programme.
Before a child attends our programme, an online enrolment must be completed in full. A condensed version of the policies and procedures is also contained within the booking process. We have a full version of policies and procedures available to all parent/caregiver should you require a hard copy. For this please email firstname.lastname@example.org.
The After School Care Programme is run from five sites - Arataki Community Centre, Mount Sport Centre, Papamoa Community Centre, Papamoa Sport & Recreation Centre and Waipuna Park.
Our Holiday Programme is run at the above locations as well as the Queen Elizabeth Youth Centre.
After School programme operates from 2.30pm-6.00pm during the school term and we collect the children from school.
Holiday Programme runs during the primary school holidays from 8am-5.30pm.
Closed Public Holidays.
For Direct Credits please use the following account details:
Bay Venues --- 12-3217-0142820-03
Reference --- ‘Centre Location’ ASC or HP and your child’s name
Payment via credit card and Eftpos at Arataki Community Centre, Papamoa Sport & Recreation Centre, Papamoa Community Centre and Queen Elizabeth Youth Centre.
After School Care
1 to 4 days per week costs $19.00 per day
5 days per week costs $90.00 per week ($18.00 per day)
All fees are payable directly to Bay Venues and invoices will be sent via email.
After school care payments will need to be made one week in advance. We encourage you to set up weekly or fortnightly direct debit payments via internet banking to pay for your child’s after school care. If fees are outstanding, access to the programme will be declined until the fees are paid.
For those who receive WINZ subsidy, you will still need to pay the difference between what you receive as a subsidy and our after school care price, one week in advance (as per the above payment protocol).
Please note that no refund is given with less than two weeks’ notice if your child is unable to attend for any reason. This is due to staffing levels planned in advance along with daily food and travel requirements.
Public Holidays – If your child attends regularly on a day which falls on a public holiday, you will incur the usual costs for this day.
Per day $45.00 (extra charges may apply from time to time)
All fees are payable directly to Bay Venues and invoices will be sent via email directly from our online booking system.
All Holiday Programme enrolments are paid in advance. Spaces are limited and are based on first-paid, first-in.
For those who receive WINZ subsidy, at the time of booking you will need to pay the difference between the estimated subsidy and the holiday programme fee prior to your child being booked on the programme.
Please note that no refund is given with less than two working days’ notice if your child is unable to attend for any reason.
Late pick up fee – a fee of $5 is charged for every 5min a child is late being picked up.
All payments not received by the due dates may be referred to debt collection agency and you will be liable for all associated fees and any other costs associated with this debt collection.
After School Care
If your child is not attending on a day they are booked in, you must notify either the programme supervisor (via their cell phone) or the BayKids absentee line on 575 8565 no later than 12pm on the same day to avoid staff unnecessarily trying to find a child who is not present.
If you need to suspend your booking please phone the OSCAR Coordinator on 575 8565 to discuss.
If you wish to cancel your after school care booking, two weeks’ notice is required to be eligible for a refund.
If your child is not attending on a day they are booked in, you must notify the Programme Supervisor (via their cell phone) or the BayKids absentee line on 575 8565.
If you wish to cancel your holiday programme booking,two working days’ notice is required to be eligible for a refund.
Please note: a $10 per child administration fee will be charged for all cancellations processed within the required timeframes.
If a parent/caregiver has a complaint about a staff member or the programme they should:
1. Approach the Programme Supervisor who will attempt to rectify the situation.
2. If the parent/caregiver is still unhappy they should then contact the OSCAR & Childcare Manager.
3. Please put any further complaints in writing detailing the issue/s and desired outcomes. We will respond to your complaint within 48 hours.
4. Where possible, a mutually agreeable outcome will be sought.
5. The Programme Supervisor will keep the OSCAR and Childcare Manager informed of any verbal complaints. Wherever possible and practical, the requests of parent/caregiver and
children will be incorporated into the programme planning and design.
All information on enrolments is collected and held and will be used in cases of an emergency. No information is shared except with the parent/caregiver’s permission or as required by legislation e.g. audit purposes for MSD, health and safety act. All files holding confidential information will be secured and kept away from unauthorised persons.
