Terms And Conditions

Last updated on 2020-06-19 14:06:52

After School and Before School Enrolments: 
  • All enrolments are to be made online using Enrolmy (caspa.enrolmy.com). We are unable to accept verbal bookings. After making you online booking, your booking is confirmed, and you will receive an email outlining the dates you have booked. If you are missing any information, a Safety Form notification will be emailed to you. If this is not completed then your booking will be transferred to a waitlist until completed. If there is a delay in this happening, we cannot guarantee space or save space at the venue. You can book up until 10am on the day, for last minute/emergency bookings you will need to contact the CASPA office.  All changes to your contact details need to be made via your Enrolmy profile. It is crucial we have up -to- date information, especially in the case of an emergency situation. Further information is available below under payment terms and Conditions.
  • Confirmation of any booking is at the sole discretion of CASPA/Papa Jacks.  A stand-down period of exclusion from a programme is at the sole discretion of CASPA/Papa Jacks.

Holiday Programme Enrolments: 
  • As above.
  • An additional $2.00 per child per day will be charged for late enrolments for the CASPA/Papa Jacks Holiday Programmes from 5pm Friday prior to the commencement of the holiday programme. Full payment is required before starting at the Holiday programme.

Definitions for Enrolments during Term Time: 
Bookings are either regular or casual.
  • Regular Booking:
    • A regular booking is defined as a recurring booking with a repetitive pattern for a minimum of 3 weeks. If a Public Holiday falls into your repetitive pattern you will be charged for this day.  Regular bookings are made per term. For shared care or shiftworker bookings, parents/caregivers are to make a casual booking for the days required, then email the CASPA Office on info@caspa.org.nz and provide information on your situation.  We will then change the fee back to regular to reflect your circumstances.  
    • You will receive regular fortnightly invoices/statements via email.  You can view your bookings and any invoices owing on your Enrolmy account (caspa.enrolmy.com).
  • Casual Booking:
    • A casual Booking is a booking that does not have a repetitive pattern for a term. A casual booking has random dates, weeks throughout the term or the odd day throughout the term. Casual bookings do depend on venue ratios and staffing ratios.  You will receive regular fortnightly invoices/statements via email.  You can view your bookings and any invoices owing on your Enrolmy account.
    • I understand if I make a booking under an incorrect area that I will receive an email informing me of the mistake and my booking will be corrected. I understand if this occurs, I could be charged a $20.00 administration fee. 

Signing your child in and out:
  • Each day when you collect your child, it is essential that you sign your child out of the CASPA venue using Enrolmy. The Supervisor will show you how to do this. We need to know that your child has gone home safely. For Before School programmes or full day programmes, you will also be asked to sign your child in when you arrive.
  • You agree that you, or an authorised person, will go on site to sign your child in or/and out of the enrolled programme.  If you either sign your child out late or you sign your child in early, then you acknowledge that you may be charged extra.  You acknowledge that if you do not sign your child in or out, that the programme staff will do so on your behalf and fees will be charged according to the sign in/out time.

Holiday Programme Information:
  • Child/ren will need to bring a morning and afternoon tea snack and lunch every day, plus appropriate clothing, eg a hat and warm jacket for cooler days. Children are asked not to bring valuable belongings to CASPA/Papa Jacks such as toys, electronic devices, phones etc. CASPA and Papa Jacks will not accept responsibility for loss or damage of any items including but not limited to scooters, bikes etc.
  • Sick children are not permitted to attend the CASPA/Papa Jacks programme.
  • A chartered or company vehicle will be used for all transportation. Occasionally trips are altered due to bad weather or circumstances beyond our control. CASPA/Papa Jacks accepts no responsibility for this, but alternative activities will be arranged.
  • The CASPA Youth Holiday Programme may choose, where appropriate, to use public transport. This will be advised via the Holiday Programme Enrolment process.

