Before & After School Care Programme Philosophy Our Before & After School Care Programme aims to provide a safe and stimulating programme for students of different ages, genders and cultural backgrounds. We work hard to encompass individual needs and embrace opportunities to work with parents/caregivers as partners. This programme is an extension of our school. In short, we expect it to operate with the same expectations on staff and students as the normal classroom environment. The safety of the students is the paramount consideration during programme provision. These policies/procedures will be reviewed under the school review timetable or if the policies are found to be deficient. It is the responsibility of the Principal and the Board to ensure that this is done. Access to all our school policies can be obtained via SchoolDocs. (Username: kns, Password: donaldst) The Before & After School Care Programme is run under the auspices of the school, who employ and oversee all staff. The KNS Values underpin our decision-making and functions. Operation The programme will provide a well-managed service that meets the needs of Karori Primary School, its students and families. The day to day operations of the programme are delegated to the Before & After School Care Programme Manager and staff. Attendance While any student enrolled and attending Karori Normal School may attend KNeSt, we reserve the right to cease an after school care enrolment of a student if they are not following the direction of our Before & After School Care Programme Manager or staff. This would be a ‘last resort’ after first discussing concerns with the parents/caregivers and students and working on positive solutions. Programme Hours The Before & After School Care Programme will operate from:

• 7.30am to 8.30am Monday to Friday, during term time.
• 3.00pm to 6:00pm Monday to Friday, during term time.

Programmes are generally offered in the school holidays in the second week of every term holiday. Fees The fee structure will be clearly shown and described on our booking page on Enrolmy. All fees are to be paid via Enrolmy using credit card, debit card, or automatic payment to the Before & After School Care Programme bank account. A late pick-up fee may be charged, this is invoiced via Enrolmy. See “Drop off and pick up” for more information. Enrolment Procedures Being part of the school, we have up-to-date information on each child on Hero, our student management system. We still require each child that takes part in the Before & After School Care Programme to complete an additional enrolment, this will be captured in Enrolmy. This is so that all relevant information is available to the Before & After School Care Programme staff. It is the parents/caregivers responsibility to inform the Before & After School Care Programme Manager of any changes of details and if these relate to the school day, also inform the school office. The Enrolmy online booking form asks parents/caregivers to confirm acceptance of the terms and conditions of the Before & After School Care Programme. Waitlist Criteria If there are no spaces available on the day(s) you are requesting, then your child’s/children’s name will go onto our waitlist once a booking is completed via Enrolmy. Priority is given to siblings, and students already in the programme looking to change days. After that, a “first in, first served, and as space permits” policy will apply. This is carried out in a fair manner and by moving names up the queue as space becomes available. In the event a student is offered a place for a day(s) and they are unable to take it, the place shall be offered to the next person on the waitlist and so on until the position is filled. The school operates separate waitlists for each day of the week. Students who are offered but decline a place will be removed from the waitlist(s) for the day(s) they have declined. This will not affect your place on the waitlists for other days. If you wish to return to the waitlist for a day(s) you have declined, you will need to indicate this by completing a new booking via Enrolmy for that day(s). You will be informed as soon as a space becomes available. Unfortunately, we are unable to guarantee a place or predict when a place will become available. Please note that your child(ren) may not be accepted into the programme on all of your requested days. If you no longer require a place on the waitlist, it is helpful for us to know in order to keep the list accurate. Casual Basis and Extra Attendance Parents/caregivers can book via Enrolmy using the “casual” tab to make a booking on a day their child(ren) does not normally attend. This must be booked by 2pm on the day of attendance. There is no guarantee a place will be available. Cancellation Policy If a child is unable to attend the programme and the parent/caregiver has notified the Before & After School Care Programme Manager five days in advance, a credit will be issued to the parents/caregivers Enrolmy account for the cancelled session(s). Contact can be made either by email knest@kns.school.nz texting or phoning the KNeSt mobile number, or phoning the school office on 476 7209 during school hours. Holiday Programme Refund Policy Cancellations made ten working days or more in advance will receive a credit to the parents/caregivers Enrolmy account. If cancellations are made within ten working days of the programme starting then no refund will be possible as staffing and resources will have been put in place. Drop off and pick up An attendance roll is taken at the beginning of each afternoon session and parents/caregivers are responsible for signing their child(ren) in or out of the Before & After School Care programme via the iPad provided by the Before & After School Care Programme. Staff are not permitted to release students to people who are not on the authorised pick up list. Parents/caregivers must inform the Before & After School Care Manager if a person who is not listed on the student's enrolment form will be collecting the student. If an unauthorised person comes to collect the student parents/caregivers will be contacted for authorisation before allowing the student to leave with this person. Morning: Students should be dropped off in the school hall by their parent/caregiver. After School: Year 3 to 8 students are expected to walk to the school hall directly after being released from the school day to meet a Before & After School Care Programme staff member. Year 0 - 2 students will be collected from their classroom and taken to the school hall by a Before & After School Care Programme staff member. If a student is permitted to arrive or leave the Before & After School Care programme by themself a parent/caregiver must sign a “student arriving/leaving unaccompanied to/from the Before & After School Care Programme” form. The following steps will be taken if a student does not arrive at the programme:

1. Check with the school Office Manager as to whether the student was at school.
2. The classroom teacher will be contacted to see if they are aware of where the student would be.
3. Parents/Caregivers will be telephoned by the Before & After School Care Manager for the unexplained absence.
4. Emergency contacts and thereafter, the Police will be contacted where there are serious concerns for a student’s whereabouts and/or safety. The Principal will be contacted if this occurs.