All children enrolled on the After School Programme will be met by an OSCAR staff member at a designated location. All children and each individual school will be notified of the pick up point prior to their first day booked.
Parents, caregivers and nominated supervisors are expected to sign their children ‘out’ of the after school and ‘in’ and ‘out’ of the holiday programme. Please let us know if someone who is NOT on your nominated contacts list will be picking up your child. We will not release the child without your permission. Parent/caregivers will be contacted before release.
The following steps will be taken if the child attending the after school programme is not at a pick up point within reasonable time of their school ending:
The following steps will be taken if a child is not picked up at the end of the after school care or holiday programme:
All children attending the after school care programme will be provided with a nutritious snack.
Water will be provided at all times for the children.
Occasionally sweet treats may be given to the children as part of an activity for prizes.
Parent, caregivers or nominated supervisors are expected to brief the staff fully on any food allergies or nutritional requirements that their children have.
We will endeavor to cater for children with special needs where possible, on the proviso we are confident the child’s needs can be met without adversely affecting the other children.
Full information about the child’s requirements including medication, diet and supervision, must be provided by the parent/caregiver/caregiver at the time of enrolment.
If the child requires further special aids, other than those already provided i.e. modified facilities, extra staff or staff training, this will be considered by the OSCAR & Childcare Manager before accepting the child onto the programme. Each case will be considered individually.
If a child with special needs is accepted into the programme the following guidelines will apply:
Any new child to enrol on our programmes will be buddied up where possible with a child from their own school who is familiar with the procedures and rules or a staff member. We will continue this until the new child is at a point where they feel safe and comfortable on the programme. This system can also be adapted for younger members of the programme who attend regularly but still need occasional guidance and support.
All accidents will be recorded by staff. Parent/caregivers will sight and sign an Accident Form in the event of their child/ren getting injured.
In the event of an accident requiring medical attention, the OSCAR emergency procedure will be followed and parent/caregiver will be notified immediately.
In the unfortunate event that your child becomes ill during our programme they will be taken to a supervised quiet rest area where the parent/caregiver will be contacted.
Parent/caregiver of children that require medication will be issued a form to complete with what the medication is, what it is for and how much is to be given. All medication must be handed to staff and not left in children’s bags. The programme staff will store the medication in a safe place away from children. Staff will issue the child/ren with the medication at the appropriate time of the day and fill out the medication form which will then be signed to say the medication has been given.
In addition to the general safety policies outlined, the programme ensures that the staff and other adults visiting or working at the programme are well supervised and visible in activities performed with the children. A minimum of two staff will supervise the children at all times. For information about the prevention, detection and reporting of child abuse please contact the OSCAR & Childcare Manager.
Positive, appropriate behaviour is encouraged and supported by our staff, as outlined in our Behavior Management Processes.
Action becomes necessary when:
Positive reinforcement will be used at all times and a stimulating and varied programme will be provided to ensure against boredom.
Consequences must be appropriate and may include:
When a child misbehaves or ignores programme rules staff will:
Bay Venues Ltd will ensure that quality care is provided by our staff. All staff are police vetted before employment and no person with a conviction for sexual crimes or crimes of violence against a person will be employed.
A smoke free policy is adhered to at all times. No one is permitted to smoke inside our venues at any time.
Staff are not permitted to smoke when on duty, in uniform or when in sight of the children.
Children on our programmes are supplied with SPF 30+ sunscreen during outdoor activities or excursions during the warmer months.
A schedule of when sunscreen will be reapplied during outdoor activities will be set daily depending on the length of the activity and exposure to the sun.
Programme staff will endeavour to keep children in shaded areas during the hottest part of the day where possible.
Children are encouraged to bring their own sunhat (no sunhat = no outdoor activity), protective clothing and a drink bottle each day they attend. Drinking water will be available for the children to fill their drink bottles.
All our venues have a current Building Warrant of Fitness – please let staff if you would like to site this.
Staff will ensure that all areas of the centre where the programme is delivered is kept clean and free of rubbish.
For more information about any of our policies and procedures please contact the OSCAR & Childcare Manager on 07 575 8565.