Notification of Absense for a Holiday Programme
  • During the Holiday Programme all absentee’s are to be reported directly to the CASPA/ Papa Jacks venue, these mobile numbers can be found on your confirmation email or on our website caspa.org.nz. If your child is absent during the holiday programme, full fees will apply.  If you have not arrived at the venue 30 minute prior to an excursion the venue will follow up to see if your child/ren will be attending. 

Offsite Excursions during the Holiday Programme and/or Term time
  • CASPA/Papa Jacks programmes will at times have special trips and activities that occur away from the main site. The trips are undertaken in accordance with the ‘Excursions/ Experience Outside the Venue and Transport” section of the CASPA Policy and Procedure document. 
  • I hereby give CASPA/Papa Jacks permission to transport your child/ren from a designated CASPA/Papa Jacks site of operation if and when required i.e. evacuation, group walk trip to a park, visit another CASPA/Papa Jacks venue.
Notification of Absent during term time:
  • Please report all absence directly to the CASPA Office by email to info@caspa.org.nz or text 0273521638 before the commencement of the After School Care or Before School Care.
  • If a child has not turned up to the CASPA programme by 3.10pm then the follow up process will commence and Follow up fees will apply.
Follow Up After School Care Fee:
  • A $20.00 follow up fee will be charged where we are required to follow up on an absent child when we haven’t been notified of an absence during term time. Please report all absence during term time directly to the CASPA Office by email info@caspa.org.nz or text 0273521638.  

Cancelling a term time regular booking:
  • Two weeks’ notice, in writing, must be provided for any permanent cancellation of an enrolment or if a single day for rest of the term is to be cancelled, e.g. every Monday. The notice period will begin from the date of formal, written notification via email to the CASPA/Papa Jacks Head Office. Failure to provide this notice period will result in full charges being applied for two weeks from either the child’s last day of attendance or the date of formal notification being received by Head Office, if we have to follow up on an absent child follow up fees may apply. Any individual sessions or days are unable to be cancelled. If you are going to be away or your children has an event on these will be treated as an absence and fees will apply accordingly, i.e. family holidays, school camps, group events.

Cancelling a Term time Casual Booking:
  • Casual bookings are for random days/ dates throughout the term, a casual booking can be cancelled if 24 hours notice is given in writing by emailing the CASPA/Papa Jacks office info@caspa.org.nz prior to the commencement of the After School Care.  Special circumstances may apply for short notice bookings.  Programme staff are not responsible for administrative issues like this, and do not take responsibility for this information being passed on.

Cancelling/ Amending a Holiday Programme Booking
  • Once a Holiday Programme booking is confirmed, any changes or cancellations that are made will incur a 20% administration fee up until the cut-off date. Notification must be made in writing to the CASPA/Papa Jacks head office prior to the cut-off date, after this date full fees will be required for any changes or cancellations.  The cut-off date is 5pm on the Friday one week prior to the commencement of the Holiday Programme. (First day of operation).  Programme staff are not responsible for administrative issues and do not take responsibility for this information being passed on.
  • No cancellations are available for any reason including sickness, change of circumstances, shy children etc. Full fees are payable if the child is absent from the holiday programme, for whatever reason. 
  • Full fees are payable if CASPA/Papa Jacks is closed due to unforeseen circumstances beyond our control, eg an earthquake, pandemic.
  • Session swaps/changing of days are not available. Extra days can be added if space is available.

Venue Closure:
  • If a CASPA programme is closed for a Teachers Only Day, strike, an unforeseen event or an act of god, and if this is part of your regular booking you acknowledge that you will be charged in full for this day.

Collecting your child:
  • If a person arrives to collect your child who has not been authorised, then we are obliged (for your child's safety) to keep your child in our care until you have been contacted for consent. To save embarrassment for all concerned, we would appreciate prior notification from you on this matter. This can be done by adding them into your Enrolmy profile as an authorised collection person.  Please remember that the programme closes at 6.00pm. Parents who pick their children up any later than 6.00pm will be charged a fee of $1 for each minute late.
  • Please remember that the After School Care and Holiday Programmes close at 6.00pm. The venue supervisor will start the contact process 5 minutes before the venue is due to close, if they are unable to contact the first guardian, then the second guardian will be contacted and then the Emergency contacts.

