The Village Square Trust Policies, Terms & Conditions
Before and After School Programmes January 2026
When you enrol your child, you will be required to agree to and abide by the Policies, and Terms and Conditions below.
Enrolment
Your enrolment creates a binding agreement between you and The Village Square Trust regarding the care of your child.
Bookings
Bookings are essential as all children must be pre-enrolled.
We use a risk-based supervision approach in line with the Social Sector Accreditation Standards. While we generally aim to maintain a minimum ratio of 1:10 (or lower during higher-risk activities), children who have not been enrolled may not be able to attend, as we must ensure safe staffing levels. If children arrive without prior enrolment, we may not be able to accommodate them due to staffing and programme limits. Parents will be called and required to fetch their children immediately. They may be sent to the school office to wait.
Regular bookings are ones that reoccur each week for the full term on the same day and for the same session. These are charged at discounted rates.
Casual bookings are one-off bookings that do not reoccur each week or that change week to week.
The cut off time for casual bookings, if there is availability are:
· 3pm the day before for Before School Care.
· 6pm the day before for After School Care
Programme Hours
Our programme hours are as follows:
· Before school care: 7.00am - 8.30am (Balmoral School seniors to 8.15am and juniors to 8.30am)
· After school care: 3pm - 4pm / 3pm - 5pm / 3pm - 6pm
Fees & Payments
Before School Care Fees:
· 7am - 8.30am Regular booking $13.00
· 7am - 8.30am Casual booking $17.00
After School Care Fees:
· 3pm - 4pm Regular booking $15.50 or 3pm - 4pm Casual booking $20.50
· 3pm - 5pm Regular Booking $19.50 or 3pm - 5pm Casual Booking $27.00
· 3pm - 6pm Regular Booking $23.00 or 3pm - 6pm Casual Booking $27.00
A sibling discount of 5% is applied for additional children who have regular bookings on the same days. (Discount does not apply to casual bookings).
Fees are charged based on enrolment, not attendance.
If the School has a Teacher Only Day and the child has been enrolled on that day, we won't charge for our regular programme that day.
Fees are payable by the due date that appears on the invoice.
Invoices will be emailed at the beginning of each week for the previous week (one week in arrears)
Fees can be paid via credit card through your Enrolmy account with a 1.85% surcharge or via online banking. We do not accept payments on site.
If you receive WINZ credits, the amount will be deducted before you receive your invoice so the amount due will be the amount due by you after WINZ. Please contact us at [email=pfc@villagesquare.org.nz]pfc@villagesquare.org.nz[/email] if you have queries about your invoice.
Unpaid Accounts
The parent/caregiver will be liable for all expenses and costs (including legal costs, as between solicitor and client) in connection with The Village Square Trust recovering or attempting to recover any overdue amount.
Unpaid accounts may result in suspension from the programme.
Attendance/Booking Cancellations
You will be charged for bookings whether your child attends or not. Fees are charged based on enrolment, not attendance.
To cancel a regular booking requires written notice 7 days in advance by email to pfc@villagesquare.org.nz.
Casual bookings can be cancelled in Enrolmy up to one rolling week before that session.
We staff on the number of children enrolled in our sessions and not on attendance.
Absence
Each absence must be separately advised by email to [email=pfc@villagesquare.org.nz]pfc@villagesquare.org.nz[/email] so the relevant staff member for that school can be informed.
Before school absences need to be advised before 7am on the day.
After School absences need to be advised before 12 noon.
Fees will NOT be cancelled due to non-attendance, sickness or injury as all staffing and activity resources have been finalised.
Late Pick-Ups
If you collect your child after your booked session, your booking will automatically be extended to the next time session e.g., if you have booked for 3-4pm and pick up your child at 4.11pm, you will be charged at the casual rate for 3-5pm. We offer a 10‑minute grace period for late arrivals.
There is an additional charge of $50 per family for every fifteen minutes or part thereof that staff are kept waiting after 6pm.
Health and Safety
We always adhere to The Village Square Trust Health and Safety Policy and Child Protection Policy. Our policies are available to view onsite and by email request to pfc@villagesquare.org.nz
Authorised Pickups
At the time of enrolment you are required to fill in the safety form and provide details of people you consent to pick up your children and anyone not authorised to pick up your children. It is the parents' responsibility to ensure that staff are well informed as to who these people may be and are able to recognise them if necessary.
