Terms and Conditions of New House
After School Club.
In order to maintain a high standard of care and professional relations at New House it is important that all parents/main carers read the following terms and conditions and adhere to them at all times.
New House After School Club is an independent and privately run club with its own standalone Ofsted registration. Despite working closely with the school to provide the best possible outcomes for your children,
we are NOT part of the school,
therefore, any concerns or complaints should come directly to
Jane Hicks or Alan Gower.
THE SERVICE OFFERED:
After School Club k/a ASC is offered to all children and parents of Elham School. Our club name is ‘Elham Eagles’.
WHERE THE SERVICE IS OFFERED: The service is offered on the Elham School site, however the registered business address and office for the ASC is 9 New House Lane, Canterbury, Kent CT4 7BG.
Phone Numbers:
07967 301089 – Alan’s mobile
07923 253130 – official ASC phone number to be used during hours of operation.
01303 840325 – Elham School
01227 765413 – office phone number – 9 New House Lane, Canterbury, CT4 7BG
IMPORTANT – ALWAYS LEAVE A MESSAGE IF YOU DON’T GET AN ANSWER!!!
Email: [email=newhousenursery@btinternet.com]newhousenursery@btinternet.com[/email]
CONTACTING US:
The club’s managers can be contacted via any of the above methods during working hours. However, we acknowledge that there may be occasions where you may need to make contact with the club’s managers outside of work hours i.e. in the evening or at weekends. If such contact is necessary in an emergency please make contact by WhatsApp only on 07967 301089 and we will endeavour to respond in a timely manner to provide you with an answer, however please note that your message may not be responded to until early the following morning. Other out of hours, but non-urgent contact should be made via email. PLEASE DO NOT TELEPHONE OUTSIDE OF NORMAL WORKING HOURS AS YOUR CALL WILL NOT BE RESPONDED TO – obviously this doesn’t apply if you need to contact us to inform us of a late collection.
HOURS OF OPERATION:
We currently operate two sessions 3.15pm till 4.30pm and 3.15pm until close of business at 6.00pm Monday to Friday term time. Children can be collected at any time up to the end of your child’s allotted session. Anyone who picks up late will incur a late charge – please see section below entitled ‘Late Collections’.
Care is not offered during the holiday periods.
ATTENDANCE: Once you sign your child/ren up to the club on a regular basis their place continues to be available to them until you cancel it, therefore if you sign your child/ren up to ASC on specific days at any stage of their education at Elham, that place will be available, and charged for, right up until the end of year 6 unless you give notice to withdraw your child; please see the section below entitled ‘Notice of Withdrawal’ printed in red for further details. Whilst we would prefer children to book a regular space to ensure availability and to avoid disappointment, parents can use the service flexibly on an ‘adhoc’ basis but admission will be on a ‘first come first served basis’ and will need to be booked through our online booking portal at Enrolmy. Enrolmy will flag how many places are left if we are nearing our capacity and will run a wait list should an afternoon be at full capacity. Please Note: swaps to regular/recurring bookings will not usually be accommodated, as this may prevent additional adhoc bookings. Any swaps accommodated will be at the Manager’s discretion.
CHILDREN’S ARRIVALS:
All children are collected directly from the playground in line with the school’s end of day routine.
KEY PERSON: In line with Ofsted requirements all children who are in Reception will have an identified Key Person. Iryna will take on that role for all reception children as she works in the school and will be a familiar member of staff to them. The role of the Key Person is to ensure that the care and welfare of the child is considered at all times and that there is a strong link with both the child’s parents and the school. This practice and duty of care applies to all children and runs through all years but from year 1 there is not the need to identify a named Key Person.
SAFEGUARDING: The club has a duty of care to ensure all children are protected and kept safe from harm. New House ASC has its own Safeguarding and Child Protection Policies in place and has a named Designated Safeguarding Lead (DSL). Alan Gower, the day to day Manager of the club is the DSL as is Jane Hicks. We can also draw on the support of DSL’s who work at New House Nursery, namely Georgina Wolski and Alana Griffiths.
SNACKS PROVIDED:
ASC: On arrival into the club the children will be offered a drink. A fruit bowl will be available for the children to help themselves to. If your child wants to bring an alternative ‘snack’ it should be of a healthy option and we suggest a cereal bar or something similar. We will allow a bag of crisps. We request that no foods containing NUTS are brought into the premises in order to safeguard those children with allergies.