Contact information:
  • You acknowlege that it is your responsibility to ensure that the contact information, emergency contacts, medical contacts and allergy information is added to your Enrolmy profile.

  • Our staff are trained to deal with emergencies. In the case of a serious accident involving your child, you acknowledge that you hereby give permission for the CASPA/Papa Jacks Team to either call an ambulance or take your child to the nearest medical facility first, then you will be notified. You agree that you will cover any costs. In a civil emergency the Team will remain at the centres until all children are collected.

Health & Safety:
  • Minor health & safety accidents/incidents will be treated by appropriately First Aid trained and certified staff members.  Serious health & safety accidents/incidents will be dealt with according to CASPA/Papa Jacks Policies & Procedures.  (Minor health & safety accidents/incidents may include but are not limited to; minor cuts, abrasions, soft tissue bumps and bruises.) 
  • CASPA/Papa Jacks staff may apply sunblock as appropriate.  If your child requires a specific sunblock, please provide this.
  • CASPA/Papa Jacks staff may provide a single dose of Paracetamol if required after having gained parental/caregiver permission.
  • CASPA/Papa Jacks staff may administer medically prescribed medication to children when/if required. Full information on dosages will be provided by the parent/caregiver, together with the medication. CASPA/Papa Jacks staff will formally record each time a medication is administered. 

Prescribed Medication:
  • You acknowledge that you hereby give permission to the CASPA/Papa Jacks Team to administer medically prescribed medication to your child. Full information on dosages will be provided with the medication. All Medication must be in labelled containers/ bottles with the child’s details on the label. You understand that the Team will formally record each time a medication is administered. You will provide full detail on why medication needs to be prescribed. This is done by filling in a medical condition form or by updating your child’s medical profile in Enrolmy.

Damage to Resources/Property:
  • If a child causes damage to any resources and/or property or to any venue that CASPA/Papa Jacks operates from or that venues resources and/or property, all costs of repair or replacement will be met by the parent/caregiver and will be added to the parent/caregivers account.

Photographs of Children / Children's work:
  • You acknowledge that photographs of your child or items of your child's work completed at the CASPA or Papa Jacks Programmes may be used at a later date for training, marketing, venue Facebook page and promotional purposes. You hereby give consent for this unless, during the enrolment process, you select 'No' as an option regarding permission to photograph your child. 

WINZ Subsidy:
  • WINZ forms are to be sent or scanned to the CASPA/Papa Jacks Head Office (accounts@caspa.org.nz), PO Box 36802, Merivale, Christchurch, 8146 to be completed. CASPA/Papa Jacks hold no responsibility for non-payment of WINZ Subsidies if forms are not provided to us for completion and/or returned to the relevant WINZ Office. Liability for payment of fees remains the responsibility of parents/caregivers in all circumstances.

Compliments, issues or concerns:
Please speak with the Supervisor in the first instance. Should you wish to take the matter further, please put your concerns in writing to the Manager at manager@caspa.org.nz. A copy of the complaint’s procedure is displayed at all CASPA Venues on the CASPA noticeboard.