In all circumstances, parents/caregivers must sign their child out with the iPad or with one of the Before & After School Care staff who will use Enrolmy, regardless of being inside the building or outside in the playground. It is the responsibility of the parents/caregivers to let the Before & After School Care Manager or the school Office Staff know if booked days and times change. If a student is not collected at the end of a programme, the following procedure will be followed:

1. Two staff members will remain with the student.
2. Parents/caregivers and emergency contacts will be contacted.
3. If there has been no contact with the parents/caregivers or the emergency contacts within one hour of the programme closing, the student will be collected by the School Principal. A note will be left at the school indicating where the student has been taken.

During term time parents/caregivers may be charged a late pick-up fee of $20 from 6:00pm to 6:15pm, and $10 every 5 minutes thereafter. If booked until 4pm the fee is $20 from 4pm until 4.15pm and $10 every 5 minutes thereafter. This is invoiced via Enrolmy. During the holiday programme the late pick-up fee may be applied as follows, $20 from 4:00pm to 4:15pm, and $10 every 5 minutes thereafter. This is invoiced via Enrolmy. Expectations of Parents/Caregivers The parents/caregivers are expected to be mindful that the staff endeavour to provide a high quality programme in the most cost-effective manner possible. Parents/caregivers are expected to be courteous to staff and students and understand that the harmony of the whole group is important. The staff are able to raise safely and confidently, issues about student behaviour with parents/caregivers and parents/caregivers should be co-operative when working through issues with the Before & After School Care Programme Manager. Parents/caregivers wishing to discuss with the Before & After School Care Programme Manager matters relating to the programme will be expected to arrange a mutually suitable time for the discussion. Children With Special Needs All information stored, and conversations had will remain confidential. Students with special needs are welcome in the Before & After School Care programme, providing that the Before & After School Care Programme Manager is confident that:

• the student can be safely cared for
• the student will benefit from being at the programme

Full information about the student's requirements including medication and supervision must be obtained from the parents/caregivers and disclosed in the safety form in Enrolmy. It is the Before & After School Care Programme Manager's responsibility to ensure that all staff and volunteers are fully aware of the student's requirements and that they are confident in providing the necessary care. If a student requires further special aids, for example modified facilities, extra staff or staff training, the Before & After School Care Programme Manager will consult with the Principal and the Board who will make the final decision. Each case will be considered on an individual basis and every effort will be made to include the student within the limits of the resources of the programme. Moving between School and KNeST Club The junior students will be escorted to their classroom at the end of before school care at 8.30am by a KNeST Club staff member. Year 3-8 students can walk to class once released. The new entrant, year one, and year two students will be picked up from their classroom by a KNeST Club staff member and taken directly to the school hall every afternoon. The year three to eight students will make their own way to the hall at 3pm. Settling Five Year Olds into KNeST Club The new entrant students will be collected from their classroom and taken directly to the school hall every afternoon. The staff endeavour to learn the new student’s names as quickly as possible and continually check on them during the session. The staff will talk with them and be understanding of their needs. There will be games and activities provided that are appropriate to their level. The Before & After School Care Programme Manager will talk to the parents/caregivers about how the student is settling in. New entrant students will have available, if necessary, a designated area for them to play. If students are having trouble settling at the Before & After School Care programme or are distressed, the parents/caregivers will be contacted and solutions sought to make the transition easier. Before & After School Care Programme Content The Before & After School Care programme will provide a safe, varied and stimulating programme that meets the developmental, emotional, intellectual and physical needs of the students within the constraints of staffing and resource allocations. The following activities are offered:

• student directed and planned arts and crafts
• an opportunity to complete home learning
• an organised sport or active group game
• group or individual quiet games or activities
• use of games, IT, various equipment and books. Note there is very limited access to BYOD/iPads
• supervised outdoor play

Students will be encouraged to participate in activities but may choose not to as long as they are not being disruptive. Alternative activities will be offered. Equipment will be well maintained and age-appropriate. The programme will be reviewed at the end of each term by the staff and reported to the Principal. Food Students will be provided with afternoon tea, though they are welcome to bring their own food. Gluten free food is available for students with celiac disease or a gluten intolerance. Afternoon tea will be based around healthy food options such as, cut up fresh fruit and crackers. As per our enrolment procedures parents/caregivers are expected to brief staff fully on any food allergies or nutritional requirements that their child(ren) have. If a student has an extreme allergy, parents/caregivers must discuss this with the Before & After School Care Programme Manager. The Before & After School Care Manager will ensure that all food and hygiene related matters are adhered to by all After School Care Programme members of staff. Health and Safety The programme will take place in a safe and healthy environment suitable for the care of students and for the needs of the staff and volunteers. At all times the wellbeing and safety of the students is paramount. All relevant legislation and school policies such as Risk Management will be adhered to. Notifiable Events As a PCBU (person conducting a business or undertaking), the Board must notify WorkSafe of certain work-related notifiable events. Notifiable events may be a:

• death
• notifiable illness or injury
• notifiable incident

A notifiable event must arise from work (the conduct of the business or undertaking). This may include the condition of the work site, the way the work activity was organised, or the way equipment or substances were used. Notifiable events may apply to all affected workers, students, visitors, and contractors if they are injured while involved in school activities (on or off school grounds), work being done on behalf of the school, or using the school grounds and equipment. If multiple PCBUs are involved, one should be nominated to notify WorkSafe. However, all PCBUs are responsible for ensuring a notification is made. PCBUs must work out whether an event is notifiable – see WorkSafe's “What events need to be notified”. At the Before & After School Care Programme, reporting to WorkSafe is delegated to the Principal, who ensures the Presiding Member is also informed. If the Principal was involved in the event, reporting to WorkSafe becomes the responsibility of the Presiding Member. If a notifiable event occurs, we:

• take all reasonable steps to preserve the site where the notifiable event occurred (we note that preserving the site doesn't prevent us from helping an injured person, removing a deceased person, making the site safe to avoid further injury, or following police or WorkSafe directions)
• notify WorkSafe immediately by phone on 0800 030 040 (24/7) if the event is a death
• notify WorkSafe as soon as possible using the notify WorkSafe tool for all other notifications
• investigate what happened and identify what actions need to be taken to minimise risks for the future
• keep records of notifiable events for at least five years after the date WorkSafe was notified

Programme Supervision The Supervisor must carry the Before & After School Care Programme phone on themself at all times. Students will be informed of the boundaries they are expected to stay within at all times and must inform an adult when they are going to leave the area (such as retrieving a lost ball or going to the toilet). Students will be in view of staff at all times where appropriate. During Before & After School Care sessions, students will be allowed to use the toilet as required and will be checked on after five minutes if they have not returned. This will be done in a manner that retains the student’s dignity. Should the KNeST Club staff need extra support the Principal or Deputy Principal can be contacted immediately via the Before & After School Care Programme Whatsapp group. Whatsapp notifications will be turned on from 7.15am - 6.00pm, so that notifications are clearly heard. This ensures that extra support will be immediately called upon if:

• The supervisor needs extra support for an activity
• The supervisor feels unwell
• A student needs extra support or has had an accident
• There is an emergency drill; fire or earthquake
• The supervisor needs a bathroom break

Before School Supervision: During Before school supervision there will be one member of staff on site in the hall supervising with a ratio of 12:1 and a maximum of 12 students. In addition there will always be another school staff member onsite from 7.30am everyday (Principal, Deputy Principal, Teacher, or Administration staff). The Principal’s office is 60 metres away from the hall where the Before & After School Care Programme supervision takes place. The Before school programme will be conducted inside the school hall and school library. After School Care Supervision: An attendance roll will be marked at the beginning of the session and head counts will be made during the session at various times to ensure all students are accounted for. During After school supervision, there will always be a minimum of two staff on duty, with a ratio of 12:1 and maximum of 24 students for Term 4 2026. This will be reviewed moving forward. Educational Visits Outside the School Grounds The Before & After School Care programme does not take students out on educational visits. No exceptions will be made. Hazards and Risk Management The safety of students and adults at the programme will be ensured by:

• identifying and recording all potential health and safety hazards at the school
• assessing the risk to staff and programme participants of all identified hazards
• putting controls in place to remove or minimise the risks, for example, providing safety equipment using healthy and safe work practices, together with staff training regular classroom, playground and hazard inspections compliance with all relevant codes of practice and regulations
• following the school sun-safe policy in place which is followed by students and staff

It is the responsibility of the Principal and the Board of Trustees to ensure all procedures are in place to ensure the safety of staff and students at all times. All employees will be involved in hazard identification, and information on identified hazards will be relayed to the school’s Principal for actioning (refer school Hazard Registers). Health and safety information will be discussed at staff meetings where staff are informed of all health and safety policies and regulations by the school’s Principal. Digital Technology and Online Safety The Before & After School Care Programme is committed to providing a digital and online environment that is physically and emotionally safe, inclusive, and free from racism, discrimination, and bullying (Education and Training Act 2020, National Education and Learning Priorities (NELP), and Health and Safety at Work Act 2015). We recognise the vital role of digital technology in learning and how it impacts student wellbeing, so we take all reasonably practicable steps to ensure its safe and responsible use. Our strategies aim to prevent digital incidents and maintain student wellbeing and safety both at and outside the school. Our digital technology policies and procedures apply to every member of the school community using digital technology, including staff, students, parents/caregivers, volunteers, contractors, visitors, and the Board. They apply to digital technology owned by the school or owned privately and used at school or any other location for a school-based activity. Our approach to digital technology aims to reduce barriers to education for all students. KNS keeps records about student access to digital devices at home and supports families to access the resources needed for their children to participate in online learning. We recognise that even though a student may have a device, their internet access may be limited. For full information refer to School Docs. Being Sun Smart Parents/caregivers are asked to provide sun block, sun hats and sun smart clothing during terms one and four. Where the parents/caregivers do not provide their children with sun hats and sun smart clothing measures will be taken to keep students out of the sun by encouraging them to seek shade. The staff will have sun-block for students who have misplaced theirs. A Smoke-Free Environment A smoke-free environment will be adhered to at all times when the programme is operating. Staff may not smoke or vape while on duty or on school property or at any time in sight of the students. Guidelines on Pets/Stray Animals Pets are not able to attend Before & After School Care. If an animal is roaming in the area unrestrained, the students will:

• Not approach the animal
• Walk in a sensible manner
• Return quietly to the hall
• All staff are to be aware and trained in this procedure

In the event of a student being bitten or attacked by an animal, immediate first aid treatment or medical attention will be sought and the parents/caregivers notified. Buildings and Facilities It is the Principal’s responsibility to check that the school has a current building warrant and that it complies with other relevant fire and safety requirements. The final responsibility lies with the Board of Trustees on behalf of the owner of the building. Students are not to be in the non Before & After School care parts of the school unless given specific permission from a member of staff. The Before & After School Care Programme Manager and staff will ensure that all parts of the school used for the Before & After School Care Programme are kept clean and free of rubbish. This includes: Daily:

• sweeping hall and kitchen floor and cleaning spills as required
• emptying rubbish bins and replacing liners
• wiping all kitchen benches/surfaces where food is prepared
• wiping microwave
• wiping trestle tables
• checking toilets, hand basins and toilet floors are clean
• collecting and re uniting named lost property

Weekly:

• wiping fridge and shelves where food is stored
• general cleaning check and washing tea towels
• sorting and checking art area, toys, equipment etc

Termly:

• checking all games and equipment for damage

First Aid Procedures A first aid kit will be kept in the Before & After School Care area. The first aid kit will be stored out of reach of the students. It is the responsibility of the Before & After School Care Programme Manager to ensure that it is maintained and well stocked. At all times at least one staff member who holds a current first aid certificate must be on site. In the event of any accident to either students or staff the following procedure will be followed:

1. Staff will immediately inform the Before & After School Care Programme Manager.
2. Appropriate first aid will be administered.
3. If a student needs medical attention, parents/caregivers will be contacted to ascertain if they would prefer to take the student themselves or would they prefer staff to take them to the medical centre of their choice. If parents/caregivers or emergency contacts are unavailable, the student will be taken to the nearest available medical facility by taxi or private vehicle at the parents/caregivers cost.
4. If a serious injury occurs, parents/caregivers will be notified and an ambulance called. If it is not possible to be allocated an ambulance then the student may be transported in a private vehicle to the nearest medical centre or hospital.

Accidents and incidents will be recorded by the Before & After School Care staff in our paper register. Parents/caregivers will be notified at the end of the day when picking up their child(ren). All accidents to staff and students, including near misses will be recorded and referred to the Principal and the Board of Trustees to be investigated. If a student is emotionally traumatised the following procedure will be followed:

• Staff will calm the student
• Inform the Principal or classroom teacher
• Parents/caregivers will be contacted
• Professional help will be sought if required