COST:
The current cost of the club is:
Early Session 3.15pm to 4.30pm - £6.00
Full Session 3.15pm to 6pm Adhoc attendance £12.00
Full Session 3.15pm to 6pm Regular/Recurring attendance £10.00
FEES: Fees are charged termly in advance (based on three terms a school year) for all regular/recurring bookings. Invoices will be generated in line with your bookings and there will be a selection of payment options available to you on our online portal, Enrolmy, including instalment options. Where fees remain unpaid the Manager reserves the right to add interest and may refuse the child’s re-admission at any time thereafter until full payment has been made. No remission of fees can be claimed on account of absence due to ill health, holidays or other cause. Any credits or refunds offered are at the discretion of the Manager.
Fees will be reviewed annually.
Payment options: Cheque, cash, the Government’s Tax Free Childcare (TFC) or company vouchers (see below).
COMPANY VOUCHERS:
Payment can be made using company vouchers in part or full payment of any terms fees. Those parents wishing to pay by company vouchers will need to accrue sufficient funds in advance to cover the total amount they wish to redeem in any one invoicing period, thus fulfilling the ‘termly in advance policy’. If insufficient funds are available a top up by cheque or cash can be made. Vouchers will not be accepted in arrears.
CANCELLATIONS: Six weeks notice in writing is required to withdraw your child or reduce their regular/recurring attendance sessions, or in default, six weeks fees will be subsequently charged. PLEASE NOTE: Autumn Term attendance can not be withdrawn or reduced over the summer holiday period. In this situation notice would need to be given at the beginning of the term or six weeks fees would still be charged. Likewise, all other notice periods need to be whole weeks during term time – holiday periods DO NOT count as notice weeks. Once booked, all sessions must be paid for regardless of any change of plans or non attendance. If you require more information about why the Notice Period is enforced please do not hesitate to contact Jane.
CLOTHING: It is our intention to provide a healthy approach to outdoor play and we will use our outdoor provision all year round therefore in order to keep uniform clean and to ensure the children are warm enough it may be necessary to provide your child with an appropriate change of clothes and footwear. All children will be expected to have a suitable outdoor coat for the time of year. Additional items such as waterproofs or wellingtons may also be provided.
ABSENCE: It is important that we are informed by telephone or email if your child is absent from school and therefore not attending the service booked.
HEALTH: Any child suffering from a doubtful rash, sore throat or discharge from the eyes should be kept at home unless a doctor gives the all clear and confirms the child is not contagious. Children who have suffered from vomiting or diarrhoea must be kept at home for a minimum 48 hour clearance period and until a normal diet has been resumed. The Manager reserves the right to refuse admission to a child who is considered to be symptomatic.
Parents of children who are reliant on medication for specific ongoing medical conditions will need to discuss this with the Manager and will need to give written consent for such medication to be administered by staff.
Should a child become ill during the session, every effort will be made to contact the parents/main carers. In the event of not being able to contact parents/main carers and, in the opinion of the Manager, the child needs to be removed from the setting due to illness the emergency contact numbers will be used. The Manager reserves the right to remove a child to hospital in an emergency.
SEND: New House ASC operates a fully inclusive environment and welcomes all children from the school regardless of any Special Educational Need or Disability. Please see our separate Policy.
CONTACT NUMBERS: In the interest of the child, it is essential that parents make themselves contactable at all times whilst their child is in attendance at the club. Numbers of home and work landlines should be recorded on the enrolment form together with both parent’s (if applicable) mobile numbers and email addresses. If you are reliant on being contacted please ensure devices are always switched on. Two further emergency contact numbers must also be supplied. Please ensure the emergency numbers are for contacts that the child knows well and that all emergency contacts listed have given their permission to be used. Please ensure you inform the staff immediately of any changes to telephone numbers and any other details recorded on the enrolment form.
CLUBS RUN BY THE SCHOOL: Children who attend clubs run by the school are welcome to come to ASC when their club has ended although the ASC staff will need to know what time and from where to collect them. We strongly suggest that all correspondence relating to clubs and any other changes to the usual attendance is sent via email or WhatsApp. The full ASC price will still be charged.