Payment of Fees:
  • Fees are our main source of income. To operate efficiently we require that our fees be paid promptly.
  • You agree to pay the fees as stipulated in the Fees policy found within the CASPA and Papa Jacks Fee Structure document, as advised during the enrolment process on Enrolmy.  Fees are subject to change.
  • Invoices and/or statements are sent to your specified email address on a fortnightly basis via the Enrolmy Booking Management System.  You can view any invoices/payments by logging in to your Enrolmy page.
  • You can make payments via Direct Credit to CASPA NZ Ltd, 03-1592-0293568-00. Please use your child's first and last name and invoice number as the reference. There is no charge for Direct Credit payments.
  • You understand that making a payment via Ezidebit that you will be charged administrative fees. CASPA/ Papa Jacks have no control over these fees. Details of full fees are available on the Ezidebit payment page. 
  • No cancellations are available for any reason including sickness, shy children etc. Full fees are payable if the child is absent from the Before School, After School and Holiday programme, for whatever reason. 
  • Full fees are payable if CASPA/Papa Jacks is closed due to unforeseen circumstances beyond our control, eg pandemic, earthquake, civil emergency.
  • Session swaps/changing of days are not available. Extra days can be added if space is available.
  • In the event of wet weather and where available CASPA will transport the Cotswold walking children to CASPA Isleworth and Hoon Hay walking bus to the Hoon Hay Community Centre using a reputable vehicle/taxi company, company vehicle or approved Private vehicle. You agree if this is required that you will be invoiced a $7.00 transportation fee. 
  • You acknowledge that CASPA/Papa Jacks do not offer credit refunds.  Any credit on your account will remain on your account to be used for future bookings at any of our programmes. 
  • A ten percent (10%) penalty will be charged for fee payments in arrears more than 30 days. Interest on overdue invoices shall accrue daily from the date when payment becomes due, until the date of payment at a rate of ten percent (10%) per calendar month and at CASPA/Papa Jacks sole discretion such interest shall compound monthly at such a rate.
  • In the event that your payment is dishonoured for any reason then you shall be liable for any dishonour fees incurred by CASPA/Papa Jacks.
  • If fees remain unpaid within fours weeks, your child may be removed from the programme until payment has been received and the debt may be referred to our Debt Collection Agency and all collection costs will be added to the amount outstanding. 
  • You shall indemnify CASPA/Papa Jacks from and against all costs and disbursements incurred by CASPA/Papa Jacks in pursuing the debt including legal costs on a solicitor and own client basis, and collection agency costs.
  • Without prejudice to any other remedies CASPA/Papa Jacks may have, if at any time you are in breach of any obligation (including those relating to payment, providing 2 emergency contacts and any medical/ behaviour details about your child that you have enrolled) CASPA/Papa Jacks have the right to terminate the enrolment and is absolved of its other obligations under the Terms and Conditions. CASPA/Papa Jacks will not be liable to you for any loss or damage that you may suffer because CASPA/Papa Jacks has exercised its rights under this clause.
  • By agreeing to these Terms and Conditions you authorise CASPA/Papa Jacks: 
    • collect, retain and use any information about you for the purpose of assessing your creditworthiness or marketing products and services to You; 
    • and disclose information about You, whether collected by CASPA/Papa Jacks from you directly or obtained by CASPA/Papa Jacks from any other source, to any other provider or any credit reporting agency for the purposes of providing or obtaining a credit reference, debt collection or notifying a default by you.
    • Head Office staff or Programme Managers to confidentially contact relevant school staff to discuss your child.  Parents/caregivers may be notified that this contact has or will be made.
    • Privacy and Confidentiality:
    • Where you are an individual the authorities under this clause are authorities or consents for the purposes of the Privacy Act 1993, you shall have the right to request from CASPA/Papa Jacks a copy of the information about you retained by CASPA/Papa Jacks and the right to request CASPA/Papa Jacks to correct any incorrect information about you held by CASPA/Papa Jacks.
    • You acknowledge that the information contained herein is confidential, and pursuant to the Privacy Act, will only be used by CASPA/Papa Jacks to effectively care for your child/ren and not used or distributed for any other purposes.

Policies and Procedures:
  • Please see the Supervisor if you wish to view our full Policies and Procedures. It contains detailed information on all CASPA Policy and Procedures, including but not limited to the following, Health & Safety, making complaints, employment practices, etc.
  • You agree to adhere to the policies and procedures that are set out in the CASPA policy and Procedures document.
  • CASPA will give a minimum four weeks’ notice for any changes to the above Terms and Conditions. All changes will be communicated via email.