Terms and Conditions - Kool Kidz School Holiday Programme

Cambridge Elim Community Trust

8 Wordsworth Street, Leamington, Cambridge 3432

Please read these terms and conditions as it contains important information.

By completing your booking you are acknowledging that you have read, understood and accept these terms and conditions.

Operating Dates & Hours

Dates: We are open Monday to Friday during the School Holidays with the exception of public holidays and designated closed times over Christmas and New Year. The days that we are open over the Christmas and New Year period will be evident by the booking availability on Enrolmy.
Hours: Our programme runs from 7:30 am to 5:30 pm each day.
Morning Drop-off: Please drop your child off at our Centre (8 Wordsworth Street, Leamington, Cambridge) ideally between 7:30 am and 9:00 am. Please do not drop your child off before 7:30 am as there will be no-one present to supervise them. If a child is going to be late (after 9:00 am) please do give the Supervisor a phone call to let us know.
Afternoon Pick-up: Please pick up your child before 5:30 pm. Fees are charged when children are not collected by this time (detailed in Payment Terms later in this document).
We need prior notification from you if you plan to send a different person to pick up your child. If a person arrives to collect your child and we have no knowledge of this person, then we are obliged (for the safety of your child) to keep the child in our care until you have been located for consent.

Programme

Children participate in organised activities including indoor and outdoor games, sports, crafts, baking, team challenges and free play. We include some limited video game time, only with prior Parent/Caregiver approval. You can follow us on Elim Kool Kidz Facebook page.
Our programme is based at the Elim Church Centre. We do at times use the outdoor park area adjacent to our property for activities. We do at times undertake trips to the Wordsworth Street Park & Thompson Street Park. By agreeing to these terms and conditions you are giving consent to these park trips.

Registration & Enrolment

All children attending our programme must be enrolled through our Enrolmy booking process. Please ensure that you provide us with all of the up to date information that we need to know about your child/ren, including emergency contacts, allergies, medical conditions, and relevant information that would support us to care for your child. Even if your child has attended our programmes previously, it is very important that we have up-to-date information, in the interest of your child’s safety and well-being.
Enrolment is finalised only upon completion of the Enrolmy booking process and payment of fees in accordance with our Payment Terms.
All information will only be used for the purpose of your child/ren’s enrolment and safety during our programme. Information may be accessed by the Ministry of Social Development for auditing purposes.
You have the right to view any information we may hold about your child.
Please ensure you have added Enrolmy to your email safe senders to ensure emails pertaining to your booking, account, or communication from us via the Enrolmy system do not end up in your junk mail or spam mail inboxes.

Programme Fee

One of the following two options, depending on how many days your child is booked for:

$42.00 per child per day.
$185.00 per child for one full week (Monday to Friday in the same week) (equivalent to a $25 discount).

In addition to the base fee above there will be any applicable trip fees for Wednesday trip days. These are set before each holiday programme as the trips differ programme to programme. If your child is booked in on a Wednesday please make sure you also book them for the additional trip activity.
We only accept bookings for full days and not for half or part days.
Bookings are taken on a first in basis, inclusive of completed enrolment via Enrolmy.
Family discount: 50% discount applies to the third child in a family attending the same session. This discount does not apply for WINZ subsidised families.
Terms of Payment are detailed fully later in this document.

What to wear

Please wear suitable clothing for the day. If it is sunny provide sun cover clothes (including a hat).
During warmer weather a change of clothes is helpful if your child wants to engage in activities involving water.
Comfortable footwear. Please also include Shoes and Socks.
Sun block protection (We have some sunblock available, please bring your own if your child has specific needs and ensure you record this under the health section of our safety form ).

What to bring

Food for morning tea, lunch, and afternoon tea, plus a drink bottle. If your child has any specific allergies, health or dietary requirements please let us know in the interests of their health and wellbeing.

Signing your child in or out

Please sign your child in and out using our computerised system at the Kool Kidz sign in area. This must happen each day when you drop off or pick up your child and indicates the time your child is dropped off or picked up. This is extremely important as:

It enables us to know with certainty that there are no missing children.
OSCAR funding which helps us keep the fee price down for parents/caregivers, requires that this is done.

Absences

Once your child is enrolled, we need to be notified by the Parent/Caregiver if they are not going to attend, for whatever reason. Please phone Kerin on 022-415-3323 and leave a message. If we have not been notified and your child does not arrive on site, we will contact you in the first instance. Your child’s safety is paramount to us!

Sick Children

Please do not send along sick children, as we do not have the facilities to care for them. If a child becomes ill during programme hours, Parent/Caregivers will be called and asked to collect them. If you have any queries or concerns, the Supervisor is available to assist you.

Behaviour Management

We use behaviour management techniques that encourage positive self-esteem. It is our goal to ensure that children and families experience an environment where they are safe, secure, respected and their dignity is protected. This is done through the use of positive reinforcement and a stimulating and varied programme to ensure against boredom. Every effort will be made to help your child settle into the programme. However, if a child’s behaviour is consistently harmful to other children, you will be asked to remove him/her from the programme.