COLLECTION OF CHILDREN: All parents should enter the club via the main school gate where there is a walkie talkie to use to alert the staff of your arrival. We rely heavily on parents not opening the gate to other parents in order to prevent unknown visitors entering the grounds. It is your parental responsibility to ensure you pass this information on to whoever may be collecting your child i.e. grandparents etc. All parents should alert staff of their arrival via the walkie talkie rather than just entering the grounds. Please be patient as staff may be otherwise engaged on your arrival but they will come to let you in a quickly as possible. It is important that we are informed about who will be collecting your child. If an unfamiliar or unidentified person arrives to pick up a child, the child concerned WILL NOT be released unless we have had authorisation from the parents. If such authorisation has not been given, the child will not be released until the parent has been contacted to give authorisation. Uncollected children will be referred to Social Services.
LATE COLLECTIONS: Whilst we understand that late collections are sometimes unavoidable, we must stress the importance of collecting children on time – either 4.30pm or 6.00pm. Parents running late should ring either 07967 301089 or 07923 253130 or 01227 765413 before 6pm to inform staff and give an approximate time of arrival. Store these numbers in your phones! Parents who are late picking up their child/ren late will incur a late fine of £25 for the first fifteen minutes or part of and a further £5 for every subsequent ten minute period or part of. Late charges are at the discretion of the Manager. Regular offenders will run the risk of loosing their child’s place.
PERSONAL BELONGINGS: All children are responsible for bringing their own belongings from the school to the ASC and we request that children DO NOT bring in any items of value. New House does not take responsibility for belongings lost or left at school – the children are responsible for their own belongings.
MOBILE PHONES: Children are not permitted to have mobile phones whilst attending the club. If your child does bring a phone into school for whatever reason it must be handed into the club staff for the duration of ASC so that it can be stored safely.
BEHAVIOUR: Appropriate behaviour and actions are modelled by the staff and the children are encouraged to self reflect and consider their actions towards other members of the group and staff team. It is also a club expectation that parents will support their child’s behaviour and encourage acceptable behaviour, including good manners, at all times. The children will be consulted about and asked to contribute to their own rules to help them understand the rules and boundaries of the setting. Aggressive behaviour from anyone using the club will not be tolerated and may result in the removal of a child. Should you wish to have a copy of our Behaviour Policy please ask.
NOTICEBOARDS: There is a parent’s notice board situated on the wall as you enter the main ASC room known as the Russo Room.
PHOTOGRAPHS: From time to time we will take photographs of the children purely to be used as evidence of what we have done and for displays for your enjoyment. All photographs will be kept within the setting and not used for any other purpose other than displays. Should we ever wish to use photos for any other purpose i.e. advertising etc. individual consent from parents will be requested. Some photographs may be shared with the school to be displayed on the school website and Facebook page and any other ‘socials’ used by the school, which is at the discretion of individual parents.
PARTNERSHIPS WITH PARENTS/CARERS: There is an expectation that all parents will work in partnership with the club staff in order for the smooth running of the provision. This means that after reading these Terms and Conditions if you do not agree with any aspect of the T’s & C’s you should not take up your child’s place. All Parents who complete and sign the enrolment form are agreeing to the T’s & C’s and are expected to respect and adhere to them at all times.
REMOVAL: New House reserves the right, if the Manager decides it is necessary in the interest of the setting or the child for a child to be removed, to request the parents to remove such a child. Such a request would not be made until a private meeting between the parents and the Manager had been held in an attempt to resolve the issue. Should such a meeting fail to resolve the issue, the request to remove the child concerned would then be put in writing to the parents and a leaving date agreed. Any fees already paid or due are not recoverable.
COMPLAINTS: Should the occasion arise where a parent/main carer wishes to raise a concern or should have cause to complain they should put their complaint in writing to the Manager – Miss Jane Hicks. The complaint will be logged and the Manager will then address the complaint and consult the parent/main carer concerned. All written complaints will be investigated and responded to as quickly as possible and no later than 28 days from receipt of the complaint. All written complaints will be kept in a confidential file in the locked filing cabinet. In the event that the parent/main carer feels that we have been unsuccessful in resolving the complaint you may contact our registering body, Ofsted, on 0300 1231231.
