Please email us kkz@kts.school.nz for a copy of our full policies and procedures
Our programme planning aims to ensure that:
Children feel safe and receive care, attention and support from staff.
Children are treated fairly, with dignity and respect.
The cultures and beliefs of all children and families/whanau are respected.
Opportunities are provided for children to develop a positive sense of themselves.
Children develop self-reliance and independence.
All children of all ability levels can participate in a range of activities.
The focus of all activities is fun and enjoyment.
Kohia Kids Zone best practice is for the programme to operate with a minimum ratio of 1: 10 when on site. This can vary depending on the type of activities planned and the level of supervision required. On excursions there is a 1:8 ratio but this can change depending on the level of risk. This is considered on a case by case basis.
There will be a minimum of two staff on duty at the programme unless there is an emergency in which case this will be documented on our hazard/incident/accident form.
All staff counted in the ratios are 16 years or older. Volunteers do not count towards our ratio. The shift supervisor will be 20 years or older and will be required to remain on site during the programme hours. All staff will have the appropriate level of maturity and experience to effectively supervise (refer to: staffing policy)
A programme roll is maintained daily that records children booked and those who actually attended. Programme management will spot check that the roll is accurate and up-to-date.
The programme shift supervisor is responsible for the roll during the programme, which is run through our programme iPad, and the Enrolmy app, or on their personal device with their own staff login which is provided during training. This links directly to the online booking system where all medical and enrolment details, amongst others, are stored. In any emergency evacuation the roll/iPad will be retrieved and taken to the assembly point.
The roll call and head count is made at the start/end of each session and other formal attendance checks will be made regularly during the session – prior to excursions and at lunch time during holidays. At 5pm during the after school session. These checks include the sign in/out records, to ensure the head count is accurate. There is also a check for children who aren’t recorded on the roll.
Names and emergency contacts for all children, will be available to staff at all times through the programme iPad, as well as Enrolmy which is accessible on any laptop, tablet, or smartphone.
Parents/Caregivers/Authorised Adults are expected to sign children in/out on the parent kiosk. Staff are expected to sign children in and out of the programme upon citing a parent, caregiver or approved pick up in the case that the Parent Kiosk is unavailable. Parents are expected to provide and maintain a list of adults authorised to collect their children. Children will not be allowed to leave with an unauthorised adult. Authorised adults will be documented on Enrolmy, or, in some cases, written permission via text or email may be given from the parent.
Parents are expected to inform the supervisor if they will be dropping children off late or picking them up early. If the group is not in the standard programme drop off/pick up location (Kohia Terrace School hall) and are elsewhere at the programme site (Senior and/or Junior playground), parents must make sure that the staff member immediately supervising their child is made aware that their child has been dropped off or picked up. On the rare occasion at After School Care when the entire group leaves the school hall, a note will be left describing their whereabouts.
Parents may request that their child/ren travel to or from the programme unaccompanied. Unless Kohia Kids Zone management agrees to this with the parents directly, all children must be safely accompanied to and from the programme.
Parents who are late picking up their children will be charged an additional fee of $1.00 per minute following the 15 minutes courtesy time, inclusive of the 15 minute courtesy time. For example, in the case that the programme ends at 6pm, and a child is picked up at 6.15pm, there will be no additional charge. If they are picked up at 6.16pm, there will be a $16 charge, and so on, to a maximum $45.
A first aid kit will be kept at all centres and taken on excursions along with emergency contact numbers. All first aid kits are checked at the end of each term. Checks are recorded in the school Student Management System with a tag to After School care.
One currently qualified first-aid person will be on site at all times.
All accidents and incidents are recorded on our Kohia Kids Zone H&S form. These are submitted in weekly meetings to the principal and where relevant to the Board of trustees once per month. In some cases where the injury was serious, the programme manager may report the injury on Hero. Parents will sign incident reports that involve their child.
No sick children will be admitted to the programme.
If a child becomes ill during the day they will be made comfortable in a section of the venue that is in site of staff but separate from the other children. Parents will be notified and at the discretion of the supervisor may be asked to collect the child as soon as possible. Parents are advised of this policy upon enrolment.
Staff will ensure that all medicines are stored safely including those that children are allowed to self-administer e.g. asthma inhalers. There will be no risk of medicines being mixed up or tampered with by other children.
Staff will keep a record of all medication given and parents are required to check and sign this daily.
Programme hours
Before school care: 7.30AM - 8.30AM
After school care: 3.00PM - 6.00PM
Holiday programme: 8.00AM - 5.30PM
Enrolment
All children attending the programme must be enrolled using Enrolmy by the parent, caregiver or other authorised adult.
The adult enrolling the child/ren will then have access to all programme schedules and services. Parents are made aware that by confirming their child/s enrolment, they agree to our terms of service.
At least two emergency contacts must be provided.
The names of all people authorised to collect the child/ren from the centre will be listed on Enrolmy, along with a copy of any custody or access order in place.
Information regarding health conditions, special needs, and cultural background requirements is recorded on Enrolmy.
Parents must also give consent for any off-site activities and other specific activities (e.g. swimming) when requested by the programme, which is ascertained via their online booking.
Record-keeping and privacy
The Kohia Kids Zone Programme maintains accurate records of current enrolments, attendance, health information and all medication administered by staff. All Information is kept in accordance with the Privacy Act 2020.
Information on each child is collected upon enrolment directly from parents/caregivers or other authorised persons. As part of the enrollment procedure parents/caregivers are advised that they are responsible for notifying the programme of any changes of details and that they can view and correct their child’s information by logging in and updating theirs and their child/s profile on Enrolmy, which will notify the manager.
Information collected about children is used only for providing care during the programme.
Photographs of children may be used for advertising the programme, unless parents state otherwise.
Enrolment information is stored securely at the programme venue and also accessible on-line for the programme supervisor, manager and admin staff. Enrolment information will only be kept while the child attends the programme and then will be archived securely. Health and safety records (such as incident reports) may be kept for a longer period and will be securely archived within both the Kohia Terrace Schools database as well as the Kohia Kids Zone Enrolmy platform.
This information will not be shared with other persons or agencies without the consent of the parent / caregiver, except where there is a concern about safety and welfare of a child and as advised by the Police or Oranga Tamariki.
Fees
All programme fees are payable by invoice. Invoices are generated each Monday in arrears based on attendance records. These are synced with Kohia Terrace School accounting software and sent once approved by the programme manager. Invoice payments are monitored by the manager and Kohia Terrace School, however it is an expectation that parents maintain their invoice responsibilities themselves. A maximum of 2 weeks arrears is permitted before further action is taken.
Any parent expecting Work and Income Fee payments must show evidence of application and pay 100% (or as negotiated) of the fee until payments are received by the programme. Any credit balance at this point will be notified to the parent.
For regular bookings, fees are payable for public holidays and any day the child is booked but absent from the programme. 24 hours notice is required to cancel a regular booking. If required, we will implement a waitlist system. Any request for a booking that cannot be accommodated will be added to a waiting list. First preference on the waiting list will be for bookings of 3 days or more.
Non-payment of fees will lead to exclusion of children concerned and debt collection services will be notified.
