The programme will provide a well-managed service that meets the needs of our West Harbour Families.

The day to day operations of the programme are delegated to the After-School Care Programme Manager and staff.

 

While any student of primary school age currently attending Sawyers Bay School, we reserve the right to cease an after-school care enrolment of a student if they are not following the direction of our 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.

 

The After-School Care Programme will operate from:

2.45pm to 5.30pm Monday, Tuesday, Wednesday, Thursday and Friday, during term time.

 

At this time, programmes will not be offered in school holidays as there are already many options in this area for our children.

 

The fee structure will be clearly shown and described on all programme information on the enrolment form.

Part hours will be rounded up to the nearest 30-minute block. Families will be invoiced directly from the Sawyers Bay School Office.

 

Being part of the school, we have up-to-date information on all Sawyers Bay School, however, children will require parents to fill in the registration form in full as a condition of enrolment. This is so that all relevant information is available to the staff running this programme.

 

It is the parents/caregiver’s responsibility to inform the After-School Care Programme Manager of any changes of details and if these relate to the school day, also inform the school office. The enrolment form will ask parents/caregivers and the learner to confirm acceptance of the terms and conditions of the after-school care programme.

 

Parents/caregivers must contact the Sawyers Bay School office on 4728981 as soon as possible if they

wish for their child(ren) to attend on a day they do not normally attend. If the roll on that day is full, parents/caregivers will be informed that their children must be collected at the end of the school day at 2.45pm. This will be confirmed by 2.00pm at the latest. If you do not hear back from the school office, then no position is available on that day. We will always endeavour to reply to your request on the day.

 

Where a child is unable to attend the programme parents/caregivers must contact the School Office on the morning of the programme or 2.00pm in the afternoon. Contact can be made via email or phone during school hours.

 

If a child is unable to attend the programme due to illness and the parent/caregiver has notified the Before & After School Care Programme Manager by 2.45pm for a booking the following morning and by 9am for a booking after school a credit will be issued to the parents/caregivers account for that day. If no notification of absence has been received then there will be no credit.

Where a parent/caregiver wishes to withdraw, cancel or alter their booking, notice must be given at least 24 hours in advance so we can offer the place to another family on the waitlist.

 

It is extremely unlikely that we would be able to accept last minute drop offs to the programme. This will be at the discretion of the Before & After School Care Programme Manager.

 

An attendance roll is taken at the beginning of each session and parents/caregivers are responsible for signing their child(ren) out of the After-School Care programme.

Staff are not permitted to release children to people who are not on the authorised pick up list. Parents/caregivers must inform the After-School Care Manager if a person who is not listed on the student's enrolment form will be collecting the student. If an unauthorized person comes to collect the student parents/caregivers will be contacted for authorisation

before allowing the student to leave with this person.

 

 

If a child does not arrive at the programme, the following actions will be taken:

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 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 one of the After- School Care staff.

It is the responsibility of the parents/caregivers to let the After-School Care Manager or the school Office Staff know if regular session days and times change.

 

If a student is not collected at the end of a programme, the following procedure will be followed:

1. A staff member will remain with the student.

2. Parents/caregivers and emergency contacts will be contacted.

 

Parents/caregivers may be charged a late pick-up fee of $20 from 5.30pm -6pm and $10 every 5 minutes thereafter. This is paid to the school and a receipt will be issued to the parents/caregivers.

 

The following complaints procedure will be clearly displayed in the schools 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 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 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. The Principal or Board will respond to the complaint within 14 days.

5. The After-School Care Programme Manager will keep the Principal informed of any verbal complaints received.

 

The After-School Care Programme Staff will ensure staff, student and parent confidentiality. At all times the programme will comply with the requirements of the Privacy Act 1993 and the school's policy on privacy.

 

All forms, such as enrollment and staff information forms, state why information is collected and what will be done with the information. 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.

 

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 After-School Care Programme Manager.

Parents/caregivers wishing to discuss with the After-School Care Programme Manager matters relating to the programme will be expected to arrange a mutually suitable time for the discussion.

 

The 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

● cooking in the hall kitchen

Students will be encouraged to participate in activities but may choose not to as long as they are not bored or disruptive. Whenever possible, alternatives 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.

 

In order to keep costs as low as possible, students will be expected to bring their own afternoon tea. At times, food will be provided, such as part of a baking activity, and therefore the allergy information on the enrolment form is essential.