For trauma of staff, the Principal will ensure that professional help is made available. Illness and Medication If a student becomes ill they will be made comfortable and the Before & After School Care Programme Manager will notify the parents/caregivers. Medicine will not be administered unless parents/caregivers have provided details in Enrolmy including when the medication is to be given and the dosage. All medicine must be labelled showing the student's name and dosage and must be stored out of reach of all students. Parents/caregivers will be informed of any administered medicine when they come to pick up their child(ren). Students who have notifiable diseases will be excluded from the Before & After School Care programme for the appropriate infectious period. Staff with notifiable diseases must take the appropriate precautions to prevent cross infection. For example, they will not participate in the administering of first aid and medication and/or will not work during the infectious period. Emergency and Disaster Procedures Fire and earthquake drills are carried out on a regular basis for all staff and students at the Before & After School Care Programme. The Before & After School Care Programme Manager is responsible for ensuring that new staff and volunteers are aware of the procedures. Earthquake Action Plan Indoors: On the words “EARTHQUAKE - DROP” everyone should immediately take cover under desks or tables (if possible) and turn away from the windows. Everyone is to get down on their knees, face down, making themselves as small as possible, covering all body parts with the desk. If they are unable to take cover under a desk or table, they should cover their neck and head with their forearm and hands. “Shelters” should be secured by holding on to the desk/table legs using both hands. Hands should be positioned just below the desktop. Staff will provide assistance and guidance to the students and persons with physical disabilities. Students must remain silent so instructions can be heard. Students must remain in this position until the shaking stops and a staff member tells them that it is “ALL CLEAR” and safe to stand up. If it is safe to do so a staff member should collect the KNeST Club evacuation folder and phone and complete the roll. Students should wait for further instructions from an adult. If the Before & After School Care Programme Manager feels it is necessary and/or safer to leave the area they are in, then they will do so at their discretion. Outdoors: Staff will move the students towards an open space, and ensure everyone has turned away from buildings and overhead power lines. Everyone must crouch low to the ground. Staff will ensure the students keep looking around, to remain aware of dangers that they may have to move away from. Students are to remain in this position until the shaking stops and an adult tells them that it is “ALL CLEAR” and safe to stand up. Staff will complete the roll as best as they can. Students should wait for further instructions from staff members. Fire Action Plan If you discover a fire: Ring the closest fire alarm. Follow the following instructions: When the signal for an evacuation is given (either a continuous ringing of the school bells, or a siren): The Before & After School Care Programme Supervisor will evacuate the students out of the building in an orderly manner, calmly, quietly and quickly. Staff members may need to provide assistance and guidance to students and persons with physical disabilities. Everyone will assemble on the turf. The Before & After School Care Programme Staff member will remain with the students at all times. At the same time the Before & After School Care Programme Manager will ensure the hall has been fully evacuated (check toilets etc) and close the doors. If it is safe to do so they will collect the KNeST Club evacuation folder and phone. They will join the students on the turf and take the roll. If it is not safe to remain on the turf, students will be taken to the Karori Road end of the field. They will assemble together and the roll will be taken again. Following the roll call The Before & After School Care Programme Manager, or next most senior staff member will liaise with the fire service and inform everybody when it is safe to return indoors. Lockdown Action Plan (Violent intruder/threatening local event): The lockdown signal will be 1 minute of short, repeated rings of the school bell OR verbal advice that the school is in lockdown. Upon hearing the lockdown signal: Everyone must enter the closest classroom, the hall, office or secure space together. Staff should provide assistance and guidance to students and persons with physical disabilities. Staff must lock the external doors and lock/barricade all internal doors and windows, draw curtains and blinds if safe to do so. Staff should ensure that the students assemble on the floor lying down in the centre of the room. You will need to use your common sense during a lockdown.  The Before & After School Programme Manager should complete the roll, as best they can and note down any additional students/staff who are present in the room. During the lockdown: Everyone must remain quiet. If safe to do so a staff member should alert the Police of where you are, and if there are any known injuries. Do not confront the threat. The staff are to keep phones with them so that they can send and receive information. Be wary of responding to a fire alarm unless you see or smell smoke or fire as it may have been triggered by the offender. Do not allow students out of the room to go to the toilet. Do not respond to anyone at the door until released by a staff member in a high visibility vest who unlocks the door and releases you, unless you can clearly identify them and they are trustworthy. Child Protection (Vulnerable Child/Oranga Tamariki) In addition to the general safety policies outlined, the Before & After School Care Programme Manager will ensure that the staff and other adults visiting or working at the programme are well supervised and visible in activities performed with students. A minimum of two staff will supervise the afternoon programme at all times. The Before & After School Care Programme staff will act on all suspicions of child abuse in the following ways:

• The school’s guidelines for child protection will be observed. (Refer to School Docs)
• Although the Before After School Care staff members are legally entitled to refer issues to Oranga Tamariki or the Police, our school policy advises that any suspicion that abuse is occurring should be reported to the school Principal to be dealt with.
• The Principal will inform the Presiding Member of the Board of Trustees.
• The Principal will investigate and refer the incident or observation to Oranga Tamariki.

Behaviour Management Programmes will be designed to ensure that students and families experience an environment where they are safe, secure, respected, and one in which their dignity is protected. Staff formulate rules for the programme and discuss the consequences of breaking these rules with the students. Programme rules will be based on respect for each other and equipment. It is common practice to receive student input at the start of each year when agreeing the Before & After School Care rules and expectations. Staff encourage students by outlining what is expected of them to encourage positive behaviour choices. Positive reinforcement is used at all times and a stimulating and responsive programme will be provided to help encourage positive behaviour choices. When a student misbehaves or ignores programme rules, staff will:

1. Remind the student in a positive way of what is expected of them
2. If the behaviour continues the student will be reminded again and warned of the consequence that will result
3. If the student continues to misbehave after two warnings the consequence will be enforced

Consequences must be appropriate and may include:

• Being removed from the activity and given reflection time, that is the student will be made to sit away from the group in a clearly visible spot for a period determined by the Before & After School Care Programme Manager (usually about five minutes)
• Having physical play boundaries reduced (for example, when a student continually leaves the defined boundaries)
• Not being allowed to play with a certain piece of equipment for an appropriate length of time (for example, when a student continually misuses that piece of equipment)