Custody arrangements and protection orders - If you advised us at the time of enrolment of any safety or custody issues that may affect your child's wellbeing and security or if there is a Protection Order or Custody Arrangement for a child, you must upload a PDF copy of the related legal document with this person’s details. You may also include instructions for any action you want our staff to take in the event of an unauthorised person coming to the site.
Medical conditions
Please detail any medical condition(s) or allergies, or special dietary needs in the online safety form. Medicine will not be administered without a Medical Consent Form having first been completed by the parent/caregiver. The Village Square Trust will not take responsibility for any medical, health or behavioural incidents that are the result of something that was not communicated at the time of enrolment.
Dietary needs
The Village Square Trust provides a healthy afternoon tea each day. The menu is on site for reference. Menus vary by term and may include crackers, popcorn, vegetable sticks, and sandwiches. We serve fresh fruit every day. We do not serve food containing nuts.
If your child has an allergy and you require something more substantial than what is provided already, please discuss this with the site leader you will be required to send a packed afternoon tea to suit.
Accidents
In the event of an accident, the parent/guardian enrolling in the programme authorises programme staff to obtain medical assistance as may be deemed necessary. Should your child need to be transported from the site in an emergency, our Transport Policy will be adhered to by staff.
Sun Safety
Our Sun Safe Policy requires you to provide your child with his or her own named hat. A generic sunscreen will be provided on site, but if your child requires a particular brand of sunscreen for their skin you are required to provide this.
First Aid
At all times during programme hours, including on-site and during excursions, at least one staff member with current first aid certificate is present.
Child Protection
We follow the requirements of the Children’s Act 2014; the Social Sector Accreditation Standards and our Child Protection Policy should an allegation or suspicion of child abuse occur.
Relationships and Behaviour Guidance
All children will be supported and respected while attending the programme. Behaviour management is exercised in a positive and firm manner.
Personal Property
Staff will not take any responsibility for loss or damage to children’s personal property.
Parents will accept the risk associated with allowing children to bring personal property to the programmes.
Photography and Social Media
By accepting the Policies, Terms & Conditions you agree to The Village Square Trust staff photographing or filming children in our programmes for communication and marketing purposes, including email newsletters to parents, The Village Square Trusts website or Facebook page or The Village Square Trust Programmes for Children Facebook and Instagram pages. No child will ever be personally identified / tagged.
If you do not agree to the above photography and social media terms and conditions, please inform us in writing to pfc@villagesquare.org.nz.
Activity providers sometimes ask permission to use images or videos of the children and, if this occurs, permission will be requested from parents/caregivers before this is allowed.
Privacy Act
Information collected will be used for the purpose of establishing and maintaining accurate records held by The Village Square Trust. Parents can view and amend personal information and permissions on the Enrolmy system at any time using their personal log in details. The Village Square Trust will provide your personal information to you on request. It is your responsibility to ensure that the information you provide is correct and updated. The Village Square Trust will correct and update any information if you request this.
Complaints/Feedback
The Village Square Trust will facilitate a fair hearing for any concerns or complaints.
All complainants will be treated with respect and courtesy and will be made to feel safe throughout the process.
We welcome your feedback and discussion of any issues you may wish to raise at any time.
If you have any concerns about your child or our programmes, please have a chat with the Site Leader or the PFC Manager.
Disclaimer
By enrolling your child, you agree to abide by the Policies, Terms and Conditions of The Village Square Trusts Before/After School Programmes.
You acknowledge that The Village Square Trust, or their management or staff, will not be liable for any loss or damage arising (by way of accident, injury, theft, or otherwise) out of attendance at the Before/After School Programmes.
You give permission for your child to be taken to an alternative location (e.g. civil defence centre) in the event of an emergency situation and for your child to be transported in accordance with the Village Square Trust Transport Policy.
These terms and conditions may be updated periodically. Any significant changes affecting enrolment, fees, or participation will be communicated to parents/caregivers in writing. You accept responsibility for any expenses incurred in obtaining treatment for your child in an emergency.
Contact numbers for sites:
Site phones are operational between 7am-8:30am and 2:30pm-6pm during term time
· Balmoral School - 027 327 9430
· Epsom Normal Primary School - 027 585 0080
· Mt Roskill primary School - 027 225 9775
· Our Lady of the Sacred Heart - 027 474 9462
Contact details for The Village Square Trust Programmes for Children Office Team.
· pfc@villagesquare.org.nz
· 09 555 5193
The Programmes for Children office is open from 8am-4:30pm