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 After-School Care Programme Manager.

 

The 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.

 

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 Education Out of The Classroom (EOTC) and Risk Management will be adhered to.

 

The expected staff/child ratio is 1:12 (although a minimum two staff at any time) with additional staff required for any unlikely excursions.

There will be no water based excursions.

Students will be in view of staff at all times where appropriate. 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 football).

During After School Care sessions, one student at a time will be allowed to use the toilet and students 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.

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.

 

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 and any

other venues used

● 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 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.

 

Parents/caregivers are encouraged to provide sun block, sun hats and sun smart clothing.

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. The staff will have sun block for students who have misplaced theirs. Students will be encouraged to seek shade.

It is the Principals’ 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 School Board on behalf of the owner of the building.

Students are not to be in the non After School care parts of the school unless given specific permission from a member of staff.

 

The After School Care Programme Manager and staff will ensure that all parts of the school used for the After School Care Programme are kept clean and free of rubbish. This includes:

Daily:

● vacuuming and mopping floors as required

● emptying rubbish bins

● wiping all kitchen benches/surfaces where food is prepared

● washing all kitchen cloths and tea towels etc

● the school caretaker cleans the toilets, hand basins, and toilet floors

Weekly:

● cleaning fridge and any areas where food is stored

● general cleaning check

● sorting and checking art area, toys, equipment etc

Termly:

● washing paint work

● washing blankets

● washing floor cushions, soft toys, sun hats, dress ups etc

 

A first aid kit will be kept in the School Care area. The first aid kit will be stored out of reach of the students. It is the responsibility of the 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 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/caregiver’s 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 After-School Care staff in our student management systems. 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 investigated. All accidents will be investigated and referred to the Principal and the School Board.

 

If a student is emotionally traumatized the following procedure will be followed:

1. Staff will calm the student

2. Inform the Principal or classroom teacher

3. Parents/caregivers will be contacted

4. Professional help will be sought if required

For trauma of staff, the Principal will ensure that professional help is made available.

 

 

Fire and earthquake drills are carried out on a rotational basis for all staff and students at Sawyers Bay Primary School. The school guidelines for emergency procedures are as

follows.

The After-School Care Programme Manager is responsible for ensuring that new staff and volunteers are aware of the procedures.

 

Earthquake Action Plan

● Follow the school procedures

● An attendance roll is taken to account for all students and staff

 

Fire Action Plan

● Evacuate all people from the building

● Assemble at the assembly point on the school courtyard

● An attendance roll is taken to account for all students and staff

● All students remain at the gathering point until told to move

 

 

If a student becomes ill they will be made comfortable and the After-School Care Programme Manager will notify the parents/caregivers.

Medicine will not be administered unless parents/caregivers have provided details 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 After-School Care programme for the appropriate infectious period.

All staff must wear disposable gloves when administering first aid.

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.

 

In addition to the general safety policies outlined, the 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.

The programme staff will act on all suspicions of child abuse following School based policy and procedures, and in conjunction with the Principal of the relevant school.

 

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 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:

● Remind the student in a positive way of what is expected of them

● If the behaviour continues the student will be reminded again and warned of the consequence that will result

● 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 Principals and asked to remove their child with immediate effect.

 

Punitive Discipline/Measures

At no time will punitive discipline be used. This includes punishing children 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

Children 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 filed 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.

 

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 After-School Care Programme is delegated to the After-School Care Programme Manager. Overall supervision of the programme is the responsibility of the Principals and the School Boards. The Boards 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 Trustees may delegate certain tasks as appropriate, for example, collection receipting and banking of fees.

The 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. Where ever possible, purchases will be through the Countdown account and coded appropriately. The After-School Care Programme Manager keeps a record of each student's attendance.

The responsibilities of the After-School Care Programme Manager will be clearly delineated in the job description.

 

The 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., the senior assistant or someone designated by either the After-School Care Programme Manager or the school Principal will take over the After-School Care Programme Manager’s role.

 

It is the Before & After School Care Programme 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

 

The Before & After School Care programme will ensure quality care is provided through fair

and consistent recruitment procedures including the relevant supervision and training of all

staff including relievers and volunteers. All relevant legislation will be adhered to

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 Principals 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 centre 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 After-School Care Programme Manager.

The Principal and the School Board 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.