In all cases, before the student returns to the group the Before & After School Care Manager will review with them what positive behaviours are expected (for example, refraining from disruptive, rude or aggressive behaviour). If a student continually misbehaves, parents/caregivers will be notified when they pick up their child and asked to support the staff in their attempts to encourage positive student behaviour. If disruptive behaviour continues, parents/caregivers will be asked to meet with the Before & After School Care Programme Manager, and if necessary the school Principal to plan a course of action. If a student continually behaves in a manner that endangers themselves or others (including students or staff), despite the above measures, parents/caregivers will be notified by the Principal and asked to remove their child with immediate effect. Punitive Discipline/Measures At no time will punitive discipline be used. This includes punishing students by physically hitting, withholding food and drink, being abusive, demeaning or condescending with comments or by placing a student in isolation. At all times, staff will maintain a fair, consistent and positive approach to student behaviour. When students are in conflict with each other, staff will encourage the students to resolve the situation themselves and aid them by making suggestions on how to do so. If students cannot resolve the conflict they will be removed from the situation, for example they will not be allowed to play with either the toy or each other until such time as they can manage to successfully. Restraint Guidelines Students will only be physically restrained if their immediate safety or the safety of others is at risk and verbal commands have failed. If this was required, then the appropriate incident report form would be filled in and given to the Principal. Parents/caregivers would be informed of any such incident and a plan would be developed for the future. Restraining a child will only be done as a last resort. Programme Management The Before & After School Care Programme is run in a manner that is professional and welcoming, as well as being financially sound. It demonstrates accountability to the school and the families who use the programme. Day to day supervision of the Before & After School Care Programme is delegated to the Before & After School Care Programme Manager. Overall supervision of the programme is the responsibility of the Principal and the Board of Trustees. The Board of Trustees must approve all policy, financial reports and budgets, monitor expenditure and set limits on how much spending can be delegated. All income received is banked in the first instance. The Board may delegate certain tasks as appropriate, for example, collection, receipting and banking of fees. The Before & After School Care Manager will be given a budget to perform the purchasing of food and resources each term. Any amount exceeding this budget must be approved by the Principal. Receipts for all expenditure must be kept and provided. Wherever possible, purchases will be through the KNeST account and coded appropriately. The Before & After School Care Programme Administrative Manager keeps a record of each student's attendance. The responsibilities of the Before & After School Care Programme Manager will be clearly delineated in the job description. The Before & After School Care Programme Manager will be responsible for the day to day running of the programme and in attendance at each afternoon session. When this is not able to happen due to sickness etc someone designated by either the Before & After School Care Programme Manager or the school Principal will take over the Before & After School Care Programme Manager’s role. It is the Before & After School Care Programme Administrative Manager's responsibility in liaison with the Principal and the school Finance Administrator to:

• keep clear and accurate financial records
• ensure that the Before & After School Care Programme is a separate form of income
• set the budget for approval by the Board of Trustees

Recruitment The selection and recruitment of staff is the responsibility of the Principal in consultation with the Before & After School Care Programme Manager. The Principal and Before & After School Care programme Manager will ensure quality care is provided through fair and consistent recruitment procedures. This includes the relevant supervision and training of all staff including relievers and volunteers. All relevant legislation will be adhered to. All paid staff will be recruited according to the following procedures: The Principal and a designated Appointments Committee will conduct interviews to appoint a Before & After School Care Programme Manager. The Principal and the Before & After School Care Programme Manager will interview and appoint supervisors. Positions will be advertised and applicants interviewed. The interview process will consist of a stated set of questions and referee checks. All applicants will provide information required under the Vulnerable Children’s Act, including two forms of identification, a C.V that outlines a chronological work history for at least the previous five years, and the names of at least two referees. It is the Principal's responsibility to contact the referees for verification of the applicant's experience and suitability to work with children. Staff or volunteers must be 16 years of age or over. All workers, including volunteers, must:

• Release details of their police record to the Principal. No person with a conviction for sexual crimes, crimes of violence against the person or for any offence involving harm or exploitation of children may be employed at the school. No position is offered and/or permanent until a successful police check is returned by the New Zealand Police Vetting Service
• Should the police vet return an offence that is not the above, then a decision will be made with the Board’s Presiding Member as to whether the nature of the offence affects the suitability to work/be employed. This will be a final school decision
• Sign a contract statement that they will abide by the policies and code of conduct
• Before & After School Care staff will be provided with a full job description that states responsibilities, skills, certification and standards required

The employee must sign a written employment contract, clearly setting out wages and conditions of work. Every three years existing staff will be subject to the following safety checks as per the Vulnerable Children Act:

• Confirmation that the staff member has not changed their name, and if so confirmation of that change with a primary form of identification
• Seeking information from any relevant professional body, licencing or registration body if relevant
• Completion of a New Zealand Police Vet
• Evaluation of the above information to assess the risk the staff member would pose to the safety of children