Video Games

From time to time we have video games that we bring out (X-Box & PlayStation). We are very strict on the type of games that we allow to be played by children whilst in our care. We are also aware that families have different guidelines for their children as to the availability of playing these types of games and we wish to respect those boundaries. Please indicate your preferences at the time of Registration.

Policies and Procedures

Please see the Supervisor if you wish to view our Policies and Procedures. They contain detailed information on health and safety, making complaints, employment practices, etc…

Child Safety

The programme has a detailed child protection policy, which includes the reporting of any suspected child abuse to the Oranga Tamariki.
All care will be taken to provide supervision of children attending the programme in accordance with programme policy and procedures. You acknowledge however, in accepting these terms and conditions and completing your booking, that neither the staff nor management of the programme will be liable for any loss or damage (by way of accident, injury, theft or otherwise) arising out of attendance at the programme.

Emergencies

Our Staff are trained to deal with emergencies. In the case of a serious accident involving your child the Staff will contact you and will call 111. If staff are unable to get through to the primary contact you have provided they will attempt to contact the secondary contact provided. If they are unable to get through to the secondary contact they will attempt to contact the emergency contacts provided.
By agreeing to these terms and conditions and completing your booking you give permission to the programme Supervisor to arrange any necessary urgent medial treatment at your cost.
In a civil emergency the Staff will remain at the Centre until all children are collected, unless instructed otherwise by the authorities.

Complaints

The programme has a complaints procedure. If you have any problems please approach the Supervisor, or if necessary, Community Trust Board chairman, and they will be happy to assist you. If you wish to report a serious concern, you can contact the Oranga Tamariki at 0508 FAMILY (0508 326 459).

Terms of Payment

Fees - Payment for your booking must be made at the time of booking by credit/debit card. You will have the option of paying your fee in full or in installments. Installment options will decrease as the booking approaches. This ensures that all fees are paid by the conclusion of the programme. Installment payments will be deducted from the card you have provided.
Failed Payments - If an installed payment fails, another attempt will be made to take payment. If payments fail a second time any further bookings will be cancelled until payment has been made. Any unpaid fees after final day of the programme will incur a 10% administration fee. If fees remain unpaid after three months, a debt collection procedure will be commenced with any costs of such plus the 10% administration fee added to the debt.
WINZ clients - Please ensure your forms are sent off prior to the programme start date so that your WINZ payments come to us in a timely manner. Please keep a copy of your WINZ forms. WINZ clients are required to pay 10% of the fee in advance when booking. This will be refunded once the WINZ subsidy is received.
As we are a non-profit organization and seek to keep our fees as low as possible, payments are essential to ensure we can continue to provide this service and resource our programme.

Changes /Absence / Cancellation / Late Pickup

Changes: We require a minimum of seven days’ notice before changes to your child’s bookings in the School Holiday Programme can be made without charge. Deposits are non-refundable unless seven days’ notice is given.
Cancellation fees: Full fees apply for a booked session cancelled on the day or where a child does not attend.
Absence: Where children are absent due to medical conditions, or for a genuine emergency, we may consider a fee discount. These will be considered on a case-by-case basis. Please contact the Supervisor to discuss this.
Late Pickup: Should your child not be picked up by 5.30pm, a late charge will apply. Up to 15 minutes late the charge is $10.00 per child. After 5:45 pm, per 15 minutes: $10.00 for one child; $15 for two children and $20 for three or more children.

Possibility of WINZ Assistance

WINZ offers a subsidy as a way of assistance to some Parents/Caregivers whose children attend an official OSCAR programme.
Please contact WINZ directly if you believe you are eligible for a WINZ subsidy for this Holiday Programme or require their forms to make a subsidy application. If you would like some assistance in this process, you are most welcome to contact Kerin Frost, our Kool Kidz Holiday Programme Supervisor. She can assist you in trying to determine what level of WINZ subsidy you may or may not be eligible for. Kool Kidz offers helpful advice but takes no liability or responsibility for final decisions made by WINZ.
If you do qualify for a WINZ Subsidy, such amount will be deducted from your invoice. If you have set up an installment payment these will adjust accordingly. The Parent/Caregiver agrees full payment to Kool Kidz is their personal responsibility and commitment. No non-payment will be permitted because WINZ either declines or reduces a subsidy or the subsidy was applied for too late to determine eligibility prior to programme commencement. We therefore strongly encourage any Parent/Caregiver seeking WINZ assistance to take early action (at least 3 to 4 weeks prior to commencement of a holiday programme) to find out their eligibility for any WINZ subsidy.

Privacy

All information kept on your child/ren will be secure and confidential. We may be required to share information with government agencies including the New Zealand Police or the Oranga Tamariki in situations where risk arises. The information we hold may also be viewed for auditing purposes by the Ministry of Social Development.

Our Bank Account Details:

The bank account for Kool Kidz payments should it be needed is:

Bank: ANZ Branch, Cambridge

Account Name: Cambridge Elim Community Trust

Account Number: 06-0301-0126141-00

Particulars: Parent’s full name

Code: Invoice number

Reference: Child’s full name

We look forward to getting to know you and your child.

Kool Kidz School Holiday Programme, Cambridge Elim Community Trust

About Kool Kidz School Holiday Programme, Cambridge Elim Community Trust

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