Training and Supervision All staff will have experience of, or interest in training or working with school age children and/or recreation. Staff training requirements will be reviewed as required and opportunities provided for further training as needed. The Principal and Before and After School Care programme Manager are responsible for ensuring that all staff, including volunteers, are sufficiently trained in first aid, emergency procedures, child management and all relevant school policies to ensure the safety of the students at all times. New or less experienced staff will receive adequate induction, support and supervision from the Before & After School Care Programme Manager. Staff Disciplinary Procedures The Principal and the Board of Trustees are responsible for supervising disciplinary action and for ensuring that it is in accordance with all relevant legislation. If a staff member is not performing adequately every reasonable effort will be made to help them understand the issue and to improve. Staff will be given two verbal warnings and one written warning clearly stating the problem, the measures required to improve performance and a timeframe in which this is to occur. If there is not sufficient improvement the staff member may be dismissed. A staff member may only be dismissed with the agreement of the Board of Trustees. Staff may be suspended on full pay pending further investigation if they are accused of: striking or sexually abusing a student; failing to observe programme rules so that a student is injured or placed in serious danger If the complaint is upheld, the staff member may be dismissed, with the agreement of the Board of Trustees. Following a dismissal of this nature the Board, in consultation with the Principal and manager, will prepare a follow-up report recommending any changes needed to avoid the situation recurring. If charges are laid or a conviction is upheld for staff against a current staff member, including members of governance, that are not a conviction for sexual crimes, crimes of violence against the person or for any offence involving harm or exploitation of children, then the Board will make a decision as to whether the individual requires restrictions, controls, or increased supervision prior to continued service. Staff Complaints Staff complaints against other staff members must be referred to the Principal. The Presiding Member of the Board of Trustees is to be informed of any serious complaints involving Before & After School Care staff. Staff grievances against the Board of Trustees will be resolved in accordance with the provisions of the Employment Relations Amendment Act 2026. Parent/Caregiver Complaints Procedure The following complaints procedure will be clearly displayed in the schools Before & After School Care location. In general, if any parent/caregiver have complaints or concerns about the programme, students or staff, they should:

1. Approach the Before & After School Care Programme Manager who will attempt to rectify the situation (The Principal may be approached initially if preferred).
2. If the parent/caregiver remains unsatisfied, then they should then contact the Principal.
3. The Principal and Board of Trustees Presiding Member will confer and talk to the complainant and decide an appropriate course of action. Where possible, a mutually agreeable outcome will be sought.
4. Further complaints must be made in writing and must contain details of the grievance and desired outcomes (see more details in next section). The Principal or Board of Trustees will respond to the complaint within 14 days.
5. The Before & After School Care Programme Manager will keep the Principal informed of any verbal complaints received.

Making a Formal Complaint or Serious Allegation The Before & After School Care Programme provides a procedure for raising concerns (see previous), but if concerns are not resolved or for more serious matters, a formal complaint can be made. A concern may be considered a serious allegation if it involves illegal or harmful behaviour, or serious professional misconduct. Formal complaints may be about an employee of the Before & After School Care Programme, a parent or caregiver, a student, or any matter within the Before & After School Care Programmes responsibility. Formal complaints should be made in writing (i.e. email or letter) to ensure the school is able to meet its legal and ethical obligations, including complying with the requirements of natural justice. If formal complaints or serious concerns received by the school are not made in writing, the person who receives the complaint may make a written record of the complaint. If it is unclear whether someone is making a formal complaint, the school may clarify this by asking if it should be considered as a formal complaint. The person who receives the concern or an appropriate staff member may:

• ask the person raising a concern to provide more information to clarify the level of concern
• explain the process for responding to a formal complaint

Any person may have a support person with them when raising a concern or complaint. To ensure the safety and wellbeing of those involved when a concern is raised, it may be appropriate for the person receiving a concern to limit communication about the concern until a facilitated session occurs or until a third party is present. All parties should respect privacy and confidentiality, including avoiding the use of social media to promote a point of view. How to make a complaint Put your specific complaint(s) in writing and include your preferred contact details. Give as many facts and details as possible, including the names of people involved and dates of events, as well as any steps you have taken to resolve the matter. It will not usually be possible to effectively investigate complaints that are made anonymously. If you have any specific concerns about your identity being disclosed then please include these with your formal complaint so they can be discussed with you directly. The letter or email should be marked "confidential" and sent to:

• the Principal, if the complaint is about a staff member, student, parent or caregiver, or other member of the school community
• the Presiding Member, if it is about the Principal
• a member of the Board, if it is about the Presiding Member.

Contact details for the Principal and Presiding Member are available at the school office or online. What happens with your complaint The Principal or Presiding Member will check that your complaint has come to the correct person and then send you an acknowledgement of receipt within five working days. First steps Depending on the nature of the complaint, the first steps may include:

• asking you for more details about your complaint so that your concerns can be investigated effectively
• suggesting possible alternative options for informal or low-level resolution
• referring the matter to the Board for consideration at an in-committee meeting, so that the Board can determine the next steps
• conducting preliminary investigative steps or enquiring into the facts
• consulting external advisors e.g. legal advice, NZ School Boards Association (NZSBA).

After raising the initial concern, parties involved in the complaints process should not communicate about the matter with each other until all parties agree to an appropriate way to discuss or resolve the matter. This applies at all times, both in and out of school. Decision to investigate After receiving a formal complaint, the school will need to decide whether an investigation is necessary or otherwise appropriate. It is likely that your written complaint will be disclosed to the person complained of at an early stage. This is to ensure fairness and meet the requirements of natural justice. Where a complaint is being investigated the person complained of will usually be informed of the intended investigation process. If the person complained of is an employee of the school they must be advised of the complaint and be given an opportunity to provide explanations and comments before the school makes any decision that is likely to affect the employee's continued employment. If your formal complaint does not justify a formal investigation, the Principal or the Board will consider the issues raised and all of the relevant information, and provide you with a written response. If your formal complaint does justify a formal investigation, see formal investigation process below. Before starting an investigation, the New Zealand School Boards Association (NZSBA) or legal advisors should be contacted for advice. The school's insurer may need to be notified. It may also be necessary to liaise with other external agencies, such as Oranga Tamariki – Ministry for Children and/or the New Zealand Police. Formal investigation process If a formal investigation is required, subject to privacy, confidentiality, or other ethical and legal requirements, we may keep you informed about the investigation process and the expected timeframes, including confirmation of when the matter is concluded. Relevant collective employment agreement provisions for dealing with complaints about staff members must be observed, including protecting the staff member's dignity and mana, advising them of their right to seek support and representation before responding to complaints, and giving them a reasonable opportunity to take that advice. A full documentary record of any formal complaint is completed and stored confidentially in a secure location. Confidentiality/Privacy Policy No information is shared except with the owner's permission or as required by legislation, for example, The Health and Safety Act. All files holding confidential information will be duly secured and kept away from the access of unauthorised persons. All personal information shared in discussions between staff or at meetings is to remain between those persons. All sensitive and personal conversations including telephone conversations shall be held discreetly and in private, such as the school’s office or the Sakura room. The Principal ensures that all staff comply with the requirements of the Privacy Act 2020. We look after the privacy of everyone associated with our school. The Principal ensures that all staff understand our privacy processes, especially in relation to how we manage personal information, and our process for reporting breaches. Staff are made aware of these processes as needed (e.g. through staff induction and professional development, during staff meetings, and after incidents). Privacy principles The Before & After School Care Programme follows the information privacy principles of the Privacy Act 2020. See Privacy Act 2020 and the Privacy Principles:

• We collect, protect, access, and correct personal information according to the information privacy principles of the Privacy Act.
• We only use information for the purposes it was collected, except in certain circumstances (e.g. for statistical purposes where the person's identity is not disclosed).
• We are guided by the following policies when we share information:
• Sharing Student Personal Information with Parents/Guardians
• Sharing Personal Information with External Agencies
• Public Sharing of Personal Information.

Privacy officer Under the Privacy Act, we are required to have a privacy officer. Our privacy officer is the Principal. Their responsibilities include:

• responding to general questions about privacy at our school
• managing requests for personal information
• managing complaints about privacy
• liaising with the Privacy Commissioner in investigations, if required
• informing our school community of serious privacy breaches or risks to the security of personal information the school holds

Privacy breaches We follow the Privacy Commissioner's steps for responding to privacy breaches:

1. Contain — The school acts to contain the breach. We inform our privacy officer as soon as possible if our school (or an individual at our school) intentionally or accidentally provides unauthorised access to personal information, or discloses, alters, loses, or destroys someone's personal information.
2. Assess — We consider each incident on a case-by-case basis to assess the impact and seriousness of the breach.
3. Notify — We decide whether to notify any affected people, and if the breach needs to be reported to the Board. If there is no risk of harm, it may not be necessary to notify affected people of a breach. If the privacy breach has caused or is likely to cause serious harm (e.g. physical, psychological, emotional, or financial), our privacy officer notifies the Office of the Privacy Commissioner within 72 hours of being made aware of the breach. We also notify the person or people involved and the Board. We notify the National Cyber Security Centre (NCSC NZ) if the breach is due to a cyberattack, or a flaw in a product or online service that our school uses. We may notify other third parties (e.g. police, insurers) if necessary.
4. Prevent — We investigate the incident and take steps to prevent it from happening again.

School Records Retention and Disposal The Before & After School Care Programme preserves school records as valuable assets for the short and long-term operation of our school. We have effective records management systems to meet the requirements of the Public Records Act 2005, which includes complying with other relevant legislation. The Public Records Act provides a framework for ensuring accurate record keeping of public records, including school records. We comply with the guidelines set out in the School Records – Retention and Disposal Schedule, which covers all possible records a school may create. The Schedule provides further details about how long to keep school records, why records need to be kept, and what happens to them when they are no longer useful to our school. We also follow the standards issued by Archives New Zealand Performance Appraisal An annual appraisal of the Before & After School Care Programme Manager and supervisors will be the responsibility of the Principal. Annual performance appraisals will be carried out for each staff member with the sole intention to increase awareness of their performance and to ensure a high standard of care at the Before & After School Care programme. The appraisal will be based on the job description, will establish individual and group strengths and identify areas for personal and professional development. It will consist of a self-appraisal and interview with the Principal. Objectives will be set for the next term of employment. All appraisals will be confidential. Volunteers Supervision of volunteers is the responsibility of the Before & After School Care Programme Manager. Volunteers must undergo the same security checks and induction as paid staff. They should not be expected to undertake the same level of responsibility as paid staff. Efforts will be made to include volunteers in planning and training as appropriate. Any agreement regarding reimbursement of expenses must be made in writing.